Privacy Policy

Introduction

This Privacy Policy explains how NewOfficeAfrica.com (“we”, “us”, “our”) collects, uses, and protects your personal data when you use this website.

We are committed to protecting your privacy and handling your data in accordance with applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

NewOfficeAfrica.com is the data controller responsible for your personal data.

If you have any questions about this policy or your data, you can contact us at: Help@NewOfficeAfrica.com

2. What Information We Collect

We may collect and process the following information:

Name and company name
Contact information, such as email address and phone number
Location information, such as postcode and country
Enquiry details and office requirements
Website usage data collected via cookies and analytics tools

3. How We Use Your Information

We use your information to:

Respond to your enquiries
Match you with suitable office providers
Share your enquiry with relevant office agents or providers
Improve our website and services
Monitor and analyse usage of the website

4. Legal Basis for Processing

We process your personal data on the following legal bases:

Legitimate interests – to operate and improve our business and connect users with office providers
Consent – where required, for example for cookies or optional communications
Contractual necessity – where processing is required to respond to your enquiry

5. Sharing Your Information

When you submit an enquiry, we may share your information with relevant office providers, brokers, or landlords to help fulfil your request.

These third parties act as independent data controllers. Once your data is shared with them, their own privacy policies will apply.

We take reasonable steps to work with reputable providers, but we do not control how they process your data.

We will never sell your personal data.

6. Data Retention

We retain your personal data only for as long as necessary to:

Respond to and manage your enquiry
Provide follow-up support
Meet legal or regulatory requirements

Typically, enquiry data is retained for a limited period unless ongoing communication is required.

7. AI Office Agent (Chatbot)

Our website includes an AI Office Agent (“chatbot”) to assist with office searches.

When you use the chatbot:

Your messages may be processed by third-party AI providers to generate responses
Conversations may be stored and analysed to improve performance and safety
Data is processed securely and only for the purpose of providing the service

We do not use chatbot data to make automated decisions that have legal or significant effects on you.

We do not use your chatbot conversations to create personal profiles.

We do not permit third-party AI providers to use your personal data for their own marketing purposes.

Please avoid sharing sensitive personal information when using the chatbot.

AI-generated responses may be inaccurate or incomplete and should not be relied upon without verification.

8. Cookies and Local Storage

We take a privacy-first approach to how we store data on your device.

We do not use advertising cookies or any cookies that track your browsing activity across other websites.

We use Google Analytics to monitor site performance and understand how visitors use our services. Google Analytics sets a small number of cookies to distinguish unique visitors. These cookies do not identify you personally, and the data collected is never used for advertising purposes.

Where we need to remember your preferences, such as your selected country or shortlisted offices, we use your browser's local storage rather than cookies. This data never leaves your device and is never shared with third parties.

Our content management system may set a small number of essential cookies required for the website to function correctly, such as session management and security tokens. These are strictly necessary and are exempt from consent requirements under privacy regulations.

You can manage or delete cookies at any time through your browser settings. You can also clear your locally stored preferences at any time.

For more details, please see our Cookie Policy.

9. Data Security

We take appropriate technical and organisational measures to protect your personal data.

However, no method of transmission over the internet is completely secure, and we cannot guarantee absolute security.

10. Your Rights

Under data protection law, you have the right to:

Access your personal data
Request correction of inaccurate data
Request deletion of your data
Restrict or object to processing
Request transfer of your data
Withdraw consent where applicable

To exercise your rights, please contact us at: Help@NewOfficeAfrica.com

11. Complaints

If you are not satisfied with how we handle your data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO).

You can find further information on the ICO website.

12. External Links

Our website may contain links to other websites. We are not responsible for the privacy practices of those websites.

13. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page.

14. Contact

If you have any questions about this Privacy Policy or your personal data, please contact us at: Help@NewOfficeAfrica

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