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Privacy policy

Last updated: 04.06.23

Valve powers global sales, marketing and distribution for next generation workspaces. Valve provides world class SaaS technology, tooling and APIs to our network of partners, which proudly includes the biggest global brands in real estate through to the most ambitious, daring and inspiring entrepreneurs. Valve’s unified sales, marketing and distribution infrastructure directly enables industry participants, who are our partners, to work more efficiently together, build together and grow together.

Our contact details

Email: info@valvespace.com

Address: 231 Shoreditch High Street, London, E1 6PJ, United Kingdom

What is this notice all about?

We want to be completely transparent about how we collect and use your personal data and this privacy notice exists to tell you exactly how we do this.

This notice applies wherever we decide why and how we process personal data (and therefore act as a Data Controller under data protection law). It covers the personal data we process when you use our services.

Our privacy notice tells you the journey of your personal data from the moment it enters our systems up until it's time for us to say "goodbye", as well as the various stops it makes along the way.

The different ways we process personal data

When you apply for a job at Valve

What personal data do we collect, why do we collect it, and what legal basis do we rely on?

When you apply for a job with us, we will ask you to provide some information about yourself in order to manage your recruitment process, including your name, CV, email address, phone number, interview notes and references from previous employers. The legal grounds we rely on for this processing are Article 6(1)(f) of the GDPR - Legitimate Interests.

Where do we store it?

Personio - Personio is our HR management system. It is based in the EEA. You can find out more about Personio here.

Google Sheets - For the purpose of document storage. It is based in the US. You can find out more about Google here.

Through your application you can become part of our Talent Pool. The Talent Pool membership requires an additional confirmation from you. Once the application process is complete, we will store the data you submitted for your application in our Valve Talent Pool for a further 12 months. This will allow us to identify any further jobs at Valve which may be of interest to you and, if necessary, to contact you again using the stored contact details. From time to time, but usually not more than once per week, we will then send you information about vacant positions at Valve which may be suitable for you. After this period, the data will be deleted unless you have given a new consent separately. You can withdraw your consent at any time with future effect by emailing us at recruitment@valvespace.com

If any data is transferred to a third country, then we make use of Standard Contractual Clauses along with the UK Addendum to secure the transfer of the data.

How long do we keep it for?

If you're offered a job with us, we'll retain your data during your employment and remove it in line with our obligations under UK law. Otherwise we will keep your data during your the interview process and remove it after 6 months.

If you consent to being part of our Talent Pool, we store your information for 12 months. After this period, the data will be deleted unless you have given a new consent separately. You can withdraw your consent at any time with future effect by emailing us at recruitment@valvespace.com

When you submit an enquiry through our website

What personal data do we collect, why do we collect it, and what legal basis do we rely on?

Personal data is anything that can identify an individual, either on its own or through combining it with other factors that could eventually identify an individual.

When you submit an enquiry through our website we ask you to provide your name, business location, email address and telephone number. We rely on Article 6(1)(f) of the GDPR - “Legitimate Interests” when doing so.

Where do we store it?

Webflow - Our website and enquiry form are hosted using Webflow. Webflow is based in the USA and you can find more about them here.

Salesforce - Salesforce is our Customer Relationship Management software. Salesforce is based in the USA and you can find more about them here.

How long do we keep it for?

We keep the personal data mentioned above in line with our retention schedule and business needs.

When you sign up to the Valve platform as an Office Space Operator/Landlord

What personal data do we collect, why do we collect it, and what legal basis do we rely on?

Personal data is anything that can identify an individual, either on its own or through combining it with other factors that could eventually identify an individual.

When you sign up to use our platform we ask you to provide some information including your name, company name, company address, email address, telephone number, photos of your space, and billing information. We rely on Article 6(1)(b)of the GDPR - “Contractual Obligation” when doing so.

Where do we store it?

Amazon Web Services - for the purposes of hosting our platform and making data available for analysis. Amazon Web Services have servers in the EEA, you can find out more about it here.

Amplitude - for the purpose of making data available for analysis. Amplitude is based in the USA, and you can find more about it here.

Google Analytics - for the purpose of making data available for analysis. Google is based in the USA, and you can find more about it here.

Intercom - for the purpose of operating our widget. Intercom is based in the USA, and you can find more about it here.

Xero - for the purpose of managing payments and subscriptions. Xero is based in New Zealand, and you can find more about it here.

Sage - for the purpose of managing payments and subscriptions. Sage is based in the UK and you can find out more about it here.

Salesforce - Salesforce is our Customer Relationship Management software. Salesforce is based in the USA and you can find more about it here.

If any data is transferred to a third country, then we make use of Standard Contractual Clauses along with the UK Addendum to secure the transfer of the data.

How long do we keep it for?

We keep any personal, financial, and contact details that relate to subscriptions and payments for a minimum of 6 years in line with UK law.

We keep all other personal data mentioned for the duration of your account with us and for 12 months after you left us, in line with our business needs.

When you use the Valve platform to discover office space as a Broker/Agent

What personal data do we collect, why do we collect it, and what legal basis do we rely on?

Personal data is anything that can identify an individual, either on its own or through combining it with other factors that could eventually identify an individual.

When you sign up to use our platform we will ask you to provide information including your name, company name, email address and telephone number. We rely on Article 6(1)(f) of the GDPR - “Legitimate Interests” when doing so.

Where do we store it?

Amazon Web Services - for the purposes of hosting our platform and making data available for analysis. Amazon Web Services have servers in the EEA and the USA, and you can find out more about them here.

Amplitude - for the purpose of making data available for analysis. Amplitude is based in the USA, and you can find more about them here.

Google Analytics - for the purpose of making data available for analysis. Google is based in the USA, and you can find more about them here.

Intercom - for the purpose of operating our widget. Intercom is based in the USA, and you can find more about them here.

Salesforce - Salesforce is our Customer Relationship Management software. Salesforce is based in the USA and you can find more about them here.

If any data is transferred to a third country, then we make use of Standard Contractual Clauses along with the UK Addendum to secure the transfer of the data.

How long do we keep it for?

We keep all other personal data mentioned for the duration of your account with us and for 12 months after you left us, in line with our business needs.

When you use the Valve platform to discover office spaces as an individual subscriber

What personal data do we collect, why do we collect it, and what legal basis do we rely on?

Personal data is anything that can identify an individual, either on its own or through combining it with other factors that could eventually identify an individual.

When you sign up to use our platform we will ask you to provide information including your name, address, email address and telephone number. We rely on Article 6(1)(f) of the GDPR - “Legitimate Interests” when doing so.

Where do we store it?

Amazon Web Services - for the purposes of hosting our platform and making data available for analysis. Amazon Web Services have servers in the EEA and the USA, and you can find out more about it here.

WeWork - for the purpose of creating bookings. WeWork is based in the USA and you can find out more about it here.

If any data is transferred to a third country, then we make use of Standard Contractual Clauses along with the UK Addendum to secure the transfer of the data.

How long do we keep it for?

We keep all other personal data mentioned for the duration of your account with us and for 12 months after you left us, in line with our business needs.

When you visit our website or click on a link to view a report

Our website uses cookies and other similar technologies of which you should be aware.

What cookies do we collect, why do we collect them, and what legal basis do we rely on?

Cookies are text files placed on your hard drive by a web page server when you visit a website and are saved in your browser's history. They allow the website to recognise your device and store some information about your preferences or past actions. Cookies cannot be used to run programs or deliver viruses to your computer; they are uniquely assigned to you and can only be read by a web server in the domain that issued the cookie.

When you use our website, the cookies that can be stored on your device are either first party cookies, which are placed and read by us directly while you are using our website or third party cookies, which are set by other third parties we have partnered with.

Below is a list of the cookies we use and the purposes for which they are used:

Essential cookies

These are essential to the operation of our website and are integral to the functioning of our Website, therefore they cannot be removed.

  • Cookie: redirect Url

    • Duration: never

    • Description: To redirect you to the correct URL

Non-essential cookies

These cookies are additional to the the performance of our Website and help us improve the service we provide to you.

Analytical cookies

Functional cookies

  • Cookie: locale

    • Duration: 1 week

    • Description: https://www.facebook.com/about/privacy/previous sets this cookie to enhance the user's browsing experience on the website, and to provide the user with relevant advertising while using Facebook’s social media platforms.

  • Cookie: intercom-device-id

  • Cookie: intercom-session

    • Duration: 1 week

    • Description: Allows https://www.intercom.com/legal/privacy to recognise when you use a new browser session. This allows you to see previous conversations you’ve had with us during your browser session.

  • Cookie: CognitoIdentityServiceProvider

    • Duration: 1 week

    • Description: https://aws.amazon.com/privacy/?nc1=f_pr Cognito provides user sign-up and authentication. Amazon Cognito also enables authentication of users through an external identity provider.

  • Cookie: amplify-signin-with-hostedUI

  • You can choose not to store Non-essential cookies on your computer when you visit our website, or you can adjust your browser settings to prevent cookies from being saved on your computer. You can find information about how to manage Cookies in the most commonly used browsers at the following addresses:

United Kingdom & European Union: What are your rights?

Your personal data is yours and you have rights in relation to it granted by the UK GDPR, which include:

The right to be informed

You have the right to be informed about the collection and use of your personal data, the purposes for processing, retention periods for that personal data and who it will be shared with. We have set this information out in this privacy notice.

The right of access

You have the right to ask us for copies of the data we hold about you. If you ask us, we’ll confirm whether we’re processing your personal information and, if so, provide you with a copy of that personal information (along with certain other details).

The right to object

You have the right to ask us to stop processing your personal information in some circumstances, such as when we are relying on our own (or someone else’s) legitimate interests to process your personal information, when we are processing your personal information for direct marketing or when we are processing your personal information for research.

The right to rectification

You have the right to ask us to rectify the personal information you think is inaccurate or to complete information you think is incomplete. When you ask us to rectify your information, if we’ve shared your personal information with others, we’ll let them know about the rectification where possible.

The right to erasure

You have the right to ask us to erase your personal information, in some circumstances, such as where we no longer need it or you withdraw your consent (where applicable).

The right to restrict processing

You have the right to ask us to restrict the processing of your personal information for a period of time in some circumstances, such as where you contest the accuracy of that personal information or object to us processing it. This right is separate from the right to object and will only stop us from using your personal information further, not from processing it. If we’ve shared your personal information with others, we’ll let them know about the restriction where possible.

The right to data portability

You have the right to ask that we transfer the personal information you gave us to another organisation, or to someone else, in some circumstances.

You don't have to pay anything in order to exercise your rights. Please contact us by sending an email to privacy@valvespace.com if you wish to make a request under your rights; we have a calendar month to get back to you with a response.

United States: What are your rights?

The right to know

You have the right to ask a business to disclose what personal data they have collected, used, shared or sold about you and why it was collected, used, shared or sold. You have the right to this information for the 12 month period preceding your request. The data should be provided in a portable format.

The right to opt-out of sale

You have the right to ask a business to stop selling your personal information (”opt-out”). With some exceptions, a business cannot sell your personal information if they receive an opt-out request unless you provide authorisation allowing them to again.

The right to delete

You have the right to request that businesses delete personal information they collected about you and to tell their service providers to do the same. There are some exceptions that allow businesses to keep your personal information.

The right to non-discrimination

Businesses cannot deny goods or services, charge you a different price, or provide a different level or quality of goods or services just because you exercised your rights under the CCPA.

You don't have to pay anything in order to exercise your rights. Please contact us by sending an email to privacy@valvespace.com if you wish to make a request under your rights; we have 45 days to get back to you with a response.

How you can complain

If you have any concerns about our use of your personal information, please let us know by:

Emailing us at privacy@valvespace.com

Writing to us at Valve Space Ltd, 231 Shoreditch High Street, London, E1 6PJ, United Kingdom

If you are not satisfied with our response or you are unhappy with how we have used your data, you can complain to the Information Commissioner's Office (ICO). You can find the ICO contact details below:

ICO Address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, Helpline number: 0303 123 1113.

ICO Website: https://www.ico.org.uk