Our privacy policy

This is the Privacy Policy (“Policy”) for WorkWell Offices. WorkWell Offices is the trading name of Rural Offices LLP and Brookfield Parks Limited (referred to as “we,” “us”, “our” in this Policy). As the controllers, we are responsible for your personal information. We are committed to protecting your privacy both online and offline. We appreciate that you expect the personal information you provide to us to be treated legally and fairly and here we explain how we collect information, what we do with it and what controls you have.

This Policy covers all our interactions with our customers, business partners and anyone who is not an employee or contractor of WorkWell. This Policy covers how we collect and process your information whether collected via https://www.workwelloffices.com (our Site), our mobile application (our App), during the onboarding process, when you make an enquiry with us or otherwise in general dealings.

The policy describes:

  • what information we collect about you;
  • how we collect your information;
  • how we use your information;
  • who we share your information with;
  • your rights regarding our use of your information;
  • how we protect your information;
  • how long we keep your information; and
  • how to contact us.

What information do we collect about you?

We may collect, use, store and transfer different kinds of personal information about you which we have listed below:

  • identity information, including your first and last name and date of birth;
  • contact information, including your billing and delivery address, phone number and email address when you make an enquiry;
  • financial information, including your bank account;
  • technical information, including your internet protocol (IP) address;
  • marketing and communication information, including your preferences in receiving marketing from us and third parties; and
  • other information such as your vehicle registration number.

In certain circumstances, our collection of the different categories of the information set out above may include the collection of special categories of personal information including biometric information such as facial recognition.

How do we collect your information?

You may give us your personal information when you make an enquiry, go through our onboarding process, use the App, visit our buildings, use our services, submit a review or survey, correspond with us by post, phone, email or our live chat function, become a member, request marketing to be sent to you or give us feedback or contact us. You may also give us your personal information when using our mobile app or card readers when entering a building.

We may receive personal information about you from your employer if they are one of our customers or suppliers.

We also gather information about how you navigate our website by using data gathered with cookies and other similar technologies. This will include collecting information about your equipment, browsing action and patterns.

We have CCTV installed on all our premises which will automatically capture your personal information when you visit our premises. There are limited circumstances in which we can disclose this to you or any other third party.

We will receive personal information about you from various third parties and public sources as set out below:

  • identity information when we complete identity verification checks and other anti-money laundering checks or credit checks from third party platforms and from publicly available sources such as Companies House;
  • identity and contact information from recruitment agencies and platforms for employment opportunities; and
  • identity and contact information from agencies when you enquire about our services through an agent.

How do we use your information?

We use your information to:

  • process your request for relevant information about our company and, if you agree, to email you about other services we think may be of interest to you;
  • for research purposes as outlined in the consent process through which you supplied this to us;
  • manage our relationship with you including notifying you about changes to this Policy or other terms applicable to you and dealing with any requests, complaints, or queries;
  • give you access to our premises on the terms agreed with you or your employer if they are one of our customers or suppliers;
  • contact you about events and activities that take place at our offices;
  • manage the security and safety of our customers, members and other visitors at our offices and permit access to offices and certain areas within;
  • for carrying out identity verification checks for anti-money laundering purposes;
  • for incident reporting purposes if you have been involved in an accident;
  • if you are a potential candidate for a job role, to contact you about interviews and updates;
  • email you about similar goods and services to those you have purchased from us which you may be interested in; and
  • enter and perform a contract with you or to perform any steps you require from us before entering into the contract. If you do not provide information required by us to enter into a contract with you, we will not be able to enter into that agreement with you or provide you the services you require.

We will rely on one of the following legal grounds (as appropriate) to process your personal data:

  • to enter and perform a contract with you or to perform any steps you require from us before entering into a contract;
  • to pursue our legitimate business interests in providing and marketing our products and services;
  • your specific consent to us using your information, which you can withdraw at any time;
  • to comply with our legal obligations and establish, exercise, or defend our legal rights; and those other purposes that you have agreed with us.

Direct Marketing

During the client or member registration process when your information is collected, you will be asked to indicate your preferences for receiving direct marketing communications from us either via email, SMS, or post. Your employer may also sign you up for receiving direct marketing communications from use via these methods.

We may also analyse the personal information we have collected from you to form a view of which product, services and offers may be of interest to you so that we can then send you relevant marketing communications.

We will get your express consent before we share your information with any third party for their own direct marketing purposes.

You can ask us to stop sending you marketing communications at any time by following the opt-out links within any marketing communication sent to you or by contacting us at support@workwelloffices.com.

If you opt out of receiving marketing communications, you will still receive service-related communications that are essential for administrative or customer service purposes for example relating to appointment reminders, updates to our Terms and Conditions, checking that your contact details are correct.

Who do we share your information with?

We share information with the following third parties:

  • data processors, who are our suppliers and who provide us services such as in relation to marketing, CRM, operation services and accounting;
  • we may share your vehicle registration number with the landlords of our buildings if you park at our buildings;
  • third party training providers;
  • persons connected with any sale, merger, acquisition, disposal, reorganisation, or similar change of our business; and
  • local and foreign regulators, governments, law enforcement authorities, advisors, courts, tribunals, and arbitrators; and other third parties, with your consent.

International Transfers

Whenever we transfer your personal data out of the UK to countries which have laws that do not provide the same level of data protection as the UK law, we always ensure that a similar degree of protection is afforded to it by ensuring that appropriate safeguards are implemented.

What are your rights in relation to our use of your information?

You have rights under data protection law in relation to our use of your personal data, including to:

  • request access to your information by submitting a request to support@workwelloffices.com;
  • update or amend your information if it is inaccurate or incomplete;
  • object to certain uses of your information including direct marketing and processing based on legitimate interests and processing for purposes of scientific or historical research and statistics on grounds relating to your situation;
  • request the deletion of your information, or restrict its use, in certain circumstances, for example, subject to lawful exceptions applying, you can request that we erase your information where the information is no longer necessary for the purpose for which it was collected;
  • to withdraw any consent you have provided in respect of our use of your information;
  • request restriction of processing of your information, which enables you to ask us to suspend the processing of your information if you want us to establish its accuracy, where our use of the information is unlawful but you do not want us to erase it,  where you need us to hold the information even if we no longer require it as you need to establish, exercise or defend legal claims, or you have objected to our use of your information but we need to verify whether we have overriding legitimate grounds to use it;
  • to request a copy of the information you have provided to us, to use for your own purposes (often called your right to data portability); and
  • to lodge a complaint with the relevant data protection supervisory authority in your jurisdiction.

How do we protect your information?

We have put in place appropriate security measures to prevent your information from being accidentally lost, used, or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your information to those employees, agents, contractors and other third parties who have a business need to know. They will only process your information on our instructions, and they are subject to a duty of confidentiality.

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

How long do we keep your information?

Your personal information will be kept for no longer than is reasonably necessary to fulfil the purposes we collected it for including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.

By law we must keep basic information about our customers (including contact and identity information and financial information) for six years after they cease being customers for tax purposes.

We will keep our retention policies under review to ensure that your data is not stored for longer than is strictly necessary.

How to contact us?

If you have any questions about this Privacy Policy or the information we hold about you, you can contact us:

  • by email: support@workwelloffices.com
  • by post: Company Secretary, Carrwood Park, Selby Road, Leeds LS15 4LG

Enquiries from outside of the United Kingdom can still be made via the above email or postal route.

Changes to this Privacy Notice

We keep this Policy under regular review, and we will place any updates on this webpage. This Policy was last updated on 13th August 2025.