"Aggregated information" means information about all of our users or specific groups or categories of users that we combine together and which does not include the users' Personal Information.
"Data Controller" means HeadBox, the company responsible for the use of and processing of Personal Information.
"Personal Information" means information relating to a living individual who is or can be identified either from that information or from that information in conjunction with other information that is in, or is likely to come into, the possession of the Data Controller.
What types of information does headbox gather about its users?
Information that you give us
We receive, store and process information that you make available to us when accessing or using our Site and Services. Examples include when you:
fill in any form on the Site such as when you register or update the details of your user account;
access or use the Site, such as to search for venues and Spaces, make or accept bookings, pay for Spaces or venues, book or pay for any associated services that may be available (such as but not limited to cleaning, food and insurance), post comments or reviews, or communicate with other users;
link your account on a third party site (e.g. Facebook) to your HeadBox account, in which case we will obtain the Personal Information that you have provided to the third party site, to the extent allowed by your settings with the third party site and authorized by you; and
communicate with HeadBox.
When you use certain features of the Site, in particular any mobile applications we may receive, store and process different types of information about your location, including general information (e.g., IP address, zip code) and more specific information (e.g. GPS-based functionality on mobile devices used to access the Site or specific features of the Site). If you access the Site through a mobile device and you do not want your device to provide us with location-tracking information, you can disable the GPS or other location-tracking functions on your device, provided your device allows you to do this. See your device manufacturer's instructions for further details.
We may also receive, store and process Log Data, which is information that is automatically recorded by our servers whenever you access or use the Site, regardless of whether you are registered with HeadBox or logged in to your HeadBox account, such as your IP Address, the date and time you access or use the Site, the hardware and software you are using, referring and exit pages and URLs, the number of clicks, pages viewed and the order of those pages, and the amount of time spent on particular pages.
Cookies, and other Tracking Technologies
Please note that even if you choose to opt-out of receiving targeted advertising, you may still receive advertising on the Site - it just will not be tailored to your interests.
Third-party social plugins
How HeadBox uses and processes the information that you provide or make available
We use and process Information about you for the following general purposes:
to enable you to access and use the Site;
to operate, protect, improve and optimize the Site, HeadBox's business, and our users' experience, such as to perform analytics, conduct research, and for advertising and marketing;
to help create and maintain a trusted and safer environment on the Site, such as fraud detection and prevention, conducting investigations and risk assessments, verifying the address of your listings, verifying any identifications provided by you, and conducting checks against databases such as public government databases;
to send you service, support and administrative messages, reminders, technical notices, updates, security alerts, and information requested by you;
where we have your consent, to send you marketing and promotional messages and other information that may be of interest to you, including information sent on behalf of our business partners that we think you may find interesting. You will be able to unsubscribe or opt-out from receiving these communications in your settings (in the "Account" section) when you login to your HeadBox account;
to administer rewards, surveys, sweepstakes, contests, or other promotional activities or events sponsored or managed by HeadBox or our business partners; and
to comply with our legal obligations, resolve any disputes that we may have with any of our users, and enforce our agreements with third parties.
How HeadBox uses and processes user communications
We may review, scan, or analyse your communications with other users exchanged via the Site for fraud prevention, risk assessment, regulatory compliance, investigation, product development, research and customer support purposes. For example, as part of our fraud prevention efforts, the Site may scan and analyse messages to mask contact information and references to other websites. This helps to prevent fraudulent actors from asking Guests to send them money outside of the Site, such as by bank transfer or other money transfer methods. We may also scan, review or analyse messages for research and product development purposes to help make search, booking and user communications more efficient and effective, as well as to debug product offerings. We will not review, scan, or analyse your communications for sending third party marketing messages to you. We will also not sell these reviews or analyses of communications to third parties. We will also use automated methods to carry out these reviews or analyses where reasonably possible. However, from time to time we may have to manually review some communications. By using the Site, you consent that HeadBox, in its sole discretion, may review, scan, analyse, and store your communications, whether done manually or through automated means.
When HeadBox discloses or shares personal information and to whom
Your Personal Information may be disclosed as follows:
Parts of your public profile page that contain some Personal Information may be displayed in other parts of the Site to other users for marketing purposes.
Your public Listing page will always include some minimum information such as the city and neighbourhood where the Space is located, your public profile photo and your responsiveness in replying to Guests' queries. Parts of your public Listing page may be displayed in other parts of the Site to other users for marketing purposes. The Site may also display the Space's approximate geographic location on a map, such that a user can see the general area of the Space.
The Site allows your public profile and public Listing pages to be included in search engines, in which case your public profile and public Listing pages will be indexed by search engines and may be published as search results. This option is enabled by default, and you may opt out of this feature by changing your settings on the Site. If you change your settings or the information on your public profile or public Listing pages, third-party search engines may not update their databases quickly or at all. We do not control the practices of third-party search engines, and they may use caches containing outdated information, including any information indexed by the search engine before you change your settings or the information on your public profile or public Listing pages.
When you submit a request to book a space or venue, your full name will become visible to the Host. We will not share your phone number unless there is a confirmed booking.
When your request to book a space or venue is accepted by the Host or when you accept a Guest's request to book your space or venue, we will disclose some of your Personal Information to the Host or Guest. However, your billing information will never be shared with another user.
When a Guest uses your space or venue or when you use a Host's space or venue, we will ask you to review the Guest or the space/venue. If you choose to provide a review, your review may be public on the Site.
You may link your account on a third party social networking site to your HeadBox account. We refer to a person's contacts on these third party sites as "Friends". When you create this linkage:
some of the information you provide to us from the linking of your accounts may be published on your HeadBox account profile;
your activities on the Site may be displayed to your Friends on the Site and/or that third party site;
other HeadBox users may be able to see any common Friends that you may have with them, or that you are a Friend of their Friend if applicable;
other HeadBox users may be able to see any schools, hometowns or other groups you have in common with them as listed on your linked social networking site(s); and
the information you provide to us from the linking of your accounts may be stored, processed and transmitted for fraud prevention and risk assessment purposes.
The publication and display of information that you provide to HeadBox through this linkage is subject to your settings and authorizations on the Site and the third party site.
We may distribute parts of the Site (including your Listing) for display on sites operated by HeadBox's business partners, using technologies such as HTML widgets. If and when your Listings are displayed on a partner's site, information from your public profile page may also be displayed.
We may also engage third party companies and individuals, who may be located outside of the EEA, to provide services to us, including services to help verify your identification or to conduct checks against databases such as public government databases (where legally allowed). We may provide Personal Information about you to these third parties, or give them access to this Personal Information, for the limited purpose of allowing them to provide these services. We will ensure that such third parties have contractual obligations to protect this Personal Information and to not use it for unrelated purposes.
You acknowledge, consent and agree that HeadBox may access, preserve and disclose your account information and Collective Content if required to do so by law or in a good faith belief that such access, preservation or disclosure is reasonably necessary to (a) respond to claims asserted against HeadBox; (b) to comply with legal process (for example, subpoenas and warrants); (c) to enforce and administer our agreements with users, such as the Terms and Conditions and other policies; (d) for fraud prevention, risk assessment, investigation, customer support, product development and de-bugging purposes; or (e) to protect the rights, property or personal safety of HeadBox, its users or members of the public. We will use commercially reasonable efforts to notify users about law enforcement requests for their data unless prohibited by law or by the government request, or if doing so would be futile or ineffective.
We may also publish, disclose and use Aggregated Information and non-personal information for industry analysis, demographic profiling, marketing and advertising, and other business purposes.
Business transfers by HeadBox
How to change or delete your information or deactivate your HeadBox account
You may review, update, correct or delete the Personal Information in your HeadBox account by logging in to your account. If you would like to deactivate your HeadBox account entirely, you can do so by logging in to your account. Please also note that any reviews, forum postings and similar materials posted by you may continue to be publicly available on the Site in association with your first name, even after your HeadBox account is cancelled.
Keeping your personal information secure
We have implemented reasonable administrative, technical, and physical security measures to protect your Personal Information against the unauthorized access, destruction or alteration of your information. However, no method of transmission over the Internet, and no method of storing electronic information, can be 100% secure. So, we cannot guarantee the absolute security of your transmissions to us and of your Personal Information that we store.
Your privacy when you access third party websites and resources
Special features and programs
Referral service and requestion for references
The Site provides a referral service that allows you to invite your friends, colleagues and contacts to use the Site. The Site may allow you to ask your friends, colleagues and contacts to write a reference for you, to be published on your HeadBox profile. We may integrate the Site with third party sites such as Facebook or LinkedIn, so that you can send invitation messages or requests for references via the third party site itself. These messages will be sent by the third party site, and HeadBox does not collect or retain the contact information that is used to send them.
You may also send invitation/request emails via the Site itself, in which case we will ask you for the email addresses to send these emails to. You can type in the email addresses manually, or you can request HeadBox to import the contacts in your email account address book(s). In both cases, we will use the information sent to us for the sole purpose of sending your friends, colleagues and contacts an email, inviting him or her to visit the Site or to write a reference for you. With respect to referrals, we will also store the email addresses of your invitees to track if your friend joins HeadBox in response to your referral.
If you request us to import your contacts, we will collect, but not store, the username and password for the email account you wish to import your contacts from. We will use this information only for the purpose of importing your contacts.
For users residing in the EU only; your rights to review and update information
If you reside in the EU, you may request in writing copies of your Personal Information held by us. We will provide you with a copy of the Personal Information held by us as soon as practicable and in any event not more than 40 days after the request in writing. There may be a charge to access your personal data (which will not exceed €6.35 in Ireland and £10 in the United Kingdom). We may also request proof of identification to verify your access request. All requests should be addressed to our Data Protection Compliance Officer, HeadBox Solutions Limited, Third Floor, 24 Chiswell Street, London, Spencers Wood, Reading, EC1Y 4YX.
We endeavor to keep your information accurate, complete and up to date. If your Personal Information that we hold is inaccurate, please let us know and we will make the necessary amendments, erase or block the relevant information and notify you within 40 days of your request that the relevant action has been taken. You may also request the erasure of your personal data if you believe we are otherwise in breach of relevant data protection legislation. All requests should be addressed to our Data Protection Compliance Officer, HeadBox Solutions limited, Third Floor, 24 Chiswell Street, London, Spencers Wood, Reading, EC1Y 4YX. There is no charge for making such a request.
HeadBox uses "cookies" in conjunction with the Site to obtain information. A cookie is a small data file that is transferred to your device (e.g., your phone or your computer) for record-keeping purposes. For example, a cookie could allow the Site to recognize your browser, while another could store your preferences and other information.
Your browser may allow you to set how it handles cookies, such as declining all cookies or prompting you to decide whether to accept each cookie. But please note that some parts of the Site may not work as intended or may not work at all without cookies.
HeadBox Cookies and third-party cookies
There are two types of cookies used on the Site, namely "persistent cookies" and "session cookies".
Session cookies will normally expire when you close your browser, while persistent cookies will remain on your device after you close your browser, and can be used again the next time you access the Site.
The Site may also use other technologies with similar functionality to cookies, such as web beacons and tracking URLs to obtain Log Data about users. We may also use web beacons and tracking URLs in our messages to you to determine whether you have opened a certain message or accessed a certain link.
Uses for HeadBox cookies
to enable, facilitate and streamline the functioning of the Site across different webpages and browser sessions.
to simplify your access to and use of the Site and make it more seamless.
to monitor and analyse the performance, operation and effectiveness of the Site, so that we can improve and optimize it.
to show you content (which may include advertisements) that is more relevant to you.
Uses for third party cookies
Our partners' cookies are intended to obtain information to help them provide services to HeadBox. For example, third party companies and individuals we engage to provide services to us may track your behaviour on our Site to market and advertise HeadBox listings or services to you on the Site and third party websites.
Most browsers automatically accept cookies, but you can modify your browser setting to decline cookies by visiting the Help portion of your browser’s toolbar. If you choose to decline cookies, please note that you may not be able to sign in, customize, or use some of the interactive features of the Site. Flash cookies operate differently than browser cookies, and cookie management tools available in a web browser will not remove flash cookies. To learn more about how to manage flash cookies, you can visit the Adobe website and make changes at the global privacy settings panel
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