Hubble Website Privacy and Cookies Policy

This is the privacy and cookies policy for www.hubblehq.com and associated online services (Site). The Site is operated by or on behalf of Spacious Ltd trading as Hubble (we, us and our). For the purposes of the GDPR, the UK GDPR and any other relevant UK legislation, we are the data controller.

We are committed to protecting your privacy on-line and off-line. We appreciate that you do not want your personal information distributed indiscriminately and here we explain how we collect information, what we do with it and what controls you have.

We process your data in order to enter into an agreement with you and to perform the same agreement. We further process your data to pursue our legitimate interests such as marketing, analytics, administration of our relationships with coworking organisations and host facilities, and fraud prevention.

We reserve the right to change this privacy policy from time to time by changing it on the Site.

Table of contents

Information we may collect from you

Hubble processes the beforementioned information where it is necessary for the adequate performance of the contract and given our legitimate interest in improving Hubble services and our Users’ experience with the website.

We may in particular collect and process the following information about you, notably if you are our user, an administrator for an organisation using our services, or a host facility contact:

  • information (such as your name, email address, postal address and telephone number) that you provide by completing forms on the Site, including if you register as a user of the Site, subscribe to any service, upload or submit any material via the Site, request any information, or enter into any competition or promotion we may sponsor;
  • in connection with an account sign-in facility, your log-in and password details;
  • information in relation to bookings, billing, credits, and trials;
  • information regarding your use of host facilities, including based access control of the host facility;
  • communications you send to us, for example to report a problem or to submit queries, concerns or comments regarding the Site or its content;
  • information from surveys that we may, from time to time, run on the Site for research purposes, if you choose to respond to, or participate in, them, which may reveal your work patterns and other related information.

You are under no obligation to provide any such information. However, if you should choose to withhold requested information, we may not be able to provide you with certain services.

When you visit the Site, we may, by means of cookies and/or other similar technologies, automatically collect additional information about you – such as the type of internet browser or mobile device you use, any website from which you have come to the Site, your IP address (the unique address which identifies your computer or mobile device on the internet) and/or the operating system of your computer or mobile device. See Cookies and other technologies for more information.

We may record calls with you for internal learning purposes. Our legitimate interest to do this will generally not be overridden by your rights because access to call recordings will be limited to the staff who needs such access, our storage time will not be longer than two months, plus we will delete the recording if you exercise your right to object by getting in touch with us.

Location data

We may collect information through the Site as to your location to provide location services where requested or agreed to by you, in order to deliver content, advertising or other services that are dependent on knowing where you are. This information may also be collected in combination with an identifier associated with your device to enable us to recognise your mobile browser or device when you return to the Site.

Delivery of location services will involve the look-up of your country of location by reference to your IP address against public sources. See Cookies and other technologies for more information on the use of cookies and device identifiers on the Site.

You may opt out at any time from allowing further access by us to your location data by changing the settings on your browser.

Cookies and other technologies

When you interact with the Site, we try to make that experience simple and meaningful. When you visit the Site, a web server sends a cookie or other similar technology to your computer or mobile device (as the case may be). Cookies are small pieces of information which are issued to your computer or mobile device (as the case may be) when you visit a website and which store and sometimes track information. A number of cookies we use last only for the duration of your web session and expire when you close your browser. Other cookies are used to remember you when you return to the Site and will last for longer. The persistent cookies we use normally expire after twelve months. If you require more information regarding the duration of a particular cookie used by us, please contact us at help@hubblehq.com.

You can delete all cookies that are already on your device by clearing the browsing history of your browser. This will remove all cookies from all websites you have visited. Browsers also allow you to control access to cookies. You can find below the links providing information about how you can do this for the major browsers:

To find information relating to other browsers, visit the browser developer's website. The cookies and/or other similar technologies we use collect information, such as the type of internet browser or mobile device you use, any website from which you have come to the Site, your IP address and/or the operating system of your computer or mobile device.

When you use our Site for the first time you are given the opportunity to accept or decline not strictly necessary cookies. By using the toggles on the cookie banner, you are consenting to or declining our use of cookies by category as set out in this privacy policy. You can also change your cookie consents at any time by accessing the cookie banner or by emailing us at help@hubblehq.com.

The exact names of cookies we use on our Site may change over time, however, the descriptions below set out the types of cookies that operate on our Site. You can obtain an up-to-date list of the cookies we use by contacting us at help@hubblehq.com.

  • Strictly necessary cookies. These are cookies that are required for the operation of our website, to provide services explicitly requested by you or to comply with any other legislation that applies to us, such as the security requirements of the UK GDPR.
  • Analytical cookies. They allow us to collect information about how you use the Site (including how long you spend on the Site) and where you have come to the Site from, so that we can improve the Site and learn which parts of the Site are most popular with users.
  • Advertising cookies. These gather information about the pages on the Site that you visit, and also other information about other websites that you visit, so as to place you in a “market segment”. This information is collected by reference to the IP address that you are using and includes information about the county and city you are in, together with the name of your internet service provider. This information is then used to place interest-based advertisements on the Site which it is believed will be relevant to your market segment.
  • Functional cookies. These are used to remember that you have visited us before. This means we can identify the number of unique visitors we receive. This allows us to make sure that we have enough capacity for the number of users that we get and that we can customise elements of the promotional layout and/or content of the pages of the Site.

Some of the cookies used by the Site are set by us, and some are set by third parties who are delivering services on our behalf.

You can also learn more about cookies by visiting http://www.allaboutcookies.org which includes additional useful information on cookies and how to block cookies using different types of browser or mobile device. Please note, however, that by blocking or deleting cookies used on the Site, you may not be able to take full advantage of the Site.

Uses made of your information

We use your personal information which we collect to:

  • enable us to provide you with the services and information offered through the Site and which you request including Enquiries and/or arranging Viewing Appointments (as defined in our Website Terms);
  • administer your account with us;
  • audit the downloading of data from the Site;
  • improve the layout and/or content of the pages of the Site and customise them for users;
  • identify visitors to the Site;
  • carry out research on our users’ demographics;
  • send you information we think you may find useful or which you have requested from us, including information about our products and services;
  • allow, with your consent, carefully selected third parties to send you information directly which you may find useful regarding their products and services.

You can tell us not to contact you with information regarding our products and services or those of third parties or to share your details with third parties so that they can send you information regarding their products and services, either at the point such information is collected on the Site (by checking or un-checking (as directed) the relevant box) or, where you do not wish us to continue to use your information in this way, by following the unsubscribe instructions on any communications sent to you. You can also exercise the right at any time by contacting us using the Contacting us details at the end of this privacy policy.

Information sharing

Some of our services, including Hubble Pass, may be provided jointly with various workspaces (hosts) included in our passes or packages. These hosts may be controllers or joint controllers of your data in relation to your access and use of such workspaces.

The information in relation to your use of the host facilities will be shared with your organisation. For administrative purposes, administrator contacts of an organisation may be shared with members of the same organisation’s team who can be identified as such by their email address or otherwise.

We may collect feedback and gather other information from you regarding your use of premises or your work from home. This data may be shared with your organisation and their administrator contact as statistical data or as personally identifiable data where this is necessary for billing and administrative purposes, or to make decisions regarding your work location or other work conditions.

For administrative purposes, administrator contacts of an employer may be shared with members of the same team who can be identified as such by their email address or otherwise.

We may disclose aggregate statistics about visitors to the Site, customers and any Licenses (as defined in our Website Terms) entered into through use of the Site in order to describe our services to prospective partners, advertisers, sponsors and other reputable third parties and for other lawful purposes, but these statistics will include no personally identifiable information.

We may collect feedback and gather other information from you regarding your use of premises or your work from home. This data may be shared with your employer as statistical data or as personally identifiable data where this is necessary to make decisions regarding your work location or other work conditions.

We may disclose your personal information to any of our affiliates, or to our agents or contractors who assist us in providing the services we offer through the Site, processing transactions, fulfilling requests for information, receiving and sending communications, booking workspaces or other products that we may offer, updating marketing lists, analysing data, providing IT and other support services or in other tasks, from time to time. Our agents and contractors will only use your information to the extent necessary to perform their functions.

In the event that we undergo re-organisation or are sold to a third party, you agree that any personal information we hold about you may be transferred to that re-organised entity or third party.

We may disclose your personal information if required to do so by law or if we believe that such action is necessary to prevent fraud or cyber crime or to protect the Site or the rights, property or personal safety of any person.

Hubble service can be integrated with Slack, calendar, and other cloud services of your choice. If you choose to share the data with such services, Hubble will send the necessary information to such services at your request. You may at any time remove such integration.

We may appoint digital marketing agents to conduct marketing activities in relation to our services.

Public forums

The Site may, from time to time, make chat rooms, message boards, news groups and/or other public forums available to its users. Any information that is disclosed in these areas becomes public information and you should exercise caution when using these and never disclose your personal information.

The Site may, from time to time, contain links to external sites. We are not responsible for the privacy policies or the content of such sites.

Security

We place great importance on the security of all personal information associated with our users. We have security measures in place to attempt to protect against the loss, misuse and alteration of personal information under our control. For example, our security and privacy policies are periodically reviewed and enhanced as necessary and only authorised personnel have access to personal information. Whilst we cannot ensure or guarantee that loss, misuse or alteration of information will never occur, we use all reasonable efforts to prevent it.

You should bear in mind that submission of information over the internet is never entirely secure. We cannot guarantee the security of information you submit via the Site whilst it is in transit over the internet and any such submission is at your own risk.

It is advisable to close your browser when you have finished your user session to help ensure others do not access your personal information if you use a shared computer or a computer in a public place.

Storage of your information and international data transfers

Your personal information which we collect is sent to and stored on secure servers located in the United Kingdom and the United States of America. Such storage is necessary in order to process the information. Personal information submitted may be transferred by us to our other offices and/or to the third parties mentioned in the circumstances described above (see Information sharing), which may be situated outside the European Economic Area (EEA) or the UK and may be processed by staff operating outside the EEA or the UK.

Third party processors have limited access to your information to perform tasks to improve Hubble services or to adequately perform contractual obligation.

Hubble will only transfer personal data to a third country outside the EEA or the UK in the following circumstances:

  • When the country is an adequate country providing a level of personal data equivalent to the one granted under the GDPR and the UK GDPR, as recognised by the European Commission or the UK Government.
  • Where the country is not recognised as an adequate country as defined in the point above, when other safeguards in compliance with the GDPR and the UK GDPR are in place, such as binding corporate rules or model standard contractual clauses approved by the European Commission (Standard Contractual Clauses) and the UK government (UK Addendum or the UK International Data Transfer Agreemen).

Your rights

  • You have certain legal rights under the GDPR and the UK GDPR in relation to your personal data. These rights include: You can ask to receive certain information about Hubble’s processing activities (right to be informed). You have also a right to be notified in the (unlikely) case of a personal data breach which could result in high risk to your rights and freedoms.
  • You can request access to the personal data that Hubble holds on you through a “Subject Access Request” (SAR).
  • You can request that Hubble changes inaccurate or incomplete data that we hold about you (right to rectification).
  • You can ask Hubble to erase your personal data if it is no longer required for Hubble to hold it for the purposes for which it was collected or processed. This is known as “the right to be forgotten”.
  • You can restrict processing of your personal data in specific circumstances.
  • You can, in limited circumstances, receive or ask for your personal data to be transferred to a third party in a structured, commonly used and machine readable format (data portability).
  • You can withdraw your consent to the processing of your personal data at any time (the right to object), prevent Hubble’s use of your personal data for direct marketing purposes or challenge the processing of your personal data which has been justified on the basis of Hubble’s legitimate interests or in the public interest.
  • You can object to decisions by Hubble based solely on Automated Processing of your personal data, including profiling; currently Hubble takes no decisions on such basis.
  • You also have the right to lodge a complaint with the ICO at Make a complaint | ICO

If you want to exercise any of these rights, you can email Hubble at help@hubblehq.com.

Retention Period

Hubble retains your personal information for as long as is necessary for the performance of the contract between you and Hubble or to comply with legal obligations. In any case, we do not retain data for a period exceeding 6 years as prescribed by UK law. If you no longer want us to use your information, you can request that we erase your personal information.

If you choose the option to delete your account, your data will be removed from our live systems and you will not be receiving further email communications from us. Please note that, if you would like a full erasure of your data in line with your UK GDPR rights, you should email us at help@hubblehq.com.

Contacting us

Please submit any questions, concerns or comments you have about this privacy policy or any requests concerning your personal data by email to help@hubblehq.com or write to us at Hubble, 51 Eastcheap, London, EC3M 1JP.

You can contact our Data Protection Officer Aphaia Ltd at dpo@aphaia.co.uk. If you are for any reason not satisfied with our processing of your data, you may complain to the ico.org.uk.

You can contact Data Protection Representative Europe, S.L., our GDPR representative in the European Union, at contact@dprep.eu.

This Privacy Policy was last updated on 23 October 2024.