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Privacy
Policy

Privacy Policy 
WorkSpace Design Global Ltd t/a Future HealthSpaces 

 

1. Introduction 
This Privacy Policy sets out how WorkSpace Design Global Ltd, trading as Future HealthSpaces (referred to as “Future HealthSpaces”, “we”, “us”, or “our”), collects, uses, stores, and protects personal data obtained in connection with our Innovation Hub, events, and related services. We are committed to safeguarding the privacy of all users and visitors in accordance with the UK GDPR, Data Protection Act 2018, and other applicable data protection laws. 

 

2. Scope of This Policy 
This policy applies to all personal data collected through: 

  • The Innovation Hub (physical site) 

  • Events, forums, webinars, and networking activities 

  • Subscriber communications and CRM systems 

  • Visitor management and check-in platforms 

  • Online and offline communications with Future HealthSpaces 

 

3. Legal Basis for Processing 
We rely on one or more of the following legal bases to process personal data: 

  • Legitimate interests (e.g., operating events, managing attendance, network facilitation) 

  • Consent (where required by law) 

  • Contractual necessity (e.g., providing services to subscribers or event registrants) 

  • Compliance with legal obligations (e.g., health & safety, safeguarding) 

 

4. Categories of Personal Data We Collect Depending on your relationship with Future HealthSpaces, we may collect: 

  • Identification data (name, organisation, role) 

  • Contact details (email address, phone number) 

  • Registration data (event attendance, preferences, pass type) 

  • Access logs and check-in/check-out records 

  • Communications (emails, feedback, online forms) 

  • Audio/video footage and photos taken at events (where applicable) 

  • Health and safety declarations (where required) 

 

5. Data Collected During Visitor Registration 
All visitors must pre-register via our online platform or through authorised points of contact. Upon check-in, visitors must provide proof of identity and will be issued a visitor badge that must be worn visibly throughout their visit. 

For the purpose of safety and security, we maintain a sign-in log for all visitors and may collect data related to: 

  • Time of arrival and departure 

  • Areas accessed within the venue 

  • Emergency contact information (for internal use only) 

Where visitors are contractors, exhibitors, or service providers, additional access controls may apply, and their personal data may be used to ensure compliance with site protocols. 

 

6. Data Sharing Preferences 
Attendees may indicate their Data Sharing Preference at the time of registration: 

  • Open Sharing with Subscribers: Your name and professional details may be shared with other Future HealthSpaces subscribers to support follow-up conversations and broader collaboration. 

  • Contextual Sharing with Subscribers: Limited details (your organisation name and job role only) may be shared to provide helpful context for group discussions or alignment. 

  • Internal Use Only: Your information will be used only by the Future HealthSpaces team for event delivery and essential communications. 

You may update your sharing preferences at any time by contacting admin@futurehealthspaces.com. 

 

7. Admissions and Access 
Future HealthSpaces reserves the right to control access to events and spaces. Admission types include: 

  • Annual Subscribers: Granted access per their subscription tier. Check-in required at each visit. 

  • Day Pass Holders: Must book in advance. Cancellation or no-show fees may apply. 

  • Event Ticket Holders: Registered for a specific Future HealthSpaces event. 

Attendees may be refused entry if their name is not on the official list or if ID does not match the registered details. Entry may also be denied for safety, behavioural, or safeguarding concerns. 

 

8. Health & Safety and Visitor Conduct 
By attending an event or visiting the Innovation Hub, you agree to comply with our Visitor Health & Safety Instructions, including: 

  • Remaining within authorised event areas 

  • Following emergency procedures and staff instructions 

  • Avoiding restricted or hazardous zones 

Visitors are expected to behave respectfully and professionally. The following are strictly prohibited: 

  • Unauthorised canvassing or marketing 

  • Disruptive or unsafe behaviour 

  • Filming or photography without consent 

Contractors and exhibitors must also comply with agreed safety and induction protocols. 

 

9. Cancellations and No-Show Policy 
Day Passes & Space Bookings 
Cancellations must be submitted in writing via email to admin@futurehealthspaces.com at least 72 hours before your booking to receive a 50% refund. No refunds will be provided for cancellations made less than 72 hours before the booking or for non-attendance. 
Transfers may be arranged by written request, but must be made to another colleague from your organisation. For annual passholders, reservations may only be taken by another registered passholder. 

Subscriber Bookings & No-Shows 
Subscribers and passholders (Access, Network, and Insider tiers) are entitled to space bookings as part of their membership, but we ask all users to avoid excessive or short-notice cancellations. If a cancellation is made within 24 hours or the attendee fails to appear without notice, a no-show fee may be charged: 

  • £40 for Access Pass holders 

  • £20 for Network and Insider Pass holders 

 

10. Use of Cookies and Website Tracking 
Our website uses cookies to: 

  • Improve user experience 

  • Track website usage and engagement 

  • Remember visitor preferences 

You may opt out of non-essential cookies by adjusting your browser settings or cookie preferences banner. 

 

11. How We Store and Protect Data 
We use secure cloud-based systems (e.g., HubSpot, Eventbrite, SurveyMonkey, Dropbox) to manage personal data. These platforms are GDPR-compliant and access is restricted to authorised personnel only. 

We retain personal data only for as long as necessary to fulfil the purpose it was collected for, including legal, operational, or reporting requirements. This includes maintaining records of attendance and access logs for safety and compliance purposes. 

 

12. Your Rights 
Under the UK GDPR, you have rights including: 

  • Access your personal data 

  • Request correction of inaccurate data 

  • Object to processing based on legitimate interests 

  • Withdraw consent at any time (where applicable) 

  • Request data erasure (subject to retention obligations) 

  • Lodge a complaint with the Information Commissioner’s Office (ICO) 

To exercise these rights, contact us at: admin@futurehealthspaces.com 

 

13. Policy Updates 
We may update this policy from time to time to reflect changes in legislation or our operations. When we do, we will revise the “Last updated” date. You are encouraged to review this policy regularly. 

 

14. Contact Us 
If you have questions or concerns regarding this policy or how we handle personal data: 

 

Future HealthSpaces 
WorkSpace Design Global Ltd 
59-61 Farringdon Road, Clerkenwell, London, EC1M 3JB 
02081 029395 
admin@futurehealthspaces.com 

 

Last updated: 1 August 2025 

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