top of page

Privacy Policy

Welcome to Index House. This Privacy Policy outlines the types of personal information we collect, how we use, share, and protect this information, and the choices you have to restrict our usage of this information.

1. Collected Information

  • Direct Information: This includes any information that you directly provide to us. For instance, you may provide us with personal information such as your name, email address, phone number, and payment information. This information is necessary for us to process, communicate and handle any issues or inquiries you may have.

  • Automated Information Collection: When you visit our website or use our services, we may automatically collect certain information from your device. This may include your IP address, device type, browser type, operating system, geographical location, referral source, length of visit, pages viewed, and navigation paths. This information is typically collected and analyzed in aggregate to help us understand trends in user behavior, improve the functionality and user-friendliness of our website, and optimize our marketing efforts.

  • Cookies and Similar Technologies: We may use cookies and similar technologies to collect information about your interaction with our website and services. Cookies are small data files stored on your device that help us improve our website and your experience, see which areas and features of our website are popular, and count visits. They can also help to remember your preferences and personalize the content or advertisements you see. You have the ability to accept or decline cookies through your browser settings.

  • Information from Third Parties: We may receive information about you from third parties that help us update, expand, and analyze our records, identify new customers, or prevent or detect fraud. For example, if we offer the ability to book through a third-party platform, that platform may provide us with certain information about you. We may also receive information about you from social media platforms when you interact with us on those platforms or access our social media content. The information we receive from these third-party sources is used to supplement the information that we collect directly from you.

  • Combination of Information: We may combine the information we receive from other sources with information we collect from you (or your device). This can help us to update, expand and analyze our records, identify new customers, and provide products and services that may be of interest to you. If you provide us with personal information, we may associate that information with other actively collected information unless we specify otherwise at the point of collection.

2. Use of Collected Information

  • Provision of Services: Personal information is primarily used to deliver the services requested by the users. For instance, when a user books a room at Index House, their contact details, payment information, and booking preferences are used to process the booking, issue a confirmation, manage their stay, and handle any post-stay queries or issues. Similarly, if a user wishes to use the gym, swimming pool, or cinema room, their information may be used to manage access to these facilities, ensure their proper use, and maintain a safe and comfortable environment for all users.

  • Communication: Personal information is crucial for effective communication between Index House and its users. This could involve sending booking confirmations, responding to inquiries or complaints, providing updates about changes to our services or facilities, or notifying users about maintenance or safety issues. Communication can take various forms, including email, phone calls, or messages through the Index House website.

  • Improvement of Services: The collected information can provide valuable insights into how users interact with our services and facilities. By analyzing this data, Index House can identify popular services, detect potential issues, understand user preferences, and make informed decisions about improvements or new services. This continuous improvement process helps Index House to enhance user satisfaction and meet evolving user needs.

  • Marketing and Promotion: With the user's consent, Index House may use personal information to send promotional materials about its services, facilities, or charitable projects. This could involve sending newsletters with updates about Index House, special offers for extended stays, information about new facilities, or reports about the impact of our charitable projects. Users can typically opt out of receiving such communications at any time.

  • Support for Charitable Projects: Index House is a not-for-profit development, and all profits from room rentals go to numerous charitable projects. Information about the use of our services, such as occupancy rates or user demographics, can be used to demonstrate the impact of our work, attract further support, and ensure that our projects are effectively meeting their objectives.

  • Legal Obligations: In certain circumstances, Index House may be required to use personal information to comply with legal obligations. This could involve responding to a court order or legal process, cooperating with law enforcement or regulatory investigations, enforcing our terms of service, or protecting our legal rights.

  • Security: The security of our services, facilities, and users is a top priority for Index House. Personal information can play a crucial role in maintaining security. For instance, access logs or CCTV footage can help to prevent unauthorized access, detect suspicious activity, investigate incidents, or provide evidence in case of disputes. We also use personal information to verify user identities, protect against fraud, and ensure compliance with our rules and policies.

 

3. Information Sharing

  • Sharing within Index House: We may share your personal information within Index House services for operational purposes and to provide you with a seamless experience. This includes sharing information for the purpose of room booking, facility usage, and other services offered by Index House.

  • Sharing with Service Providers: We may share your personal information with third-party service providers who perform services on our behalf. This could include IT and system administration services, marketing services, customer support services, and others. These service providers are obligated to protect your information and may not use it for purposes other than providing services to us.

  • Sharing with Business Partners: We may share your personal information with our business partners in connection with offering you co-branded services, selling or distributing our products, or engaging in joint marketing activities.

  • Sharing for Legal Reasons: We may disclose your personal information if required by law, in response to legal proceedings, in response to a request from a law enforcement agency, or to protect our rights, privacy, safety, or property, or the public.

  • Sharing in Connection with Business Transfers: In the event of a sale, merger, acquisition, or other similar event, your personal information may be part of the transferred assets.

  • Sharing Anonymized or Aggregated Data: We may share anonymized or aggregated data with third parties for research, marketing, analytics and other purposes, provided such information does not identify a specific individual.

 

4. Your Choices

  • Choice to Opt-Out: Users should have the option to opt-out of certain uses and disclosures of their personal information. If you have consented to Index House's use of your personal information, you may withdraw that consent at any time and opt-out to further use.

  • Access to Personal Information: Users should have the right to access their personal information that we hold, and be able to correct, amend, or delete that information where it is inaccurate, or has been processed in violation of the principles, except where the burden or expense of providing access would be disproportionate to the risks to the individual's privacy in the case in question, or where the rights of persons other than the individual would be violated.

  • Email Communications: If you receive an unwanted email from us, you can use the unsubscribe link found at the bottom of the email to opt-out of receiving future emails. We will process your request within a reasonable time after receipt.

  • Cookies and Tracking: We may use various technologies to collect and store information when you use our website, and this may include using cookies and similar tracking technologies, such as pixels and web beacons. If you would prefer not to accept cookies, most browsers will allow you to: (i) change your browser settings to notify you when you receive a cookie, which lets you choose whether or not to accept it; (ii) disable existing cookies; or (iii) set your browser to automatically reject cookies.

  • Advertising: We may work with third-party advertising partners to show you ads that we think may interest you. These advertising partners may set and access their own cookies, pixel tags, and similar technologies on our services, and they may otherwise collect or have access to information about you which they may collect over time and across different online services.

  • Account Information: If you would at any time like to review or change the information in your account or terminate your account, you can contact us using the contact information provided.

  • Data Retention: We will retain your personal information for as long as your account is active or as needed to provide you services, comply with our legal obligations, resolve disputes, and enforce our agreements.

5. Protection of Information

  • Data Security Measures: We employ a variety of technical and organizational measures to ensure the security of our users' data. These measures include, but are not limited to, firewalls to prevent unauthorized access, data encryption to protect data during transmission, and regular security audits to identify and rectify potential vulnerabilities.

  • Employee Access: Access to user data within our organization is strictly limited to authorized personnel who require this information to perform their job duties. These individuals are trained in data protection and are bound by confidentiality agreements to ensure the privacy of our users' data.

  • Third-Party Service Providers: We engage with third-party service providers for certain technical services. These providers are carefully selected and are contractually obligated to maintain a level of data security that is consistent with our own standards. They are not permitted to use the data for any other purposes.

  • Data Breach Procedures: In the unfortunate event of a data breach, we have procedures in place to promptly assess the scope and impact of the breach. We will notify affected users and relevant authorities as required by law, and will take immediate steps to mitigate the effects of the breach and prevent future occurrences.

  • User Responsibilities: While we do our utmost to protect user data, users also have a role to play in securing their data. We encourage users to keep their account login information confidential and to notify us immediately if they suspect any unauthorized use of their account.

  • Data Retention Policy: We retain user data for as long as it is necessary to provide our services, comply with legal obligations, resolve disputes, and enforce our agreements. After this period, we will either delete or anonymize the data.

  • Physical Security: If user data is stored on physical servers, we implement robust physical security measures. These measures may include secured facilities, surveillance systems, and restricted access to the servers.

  • Regular Audits and Updates: We conduct regular audits of our data security measures to ensure their effectiveness. We also monitor developments in data security to keep our measures up-to-date and to address new potential threats.

  • SSL Certificate: Our website uses a Secure Sockets Layer (SSL) certificate, which provides an additional layer of security. This technology encrypts data during transmission to prevent interception by unauthorized parties.

 

 

6. Updates to our Privacy Policy

  • Policy Changes: The Privacy Policy is a dynamic document that may undergo changes over time. These changes could be due to modifications in legal regulations, introduction of new features on the website, or alterations in the methods of personal data processing and storage. It is crucial to clearly state this possibility of change in the policy.

  • Notification of Changes: It is important to specify the method of communication that will be used to inform users about any updates or changes to the Privacy Policy. This could be through an email notification, a prominent notice on the website, or other effective communication channels. The aim is to ensure that users are aware of any changes that are being made.

  • Effective Date: Each updated version of the Privacy Policy should include an 'effective date'. This is the date from which the updated policy comes into effect. Displaying this date helps users to identify when changes have been implemented.

  • Access to Previous Versions: If feasible, providing access to archived versions of the Privacy Policy can be beneficial. This allows users to review and compare previous policies with the updated version, helping them to understand what specific changes have been made.

  • User's Responsibility: Users should be reminded that it is their responsibility to periodically review the Privacy Policy to stay informed about any updates. This is important as it places an onus on the users to keep themselves informed about how their data is being handled.

  • Acceptance of Changes: It should be clearly stated that the continued use of the website or its services after changes to the Privacy Policy have been posted will be regarded as acceptance of those changes. This means that if a user continues to use the services after the policy update, they are agreeing to the updated terms.

  • Urgency of Certain Changes: In certain cases, if there are significant changes to the Privacy Policy, especially those that affect how user data is handled, it may be necessary to urgently notify users. This could involve immediate email notifications or prominent alerts on the website. This ensures that users are promptly informed about major changes that could impact their privacy.

 

 

7. Contact Us

If you have any questions about our Privacy Policy, please contact us at:

Index House

70 Burley Road

Leeds

LS3 1JX

info@Indexhouse.co.uk

bottom of page