Privacy Policy

Privacy Policy

Last updated: 14 September 2026

1. About this Privacy Policy

This Privacy Policy explains how Co. Leek Ltd ("Co.", "we", "us" or "our") collects, uses and protects personal information when you:

  • visit our website;

  • contact us;

  • book a day pass, meeting room or other service;

  • become a Co. member;

  • attend an event at Co.;

  • use our workspace or facilities;

  • use our business address, registered office or mail-handling services;

  • interact with us on social media; or

  • otherwise provide personal information to us.

We respect your privacy and take the protection of your personal information seriously.

2. Who we are

Co. Leek Ltd
Company number: 17227082

Our business address is:

Co.
The Old Rugby Club
Strangman Street
Leek
Staffordshire
ST13 5EF

Email: privacy@coleek.com

Co. Leek Ltd is the data controller for the personal information covered by this Privacy Policy.

3. What information do we collect?

Depending on how you interact with Co., we may collect:

Contact information

  • Name

  • Email address

  • Telephone number

  • Postal address

  • Company/business name

  • Job title or occupation

Membership and booking information

  • Membership details

  • Day-pass bookings

  • Meeting-room bookings

  • Event bookings

  • Dates and times of visits

  • Payment and transaction information

  • Membership preferences

  • Guest information

Business address information

If you use our business address, registered office, director service address or mail-handling services, we may collect information such as:

  • Your name

  • Company name

  • Company number

  • Business address

  • Registered office details

  • Director and officer details

  • Identification and verification information where required

  • Information relating to company ownership or control

  • Correspondence received on your behalf

Additional information may be required where we are legally required to conduct identity, anti-money-laundering or other compliance checks.

Website and technical information

When you use our website, we may collect:

  • IP address

  • Browser and device information

  • Website usage information

  • Pages visited

  • Referral information

  • Cookie and similar technology information

CCTV and access information

CCTV may operate at or around Co. for security and safety purposes.

Our access-control systems may also record information such as:

  • Access credentials

  • Date and time of entry and exit

  • Relevant booking information

4. How we use your information

We use personal information for the following purposes:

Providing our services

To:

  • create and manage memberships;

  • process bookings;

  • provide day passes;

  • provide meeting rooms and workspace;

  • administer events;

  • provide business address and mail-handling services;

  • manage payments;

  • provide customer support; and

  • communicate with you about services you have requested.

Managing Co.

We may use information to:

  • manage access to the building;

  • maintain security;

  • protect members, guests and property;

  • investigate incidents;

  • manage complaints;

  • maintain business records; and

  • improve our services.

Business address and compliance services

Where you use our business address or registered office services, we may process information to:

  • administer your account;

  • receive and manage correspondence;

  • verify your identity;

  • conduct required customer due diligence;

  • comply with legal and regulatory obligations;

  • prevent fraud, misuse and other unlawful activity; and

  • maintain records required by law.

Marketing

Where permitted by law, we may use your contact information to send you information about:

  • Co. memberships;

  • day passes;

  • events;

  • meeting-room hire;

  • business address services;

  • offers;

  • community activities; and

  • other Co. services.

You can opt out of marketing communications at any time.

5. Our lawful bases for using your information

We only use your personal information where we have a lawful basis to do so.

Depending on the circumstances, this may include:

Contract

Where processing is necessary to provide a service you've requested, such as a membership, day pass, meeting-room booking or business address service.

Legal obligation

Where we are required to process information to comply with the law or regulatory requirements.

Legitimate interests

Where processing is necessary for our legitimate business interests, provided those interests are not overridden by your rights and interests.

This may include:

  • managing and improving Co.;

  • maintaining building security;

  • preventing fraud and misuse;

  • managing relationships with customers and suppliers;

  • sending relevant information about similar services; and

  • protecting our property and business.

Consent

Where we ask for your consent, for example where required for certain marketing or non-essential cookies.

You can withdraw consent at any time.

6. Who do we share your information with?

We don't sell your personal information.

We may share information where necessary with trusted third parties who help us operate Co., including:

  • booking and membership software providers;

  • payment providers;

  • website and hosting providers;

  • email and communication providers;

  • accounting and financial service providers;

  • IT and software providers;

  • access-control and security providers;

  • CCTV/security providers;

  • professional advisers;

  • insurers;

  • delivery and postal providers; and

  • regulators, government bodies or law-enforcement authorities where legally required.

Where third parties process personal information on our behalf, we take appropriate steps to ensure that it is handled securely and in accordance with applicable data protection requirements.

7. Business address customers

If you use Co. as your registered office, director service address, business address or mail-handling address, we may need to collect and process additional information.

This may include information relating to:

  • company directors;

  • beneficial owners;

  • shareholders;

  • company officers;

  • authorised users; and

  • individuals sending or receiving correspondence.

We may be required to carry out identity verification, customer due diligence or other checks before providing certain services.

We may also be required to retain or disclose information to comply with applicable legal or regulatory requirements.

8. Mail and correspondence

Where you use one of our address or mail-handling services, we may process information appearing on correspondence delivered to your Co. address.

We will handle correspondence in accordance with the service you've purchased and our applicable terms.

We may need to record information about incoming or outgoing mail for:

  • administration;

  • security;

  • audit purposes;

  • customer notifications; and

  • legal or regulatory compliance.

9. CCTV

CCTV may operate at Co. for legitimate security and safety purposes.

CCTV may be used to:

  • protect members, visitors and staff;

  • protect property;

  • prevent and investigate crime;

  • investigate incidents;

  • support health and safety; and

  • comply with legal obligations.

CCTV footage is not used for general marketing purposes.

CCTV footage is retained only for as long as reasonably necessary, subject to our security requirements and any specific need to retain footage following an incident.

Appropriate CCTV signage will be displayed where required.

10. Access control

Our building may use electronic access-control systems.

Access information may be recorded when members, guests or authorised users enter or leave the premises.

We use this information primarily for:

  • building security;

  • access administration;

  • investigating incidents;

  • protecting members and property; and

  • ensuring the proper operation of our services.

11. Cookies

Our website uses cookies and similar technologies.

Some cookies are necessary for the website to function.

Other cookies may be used for purposes such as:

  • analytics;

  • understanding how visitors use our website;

  • improving our website; and

  • marketing.

Where required, we will ask for your consent before using non-essential cookies.

You can manage your cookie preferences through our cookie controls and through your browser settings.

The ICO confirms that visitors should be told about cookies and that consent is generally required for non-essential cookies.

12. Social media

If you interact with Co. through platforms such as Instagram, Facebook, LinkedIn or other social media platforms, those platforms may process your personal information independently.

Their own privacy policies will apply to their processing.

We may receive information from these platforms when you interact with our pages or content, subject to your privacy settings and the platform's policies.

13. How long do we keep your information?

We keep personal information only for as long as reasonably necessary for the purposes for which it was collected, including to meet legal, accounting, regulatory and reporting requirements.

Different types of information may therefore be retained for different periods.

For example:

  • booking and customer records may be retained for the duration of the customer relationship and for an appropriate period afterwards;

  • financial records will be retained in accordance with applicable legal and accounting requirements;

  • business address and compliance records may be retained for longer where required by applicable law;

  • CCTV footage will generally be retained for a limited period unless required for an incident or investigation; and

  • marketing information will be retained until you unsubscribe or it is otherwise no longer required.

We periodically review the information we hold and securely delete or anonymise information that is no longer required.

14. Where is your information stored?

We generally use service providers that operate within the UK or other countries where appropriate safeguards are in place.

Where personal information is transferred outside the UK, we will ensure that appropriate safeguards are used where required by applicable data protection law.

15. Your rights

Depending on the circumstances, you have rights under UK data protection law, including the right to:

  • request access to your personal information;

  • ask us to correct inaccurate or incomplete information;

  • ask us to delete your information;

  • ask us to restrict how we use your information;

  • object to certain processing;

  • request transfer of certain information to another organisation; and

  • withdraw consent where we rely on consent.

You also have the right to object to direct marketing.

Not every right applies in every circumstance. For example, we may need to retain certain information because we are legally required to do so.

The ICO's current guidance confirms these individual rights and notes that the applicable rights depend on the lawful basis and circumstances of the processing.

16. How to exercise your rights

If you want to exercise any of your data protection rights, contact us:

Email:privacy@coleek.com

Post:
Co. Leek Ltd
The Old Rugby Club
Strangman Street
Leek
Staffordshire
ST13 5EF

We may need to verify your identity before responding to a request.

We will normally respond within the timeframe required by applicable data protection law.

17. Marketing preferences

You can unsubscribe from marketing emails at any time by:

  • clicking the unsubscribe link in the email; or

  • contacting us directly.

You will continue to receive essential service-related communications where necessary, such as booking confirmations, membership information, payment notifications or important changes to our services.

18. Data security

We take reasonable technical and organisational measures to protect personal information against:

  • unauthorised access;

  • accidental loss;

  • destruction;

  • misuse;

  • alteration; and

  • unauthorised disclosure.

No method of transmitting or storing information is completely secure, so we cannot guarantee absolute security.

19. Data breaches

If we become aware of a personal data breach, we will assess the incident and take appropriate action in accordance with applicable data protection law.

Where required, we will notify the Information Commissioner's Office and affected individuals.

20. Children's information

Co. is primarily intended for adults and businesses.

We do not knowingly collect personal information from children for marketing purposes.

If we become aware that we have inadvertently collected personal information from a child where this was not appropriate, we will take reasonable steps to delete it.

21. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect:

  • changes to our services;

  • changes to how we process personal information;

  • changes in technology; or

  • changes in legal or regulatory requirements.

The latest version will always be available on our website.

Last updated: 14 September 2026

22. Complaints

If you have concerns about how we have handled your personal information, please contact us first so that we can try to resolve the issue.

You also have the right to complain to the Information Commissioner's Office (ICO) and can find information about making a complaint on the Information Commissioner's Office website.

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF