Privacy Policy

1. Who we are

The Office List is operated by the company registered in England and Wales under company number 13948669. That company is the data controller for personal data processed through this site. We trade as The Office List. Occupier pages identify the company by number 13948669 only.

Privacy questions: use Enquire on this site, Call Us on +44 20 7989 6100, or write through Occupier messages if you have a confirmed account. We aim to acknowledge a privacy request within 30 days.

2. What we collect

We collect what we need to run the service you asked for:

• Account. Email address, password or magic-link sign-in, name, phone, and company details you give at signup or on My account.
• Company record. Company name, contacts, who is the company controller, Inbox and Contact Staff messages, and files you attach there.
• Search and lists. Filters, saved offices, boards, board invites, and share links you create.
• Requirement and matching. Headcount, budget, move timing, areas, office type, and other brief answers used to match offices and send alerts you asked for.
• Enquiries, viewings, tours, and calls. Name, email, phone, company, message, and the offices you named.
• Tools. Inputs you type into cost tools, and details you leave on Renewal Radar or a tools waitlist.
• Technical. Sign-in cookies, device storage for a guest shortlist or tour draft, security logs, Occupier usage events, and basic request data needed to operate the site.

We do not take payment on this site. We do not sell personal data. The site is for people looking for office space for a business. We do not knowingly collect data from children.

3. Why we use it

• Provide the service (contract). Accounts, search, lists, boards, Occupier messages, tools, and guided matching.
• Reply and arrange next steps (contract or legitimate interests). Enquiries, viewing requests, tours, and calls. Our interest is to help you progress an office search you started.
• Keep the site safe (legitimate interests). Stop abuse, debug failures, and protect accounts.
• Improve the product (legitimate interests). Occupier usage events and Search demand, without using more personal data than we need.
• Legal duties (legal obligation). Keep or disclose records where the law requires it.

Where we rely on consent, you can withdraw it as easily as you gave it: use the unsubscribe link on that email, or Enquire.

4. Matching and alerts

Answers on a requirement or Match Me brief are used to choose which offices to show you and which listing alerts to send while that requirement is active. That is not a solely automated decision with legal or similarly significant effects. A person can still help with your search.

5. Emails we send

Service emails confirm something you did or a change you need: sign-in links, password reset, enquiry and tour receipts, viewing confirmed or declined, board invites, and a shortlist you asked us to email.

Optional updates go only where you asked for them: matching alerts on an active requirement, Renewal Radar, or a tools waitlist. Those messages include a way to stop them. We do not run advertising email to Occupiers who have not asked.

6. Enquiries, viewings, and who handles the lead

When you enquire, request a viewing, request a tour, or Call Us through The Office List, The Office List handles that lead. We use your details to reply and, where needed, to arrange the visit with the landlord or operator of that office. We share the name, contact details, company, and office you asked to see. We do not hand your form to a third-party inventory provider as your agent of record.

7. Who else sees it

Processors who run the product on our instructions:

• Hosting: Vercel.
• Database and sign-in: Supabase.
• Email delivery: Resend.
• Maps and nearby places: Google Maps. Use of those features is also subject to the Google Maps End User Additional Terms of Service and the Google Privacy Policy.
• Place outlines on maps: licences listed on Attributions.
• Customer records for your search: HubSpot (European Union instance), used by our advisers.

Landlords and operators see what they need to confirm a viewing. Board members see the offices and notes on a board they belong to. A company controller sees Inbox traffic on that company record.

8. Cookies and similar storage

We use essential cookies and local storage for sign-in, security, a guest shortlist on one device, a tour draft, Occupier usage opt-out, an Occupier session, and (where used) preview access. We do not set advertising cookies. We do not load a separate analytics or advertising tag on Occupier pages at the date of this policy. If that changes, we will update this page and any notice the law then requires.

9. How we record site use

We store Occupier usage events on our own systems: searches you run, Occupier pages you open, and how you reached this site. Free-text search is stored only after email and phone patterns are removed. Page records use the page type, not the full address bar. Known crawlers are counted separately and are not Occupier usage events. Aggregate counts of how the site is used and how people reached us are kept for statistical purposes. Named Occupier journey rows are for advising that Occupier, not for advertising. We do not send this clickstream to HubSpot. We do not load a separate analytics or advertising tag.

10. How long we keep it

• Account and company record: while the account is open. You can ask us to delete it, subject to legal holds and records of the search we still need.
• Guest shortlist: on that browser until you clear storage or we expire it.
• Enquiries, viewings, tours, and Inbox files: for the life of that search, then as long as we still need the file for the work or the law.
• Matching alerts: while the requirement is active, then a short winding-up period.
• Renewal Radar and tools waitlist: until you unsubscribe or we close the list.
• Security logs: a short operational period.
• Occupier usage events that name an account: for the life of that Occupier or search, then anonymised. Search demand counts: twenty-four months rolling.

11. International transfers

Some processors are outside the United Kingdom. Where they are, we use the safeguards UK law requires, such as the provider’s standard contractual clauses or an equivalent mechanism they offer.

12. Your rights

Under UK GDPR you may ask to access, correct, erase, or restrict personal data, and to receive a copy where portability applies. Use Enquire on this site. You may also complain to the Information Commissioner’s Office at https://ico.org.uk/make-a-complaint/.

13. Right to object

You have the right to object to processing based on legitimate interests, including any use of your details to choose which offices or updates to send, and Occupier usage events. Use Stop recording my usage on this page or on My account, or say so through Enquire, Call Us, or the unsubscribe link on that email. We will stop unless we have a compelling ground the law allows us to continue.

14. Changes

We may update this policy as the product changes. The date at the top will change when we do. Material changes may also be flagged on the site or by email where that is appropriate.