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INTELLIGENT BUILDINGS SOFTWARE STACK

Privacy Policy

ICONICS UK LIMITED – INTELLIGENT BUILDING SOFTWARE STACK – PRIVACY INFORMATION 

 

 

Consent to installation of the App(s) 

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Under data protection laws, we are required to provide you with certain information about who we are, how we process your personal data and for what purposes, and your rights in relation to your personal data. This information is provided in our privacy policy which is available here: https://www.intelligentbuildingssoftware.com/ibss-privacy-policy. It is important that you read that information. 

 

 

The privacy policy is intended to provide personal data processing information to (a) users of the Intelligent Building Software Stack (IBSS) applications and services which comprise: 

  • Roamer (tenant experience) mobile application; 

  • Unity (room control and room booking) tablet application; 

  • Inspire (kiosk and digital signage) tablet application; 

  • Flex (personal workplace) web application, 

and (b) visitors to buildings where the IBSS applications and services are used in circumstances where the personal data of such visitors is collected. 

Before installation of the App, please indicate your consent to our processing of your personal data as described in our privacy policy referred to above. 

YES I consent to the installation of the App for the purpose of allowing me to utilise the functionality of the App in connection with my presence at and use of the building in relation to which the App is providing smart building functionality and services (Building). 

NO I do not consent to the installation of the App. 

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How you can withdraw consent 

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Once you provide consent by selecting "YES", you may change your mind and withdraw consent at any time by uninstalling the App and contacting your subscription provider but that will not affect the lawfulness of any processing carried out before you withdraw your consent. 

Consent to processing Location Data  

YES I consent to processing of my Location Data (including details of my current location disclosed by GPS technology) so that location-enabled services are activated to enable the App to verify that I am in the Building. 

NO I do not consent to processing of my Location Data and location-enabled services are disabled in my settings. 

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ICONICS UK LIMITED – IBSS PRIVACY POLICY 

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Iconics UK Limited (referred to as we, us or our in this privacy policy) are committed to protecting your personal data and respecting your privacy. 

This privacy policy applies to your use of: 

  • the Intelligent Building Software Stack (IBSS) applications and services which comprise: 

  • Roamer (tenant experience) mobile application version R2023; 

  • Unity (room control and room booking) tablet application version R2023 

  • Inspire (kiosk and digital signage) tablet application R2023 and 

  • Flex (personal workplace) web application, 

(together the Apps and each an App) once you have downloaded or streamed a copy of the App onto your mobile smartphone or tablet (as the case may be) (Device). 

  • any of the services accessible through the Apps or which we otherwise make available via a web portal (Services), unless there is a separate privacy policy which applies to a particular Service, in which case that privacy policy only applies.  

This privacy policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us.  

The Apps are not intended for children and we do not knowingly collect data relating to children.  

Please read the following carefully to understand our practices regarding your personal data and how we will treat it. 

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Important information and who we are 

Processor 

Iconics UK Limited acts as a data processor in relation to personal data processed in connection with the Apps. 

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Data privacy manager 

We have appointed a data privacy manager who is responsible for overseeing questions in relation to this privacy policy. If you have any questions about this privacy policy, including any requests to exercise your legal rights, please contact the data privacy manager using the details set out below: 

Name: Andre Scherpenzeel 

Email address: dpo@iconics-uk.com 

Postal address: Castle Court, Castlegate Way, Dudley, West Midlands, DY1 4RD 

Telephone number: 01384 246700 

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Complaints or concerns 

You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK regulator for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance. 

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Changes to the privacy policy and your duty to inform us of changes 

We keep our privacy policy under regular review. 

This version was last updated in January 2023. It may change and if it does, these changes will be posted on this page and, where appropriate, notified to you when you next start the App or log on to use the Services. The new policy may be displayed on-screen and you may be required to read and accept the changes to continue your use of the App or the Services. 

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during our relationship with you. 

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Third party links 

The Apps or the Services may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. Please note that these websites and any services that may be accessible through them have their own privacy policies and that we do not accept any responsibility or liability for these policies or for any personal data that may be collected through these websites or services, such as Contact and Location Data. Please check these policies before you submit any personal data to these websites or use these services. 

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The data we collect about you 

Personal data means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data). 

We may collect, use, store and transfer different kinds of personal data about you as follows: 

  • Identity Data: first name and last name. 

  • Contact Data: business email address. 

  • Device Data: includes the type of device you are using, a unique device identifier, the Device's IMEI number, the IP address of the Device's wireless network interface, mobile network information, the mobile operating system, the type of mobile browser in use, country, language and time zone setting. Some of this data may be unobtainable by us depending upon the configuration settings of the Device. 

  • Profile and Booking Data: includes your username and password, the spaces/rooms that you have booked, the tasks you are working on, your preferred building(s)/floors and your working hours. 

  • Usage Data: includes details of your use of any of our Apps or the Services including, but not limited to, traffic data and other communication data and the resources that you access. 

  • Location Data: includes your current location disclosed by GPS technology and/or the room/space you are currently occupying in the Building.  

  • Communications Data: your preferences regarding how we communicate with you. 

We may also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific App feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy policy. 

We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences. 

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How is your personal data collected? 

We will collect and process the following data about you: 

  • Information you provide. This is information (including Identity, Profile and Booking, Contact and Communications Data) you consent to giving us about you by filling in forms on the App and/or in connection with the Services, or by corresponding with us or by interacting with the App or Services (including making bookings and checking in and out of workspaces). It includes information you provide when you register to use the App or Services, download or register an App, subscribe to any of the Services, search for an App or Service and when you report a problem with an App or the Services. If you contact us, we will keep a record of that correspondence. As a visitor to a Building, you may provide your personal data to the person using the App for input to the App. 

  • Information we collect about you and your device. Each time you use the Services or one of our Apps we will automatically collect personal data including Device and Usage Data. We collect this data using local caching within the Apps, which is automatically cleared when the App is removed or can be manually cleared in the “User Preferences” menu.  

  • Location Data. If you consent, we also use GPS technology to determine your current location. Some of our location-enabled Services require your personal data for the feature to work. If you wish to use the particular feature, you will be asked to consent to your data being used for this purpose. You can withdraw your consent at any time by disabling Location Data in your settings. You may elect to share your Location Data based on your bookings with third parties you nominate via the App. This is entirely optional. 

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How we use your personal data 

We will only use your personal data when the law allows us to do so. Most commonly we will use your personal data in the following circumstances: 

  • Where you have consented before the processing. Consent means processing your personal data where you have signified your agreement by a statement or clear opt-in to processing for a specific purpose. Consent will only be valid if it is a freely given, specific, informed and unambiguous indication of what you want. You can withdraw your consent at any time by contacting us. 

  • Where we need to perform a contract we are about to enter or have entered with you. 

  • Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests. Legitimate interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us. 

  • Where we need to comply with a legal or regulatory obligation. 

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Purposes for which we will use your personal data 

Data security 

All information you provide to us is stored on our secure servers. Where we have given you (or where you have chosen) a password that enables you to access certain parts of the Services, you are responsible for keeping this password confidential. We ask you not to share a password with anyone. 

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Once we have received your information, we will use strict procedures and security features to try to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way.  

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We will collect and store personal data on the Device you are using application data caches and browser web storage (including HTML5).  We use local caching within the Apps, which is automatically cleared when the App is removed or can be manually cleared in the “User Preferences” menu. The IBSS web application uses sessionStorage for everything in flight but that is cleared at the end of the session (e.g. when the browser is closed). In addition, localStorage is used for theme (light or dark) and last used section/page of the App. 

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We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator when we are legally required to do so. 

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Data retention 

Details of retention periods for different aspects of your personal data are available in our retention policy which you can request by contacting us. 

In some circumstances you can ask us to delete your data: see Your legal rights below for further information. 

In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you. 

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Your legal rights 

Under certain circumstances you have the following rights under data protection laws in relation to your personal data as follows: 

  • Request access to your personal data (commonly known as a data subject access request). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it. 

  • Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us. 

  • Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request. 

  • Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms. 

  • Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: 

  • if you want us to establish the data's accuracy; 

  • where our use of the data is unlawful but you do not want us to erase it; 

  • where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or 

  • you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it. 

  • Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you. 

  • Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent. 

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You can exercise any of these rights at any time by contacting us. 

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No fee usually required 

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances. 

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What we may need from you 

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response. 

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Time limit to respond 

We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated 

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