Visitor Privacy Notice
We at the Access Group know it is a big responsibility to protect your personal data. This Privacy Notice is meant to help you understand what information we collect, why we collect it, and how you can exercise your rights in relation to your information.
We may from time to time update this Privacy Notice, where we deem it appropriate, we will seek to notify you about the changes, however, we recommend you review this page periodically.
This Privacy Notice was last updated on: 29th April 2024
About us
The ‘Access Group’ is made up of numerous legal entities which are wholly owned subsidiaries of The Access Technology Group Limited (company registration 05575609). Our primary trading entity is Access UK Ltd (company registration 2343760) – the registered address for both is: Armstrong Building Oakwood Drive, Loughborough University Science & Enterprise Park, Loughborough, England, LE11 3QF.
For this Privacy Notice, Access UK Ltd is the controller.
Our Group Data Protection Officer is Danielle Hefford. To contact us regarding our use of personal data, you may email us at [email protected]
We have appointed Access Workspace Ireland (registration number: 91755) as our EU representative under Article 27, EU GDPR. Our representative can be contacted by email at [email protected]
Why we have your information
We process your personal data because you have visited (or are scheduled to visit) one of our offices.
The information we collect is limited to the following:
- Full name
- Photographs
- Location
- Car registration
- Employer (inferred)
Our legal basis for processing is legitimate interests.
The legitimate interests pursued are:
- To manage the information regarding visitors to Access offices for health, safety, and security reasons; and
- To manage the car parking spaces (where relevant at certain Access offices).
Who we share information with
We share your information with a limited number of trusted third parties.
| Third Party | Why |
| Sign In App | To manage visitors to Access offices |
| Microsoft 365 | To utilise the M360 suite of products |
| WayLeadr | Manage car parking spaces (limited to some Access offices) |
We may also share your information with other third parties not listed above where there is a lawful reason for doing so.
How long we keep your information
Your information is deleted within 7 days post your visit (or scheduled visit) to our office.
Where we collected your information using a hardcopy visitor book, your information will be deleted within 7 days post the relevant visitor book being completed.
Your rights
We will process your personal data in accordance the Principles - external link and Individuals’ Rights - external link of The General Data Protection Regulation (both the EU version (2016/679/EU) and UK retained version thereof).
Your data protection rights
Under data protection law, you have rights including:
- Your right of access - You have the right to ask us for copies of your personal information.
- Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
- Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
- Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.
- Your right to object to processing - You have the right to object to the processing of your personal information in certain circumstances.
- Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
To exercise any of these rights, please contact [email protected]
Important note
If you feel we have not processed your data in accordance with the Principles and Rights of the individual under GDPR (EU or UK), please contact [email protected] (or our EU representative, [email protected]) for our complaints procedure, or you may raise a complaint with the Information Commissioners Office - external link (or other relevant supervisory authority) but we would like the opportunity to resolve any issues first.