Privacy Policy
This policy sets out the different areas where user privacy is concerned and outlines the obligations & requirements of the users, the website and website owners. Furthermore, the way this website processes, stores and protects user data and information will also be detailed within this policy.
Privacy Policy
The website
This website and its owners take a proactive approach to user privacy and ensure the necessary steps are taken to protect the privacy of its users throughout their visiting experience. This website complies with all UK national laws and requirements for user privacy.
Use of cookies
What are cookies?
Cookies are small files saved to the user’s computer’s hard drive that track, save and store information about the user’s interactions and usage of the website. This allows the website, through its server to provide the users with a tailored experience within this website.
What do we use cookies for?
We may use cookies to remember personal settings you have chosen at our website. In no other context do we use cookies to collect information that identifies you personally. Most of the cookies we set are automatically deleted from your computer when you leave our website or shortly afterwards. We use anonymous session cookies (short-term cookies that disappear when you close your browser) to help you navigate the website and make the most of the features. If you log into the website, application or a course as a registered user, your session cookie will also contain your user ID so that we can check which services you are allowed to access. This website uses tracking software to monitor its visitors to better understand how they use it. This software is provided by Google Analytics which uses cookies to track visitor usage. The software will save a cookie to your computer’s hard drive in order to track and monitor your engagement and usage of the website, but will not store, save or collect personal information. Should users wish to deny the use and saving of cookies from this website onto their computer’s hard drive, they should take necessary steps within their web browser’s security settings to block all cookies from this website and its external serving vendors.
Personal information
Whilst using our website, software applications or services, you may be required to provide personal information (name, address, email, account details, etc.). We will use this information to administer our website, applications, client databases and marketing material. We will ensure that all personal information supplied is held securely in accordance with the General Data Protection Regulation (EU) 2016/679, as adopted into law of the United Kingdom in the Data Protection Act 2018. Further, by providing telephone, fax and email details, you consent to Twigworth Development Ltd. contacting you using that method. You have the right at any time to request a copy of the personal information we hold on you. Should you wish to receive a copy of this, or would like to be removed from our database, please contact us at contact@thesitecheltenham.co.uk.
Information collection and use
How do we collect information?
Twigworth Development Ltd. collects information in two possible ways:
a. When you directly give it to us (“Directly Provided Data”) When you sign up for our site, purchase our products or communicate with us, you may choose to voluntarily give us certain information – for example, by filling in text boxes or completing registration forms. All this information requires a direct action by you at that time in order for us to receive it.
b. When you give us permission to obtain from other accounts (“User AuthorisedData”) Depending on your settings or the privacy policies for other online services, you may give us permission to obtain information from your account with those other services. For example, this can be via social media or by choosing to send us your location data when accessing our website from your smartphone.How long do we keep your data for?
Twigworth Development Ltd will not retain your personal information longer than necessary. We will hold onto the information you provide either while your account is in existence, or as needed to be able to provide the Services to you, or (in the case of any contact you may have with our Customer Care team) for as long as is necessary to provide support-related reporting and trend analysis only.If legally required or if it is reasonably necessary to meet regulatory requirements, resolve disputes, prevent fraud and abuse, or enforce our Terms and Conditions, we may also retain some of your information for a limited period of time as required, even after you have closed your account or it is no longer needed to provide the Services to you.
Registration forms
Twigworth Development Ltd. will not sell or rent your personally identifiable information, gathered as a result of filling out the site registration form, to anyone.
Choosing how we use your data
We understand that you trust us with your personal information and we are committed to ensuring you can manage the privacy and security of your personal information yourself. With respect to the information relating to you that ends up in our possession, and recognising that it is your choice to provide us with your personally identifiable information, we commit to giving you the ability to do all of the following:
- You can verify the details you have submitted to Twigworth Development Ltd. by contacting our customer services team www.thesitecheltenham.co.uk/contact. Our security procedures mean that we may request proof of identity before we reveal information, including your e-mail address and possibly your address.
- You can also contact us by the same method to change, correct, or delete your personal information controlled by Twigworth Development Ltd. regarding your profile at any time. Please note though that, if you have shared any information with others through social media channels, that information may remain visible, even if your account is deleted.
- You are also free to close your account through our account settings. If you do so, your account will be deactivated. However, we may retain archived copies of your information as required by law or for legitimate business purposes (including to help address fraud and spam).
- You can always feel free to update us on your details at any point by emailing us at contact@thesitecheltenham.co.uk.
- You can unsubscribe from receiving marketing emails from us by clicking the “unsubscribe” link at the bottom of any email. Once you do this, you will no longer receive any emails from us.
- You can request a readable copy of the personal data we hold on you at any time. To do this, please contact us contact@thesitecheltenham.co.uk.
Please note, we are constantly reviewing how we process and protect data. Therefore, changes to our policy may occur at any time. We will endeavour to publicise any changes.
Contacts
This guide provides practical information about our facilities along with links to various policies. If you have any questions, or require assistance, please don’t hesitate to contact our operations team:
[fs-toc-omit]Sara Oxley
Office & Events Manager
Email: contact@thesitecheltenham.co.uk
Mobile:
[Hazel's surname? Job title? Will there be pics of Sara an Hazel?]
Meeting rooms and events
[fs-toc-omit]Meeting rooms
All tenants of The Site can book meeting rooms for free via the Sign In App. All room bookings are then displayed on the TV screens outside each of the bookable rooms.
Please adhere to your booked times, and that the room is clear of personal items, used mugs, rubbish etc when vacating.
[fs-toc-omit]Events
Throughout the year our space is home to a regular programme of networking breakfasts, plus topical property-sector related professional events. All tenants are invited to attend, and to propose and host, these gatherings. These can take place in one of our meeting & conference rooms, or within The Sync on the first floor.
If you would like to host an event, talk to our Events Manager to understand potential costs, book the required room or space, and for any necessary support. We will also be happy to publicise your event on this website and across our social media channels.
Dates and times for our upcoming programme of events are available to view on the What's On page of this website.
Building access and security
The Site uses a Paxton 10 management system for building entry, exit and internal zoned access.
All tenants are issued with a pass card and lanyard to tap in and tap out of the building via door sensors. The pass also logs who is inside the building at any time. If you lose your pass, contact our Office Manager to organise a replacement (a small charge is made for replacement passes).
Please ensure your visitors are pre-booked by entering their details using the Sign In App, and that they sign in and out of the building using the touchscreen in reception. Alternatively, visitors may report to reception on arrival to sign-in. Visitors will be provided with a visitor pass during their visit, which must be returned to reception when they leave.
[fs-toc-omit]Alarm and monitoring
24/7 CCTV is in operation throughout all shared areas, in the undercroft car park, and in the visitor parking area at the front of the building.
The building has an alarm system that is monitored by Scutum Digital.
[fs-toc-omit]Serviced office security
All tenant offices have lockable doors to ensure each unit is secure. One set of keys per unit is supplied, and spares are available for a small fee.
Access, parking and cycles
[fs-toc-omit]Site access
The easiest access to The Site by car is via the Simply Gym car park entrance on Wymans Lane. Follow the car park driveway round to the left behind the gym to approach the front of The Site. Alternatively, access is also available from Chosen View Road.
[map - pending source file from client]
Parking for tenants
14 tenant bays are available in the secure undercroft garage. Some are permanently reserved for specific tenants and these will be signposted as such.
Tenant parking is also available in the Simply Gym car park for pre-registered number plates.
- Please register your vehicle details with the Office Manager to use the parking facility.
- There are 8 bays reserved specifically for use by The Site’s tenants during office hours.
- The remainder of the car park is available on a ‘first-come’ basis.
Parking for visitors
Visitor parking is limited to 6 numbered bays at the front of the building. Tenants are advised to book a space for their visitors in advance via the Sign In App. Tenants are not to park in these bays during the working day.
Further visitor bays are available in the Simply Gym car park. To use these, register your visitor’s vehicle details with the Office Manager in advance.
Events booked via Eventbrite will capture vehicle details for visitor parking.
[fs-toc-omit]EV charging
Two visitor bays at the front of the building provide EV charging points.
In the undercroft car park, all bays can access the 8 EV charge points. Charge Cards are available from reception allowing electricity costs to automatically be added to your monthly office rental invoice.
Cycle storage
A secure cycle rack is available in the undercroft car park. Bicycles are left here at the owner’s risk. The Site (Twigworth Development Ltd) does not accept responsibility for any loss or damage to bicycles or other vehicles.
[fs-toc-omit]Accessibility
A ramp provides wheelchair access to The Site ground floor only; currently no lift is available to the first floor.
Services
Mail is delivered to reception, sorted and posted into a lockable mailbox for each business.
[fs-toc-omit]Courier collections and deliveries
During normal working hours small items will be signed for by reception and signed in via the Sign In App. Items for collection can be left at reception following agreement from the Office Manager.
Courier firms are encouraged to use the parcel drop room at the side of the building to leave deliveries.
Large deliveries to The Site, if essential, can only be accommodated by prior arrangement. Please contact the Office Manager to plan any such deliveries.
[fs-toc-omit]Removals
Please ensure movement of large or bulky items such as furniture is agreed with the Office Manager in advance and arranged out of business hours.
[fs-toc-omit]Communications
Companies should provide the Office Manager with details of a nominated point of contact to receive any internal emails and periodic updates.
Kitchen and refreshments
The kitchen on the first floor provides:
- Mugs, crockery and cutlery
- A microwave
- A fridge with fresh milk
- Nespresso coffee machine
- Boiling water kettle tap
- Dishwasher
- Complimentary tea, instant and pod coffee (with a personal mug provided for each tenant employee)
- Filtered cold tap water (with a personal reusable bottle for each tenant employee)
Please ensure that all used mugs, crockery and cutlery are returned to the kitchen and placed in the dishwasher after use. Any unconsumed or expired items in the fridge will be removed as part of our cleaning service.
[fs-toc-omit]Catering and food
Moosh At The Site, an independent coffee shop, serves hot and cold drinks, snacks, sandwiches, rolls and toasties between 7.30am - 2.30 pm, Monday - Friday, and 9:00am - 2:00pm on Saturday.
Tenants enjoy a 10% subsidy on hot drinks. Simply order via your company’s Moosh account and the cost will be added to your monthly office rental office.
[fs-toc-omit]Cleaning, waste and maintenance
Cleaning
All serviced offices are cleaned once a week. Communal areas, the kitchen, meeting rooms and toilets/showers are cleaned every other day.
[fs-toc-omit]Waste, recycling and environmental
Office bins are emptied weekly during cleaning. In addition to the bins in communal areas, general waste and recycling bins are available in the undercroft parking. To minimise our impact on the environment, please encourage all staff to recycle materials wherever possible.
Solar PV panels on the roof generate sustainable energy used by the building and the grid.
Maintenance requests
If you have problems with any equipment or facilities, please speak to the Office Manager so they can be addressed as swiftly as possible.
Shared facilities
[fs-toc-omit]Showers
There are two shower rooms. One is in the disabled toilet on the ground floor. The other is a dedicated shower room on the first floor.
[fs-toc-omit]Towels
Clean towels are provided and laundered free of charge. Place used linen in the laundry bins provided. Please don’t leave personal items or clothing in the toilets and shower rooms.
[fs-toc-omit]Lockers
Free lockers are available to store sports equipment and clothing.
Wi-Fi, phones and connectivity
[fs-toc-omit]Wi-Fi and fast fibre internet
The Site has a fast 500 Mbps fibre broadband connection, with guest Wi-Fi access throughout the building. Each office suite has an individual (private subnet IP) wired network with ethernet connections, allowing the use of a private Wireless Access Point.
Guest access Wi-Fi network (secured) : [name]: password
[fs-toc-omit]Phones and phone zones
Tenants can connect and configure VOIP phones to ethernet ports in their office.
Mobile phone charging points are available in the kitchen area.
The building benefits from a good mobile signal for all major networks.
To ensure common areas remain quiet and relaxing for everyone, please use the designated ‘phone zones’, or a private office or meeting room, to make and receive mobile phone calls.
[floor plan - pending source file from client]
[fs-toc-omit]Meeting room conference calling
Plug and play conference call facilities are provided in the Conference Room and Boardroom to automatically cast and configure calls.
For further usage instructions, contact the Office Manager.
Safety
Fire Safety
[fs-toc-omit]Fire wardens
Tenants should appoint one member to be their nominated fire marshal, and ideally another to act as roll call co-ordinator after any evacuation to an assembly point. Please let our Office Manager know the details of your designated individuals or if you need support in arranging suitable training.
[fs-toc-omit]Fire evacuation point
The assembly point for roll call is ??????????
[floor plan - pending source file from client]
[fs-toc-omit]Fire evacuation procedure
If the fire alarm sounds, immediately make your way to the nearest fire exit, leave the building and report at the assembly point.
Your roll call co-ordinator should then check attendee names to confirm if any colleagues are missing. On roll completion, pass the information to the Chief Fire Marshall / Incident Controller.
[fs-toc-omit]Fire extinguishers
Fire extinguishers are placed throughout the building; please don’t move or tamper with them. In the event of a fire, they should only be used by a qualified individual. Otherwise, do not use - evacuate via the nearest fire exit.
[fs-toc-omit]Fire alarm test
The fire alarm is tested every Friday at 4pm. Please do not evacuate the building unless the alarm sounds for more than two minutes.
[map - pending source file from client]
First Aiders
Contact the Office Manager in the first instance. First aid kits are available in reception.
In the event of a cardiac arrest, a defibrillator is available in ???????? [to be added in due course once defib is onsite]
[fs-toc-omit]Accident or injury
In the event of an incident in the communal spaces, please notify the Office Manager to complete an incident form.
[fs-toc-omit]Suspicious circumstances
Please report any suspicious objects, persons, odours or occurrences to the Office Manager in the first instance for assessment.
Requests and policies
[fs-toc-omit]Requests for reconfiguration, fixtures and fittings, signage
If you would like to reconfigure your office, or install your own fixtures, fittings or signage, please contact the Office Manager in the first instance.
[fs-toc-omit]Policy documents
The following policies apply to all tenants and guests. Please take a moment to review them.
[List linked policies]
[fs-toc-omit]Smoking and vaping
Smoking and vaping are forbidden within the building. Designated smoking and vaping points are available outside.
[fs-toc-omit]Dogs and pets
The Site is a pet friendly workplace. All we ask is that owners sign in pets via the Sign In App and are considerate of others, and that any pets are quiet, well-trained and kept on a lead in shared spaces.
Location
The Site nestles in the heart of the Kingsditch Estate in Cheltenham, just 13 minutes’ drive from the M5, and 10 minutes from Cheltenham town centre.
Limited onsite/local parking is available by reservation. Wheelchair access is currently only available to the ground floor - please ask for details when booking.