Privacy Policy

Last updated: 3 November 2026

1. Introduction

At The Colony Group, we are committed to protecting your privacy and ensuring that your personal information is handled responsibly, securely and transparently.

This Privacy Policy explains how we collect, use, store and protect your personal information when you visit our website, enquire about our services, become a member, rent office space, book meeting rooms or events, or otherwise interact with us.

We are committed to complying with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations (PECR).

By using our website or services, you acknowledge that your personal information will be handled as described in this policy.

2. Who We Are

The Colony Group provides premium serviced offices, coworking spaces, virtual offices, meeting rooms and event facilities across Cheshire, including Wilmslow, Alderley Edge, Stockport, Knutsford and Goostrey.

Our contact details are:

The Colony Group
The Colony HQ
Altrincham Road
Wilmslow
Cheshire
SK9 4LY

Telephone: 01625 254 000
Email: sales@thecolonyhq.co.uk
Website: https://thecolonygroup.co.uk

The Colony HQ Limited (Company Registration Number 09495001) operates The Colony HQ and is part of The Colony Group.

The relevant operating company is responsible for personal information collected in connection with its services. Where another group company acts as the data controller, its identity will be provided where appropriate.

For questions regarding this Privacy Policy or how your personal information is processed, please contact us using the details above.

3. Information We Collect

We may collect and process the following categories of personal information:

Personal and contact information

  • Full name

  • Email address

  • Telephone number

  • Postal or business address

  • Company name and job title

  • Other information provided through enquiry forms or correspondence

Membership and booking information

  • Membership applications and account details

  • Serviced office and virtual office enquiries

  • Meeting room and event bookings

  • Booking history and service preferences

  • Billing and invoicing information

  • Information necessary to administer your membership or service agreement

Payment information

Where you purchase services or pay membership fees, we may process payment-related information, including transaction details, billing addresses and payment status.

Payments may be processed through secure third-party payment providers. We do not ordinarily store complete payment card details ourselves.

Website and technical information

  • IP address

  • Browser type and version

  • Device information

  • Operating system

  • Website usage and navigation information

  • Cookie preferences

  • Referral sources and interactions with our website

Communications and marketing information

  • Enquiries submitted through our website

  • Email and telephone correspondence

  • Newsletter subscriptions

  • Marketing preferences

  • Responses to promotions, events and campaigns

Premises and security information

Where applicable, we may also collect information relating to access to our premises, visitor registration, identification verification and CCTV footage for security and safety purposes.

4. How We Collect Your Information

We collect personal information in several ways, including:

  • When you complete an enquiry or contact form on our website.

  • When you enquire about or purchase a membership.

  • When you book a meeting room, serviced office, virtual office or event.

  • When you contact us by telephone, email or other communication channels.

  • When you subscribe to marketing communications.

  • When you visit one of our premises.

  • When you use our website, including through cookies and similar technologies.

  • When information is provided by your employer, business or an authorised representative in connection with our services.

We may also receive information from third-party service providers, booking platforms or business partners where permitted by law.

5. How We Use Your Information

We use your personal information to:

Provide our services

Process enquiries, arrange viewings, manage memberships, administer office agreements, coordinate bookings and deliver our services.

Communicate with you

Respond to questions, provide quotations, confirm bookings, send service updates and manage customer relationships.

Manage payments and administration

Issue invoices, process payments, maintain financial records and fulfil contractual obligations.

Improve our website and services

Understand how visitors use our website, monitor performance, improve functionality and enhance the customer experience.

Marketing and promotions

Where permitted by law, send information about our serviced offices, coworking memberships, meeting rooms, events, promotions and other services that may be relevant to you.

Security and legal compliance

Protect our premises, members, visitors and employees, prevent fraud, maintain appropriate records and comply with applicable legal obligations.

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

6. Our Legal Basis for Processing Personal Information

Under UK data protection legislation, we must have a valid legal basis for processing personal information.

Depending on the circumstances, we rely on the following:

Contractual necessity

Where processing is required to provide services under a contract or to take steps at your request before entering into a contract.

Legitimate interests

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

This may include responding to business enquiries, managing customer relationships, maintaining security and improving our services.

Legal obligations

Where we must process information to comply with legal, regulatory, accounting or tax requirements.

Consent

Where you have provided consent for a specific purpose, such as receiving certain marketing communications or allowing optional website cookies.

You may withdraw your consent at any time.

Where we rely on legitimate interests, we consider the necessity and impact of the processing on individuals.

7. Marketing Communications

We may occasionally contact you with information about our services, available office space, coworking memberships, meeting facilities, events and relevant promotions.

We will only send electronic marketing communications where permitted under applicable UK marketing and privacy laws.

Where consent is required, we will obtain it before sending marketing communications.

Where the law allows, we may contact existing customers about similar services, provided the relevant legal conditions are satisfied and an opportunity to opt out is provided.

You can unsubscribe from marketing emails at any time by using the unsubscribe link included in our communications or by contacting us directly.

Opting out of marketing communications will not prevent us from sending essential information relating to your membership, bookings or other services.

8. Cookies and Website Analytics

Our website uses cookies and similar technologies to support website functionality, understand visitor behaviour and improve the browsing experience.

Cookies are small text files stored on your device when you visit a website.

We may use the following categories of cookies:

Essential cookies

Necessary for the website to function correctly, including security, navigation and essential website features.

Functional and preference cookies

Help remember your preferences and provide an improved browsing experience.

Analytics cookies

Help us understand how visitors interact with our website, including pages visited, traffic sources and general website performance.

Marketing cookies

May be used to measure the effectiveness of advertising campaigns and provide more relevant marketing content.

Where required by law, we will request your consent before placing non-essential cookies on your device.

You can manage or withdraw your cookie preferences using the consent management options available on our website.

You can also control cookies through your browser settings, although disabling certain cookies may affect website functionality.

9. Sharing Your Personal Information

We do not sell your personal information.

We may share information with trusted third parties where necessary to operate our business and provide our services.

These may include:

  • Website hosting and IT service providers

  • Customer relationship management and membership management platforms

  • Booking and payment processing providers

  • Email marketing and communications platforms

  • Accountants, legal advisers and professional consultants

  • Security and premises management providers

  • Other companies within The Colony Group where necessary for service delivery

  • Regulatory authorities, law enforcement agencies or other organisations where required by law

Where third parties process personal information on our behalf, we require appropriate contractual and security safeguards.

We only share personal information where there is a lawful basis for doing so.

10. International Data Transfers

Some of our third-party service providers may process or store personal information outside the United Kingdom.

Where personal information is transferred internationally, we will ensure that appropriate safeguards are in place in accordance with UK data protection legislation.

These may include UK adequacy regulations, the UK International Data Transfer Agreement, the UK Addendum to EU Standard Contractual Clauses, or other legally recognised safeguards.

11. How Long We Keep Your Information

We retain personal information only for as long as reasonably necessary to fulfil the purposes for which it was collected, including meeting legal, accounting, contractual and regulatory requirements.

Retention periods vary depending on the type of information and the purpose for which it is processed.

For example:

  • Enquiry information may be retained while an enquiry remains active and for a reasonable period afterwards.

  • Membership and customer records may be retained throughout the customer relationship and for an appropriate period following termination.

  • Financial and accounting records are generally retained for at least six years where required by applicable law.

  • Marketing information may be retained until you unsubscribe or withdraw consent, subject to retaining limited suppression records to respect your preferences.

  • CCTV footage, where used, is retained for a limited period unless required for an investigation or legal matter.

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

12. How We Protect Your Information

We take appropriate technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.

These measures may include:

  • Secure systems and appropriate access controls

  • Password protection and authentication procedures

  • Secure website connections

  • Restricted access to personal information

  • Appropriate contractual safeguards with service providers

  • Regular reviews of information security practices

Although we take reasonable steps to protect personal information, no method of electronic transmission or storage is entirely secure.

13. Your Data Protection Rights

Under UK data protection legislation, you have a number of rights relating to your personal information.

Depending on the circumstances, these include:

Right of access

You can request a copy of the personal information we hold about you.

Right to rectification

You can request that inaccurate or incomplete personal information is corrected.

Right to erasure

You can request that we delete your personal information in certain circumstances.

Right to restrict processing

You can request that we limit how your personal information is processed in certain circumstances.

Right to data portability

You may request that certain personal information is provided in a structured, commonly used and machine-readable format.

Right to object

You can object to certain processing activities, including processing based on legitimate interests and direct marketing.

Rights relating to automated decision-making

You have rights relating to certain decisions made solely through automated processing that produce legal or similarly significant effects.

Right to withdraw consent

Where processing is based on consent, you can withdraw that consent at any time without affecting the lawfulness of processing carried out beforehand.

To exercise any of these rights, please contact us at sales@thecolonyhq.co.uk.

We will respond to requests in accordance with applicable data protection legislation, normally within one calendar month, subject to any lawful extensions.

14. Third-Party Websites

Our website may contain links to third-party websites, platforms or services.

These websites operate independently and may have their own privacy policies.

We are not responsible for the privacy practices or content of external websites and recommend reviewing their privacy policies before providing personal information.

15. Children’s Privacy

Our website and services are primarily intended for adults and businesses.

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

Where information relating to children is collected in connection with events or visits to our premises, it will be handled in accordance with applicable data protection requirements.

16. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, business operations, legal requirements or data protection practices.

Any updates will be published on this page, with the date of the latest revision displayed at the top.

We encourage you to review this policy periodically.

17. Contact Us

If you have any questions about this Privacy Policy, how we process your personal information, or wish to exercise your data protection rights, please contact:

The Colony Group
The Colony HQ
Altrincham Road
Wilmslow
Cheshire
SK9 4LY

Email: sales@thecolonyhq.co.uk
Telephone: 01625 254 000
Website: https://thecolonygroup.co.uk

18. Complaints and the Information Commissioner’s Office

If you have concerns about how we handle your personal information, we encourage you to contact us first so that we can investigate and address your concerns.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK’s independent regulator for data protection.

Information Commissioner’s Office
Website: https://ico.org.uk
Telephone: 0303 123 1113

Further information about your data protection rights is available on the ICO website.