Privacy Policy

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Privacy Statement – last updated May 2025

Quartz Housing and data privacy

Quartz Housing is committed to protecting and respecting your privacy.

This privacy statement sets out the basis on which we will process any personal information that we may collect about you as a visitor to https://www.quartzhousing.com or our premises 25 Maddox St, London, W1S 2QN.

Personal data includes names, contact details, date of birth, or other information about your needs or circumstances that enable us to identify you. Certain types of personal data are classified as "special" data under data protection legislation, for example - information on health, racial or ethnic origin, etc. Such information is more sensitive and requires further actions / reasons for collecting, storing or using such information.

The information that we collect about you
We may collect and process the following information about you:

• Information that you give us: This      is information about you that you give to us by filling in forms on our      website (or other forms that we ask you to complete), giving us a business      card (or similar), while attending one of our events or corresponding with      us by telephone, post, email or otherwise. It may include, for example,      your name, address, email address and telephone number; information about      your business relationship with Quartz Housing, information      about your professional role, background and interests; and information      relating to an onsite event you want to attend.

• Information that our website and other systems collect about you:
  • If you visit our website, it will automatically connect some       information about you and your visit, including the Internet protocol       (IP) address used to connect your device to the Internet and some other       information such as your browser type and version and the pages on our       site that you visit.
  • Our website may also download “cookies” to your device – this is       described in our separate Cookies policy.
  • If you exchange emails, telephone conversations or other       electronic communications with our employees and other staff members, our       information technology systems will record details of those       conversations, sometimes including their content.
  • Our premises has a closed circuit TV system which may record you       if you visit our premises, for security and safety purposes.

• Other information: We      may also collect some information from other sources. For example:
  • If we have a business relationship with the organisation that you       represent, your colleagues or other business contacts may give us       information about you such as your contact details or details of your       role in the relationship.
  • We sometimes collect information from third party data providers       or publicly available sources for anti-money-laundering, background       checking and similar purposes, and to protect our business and comply       with our legal and regulatory obligations.
  • We record whether you attend events you have booked through our       website.

How we protect your information

The internet is not a secure medium. However, we have put in place various security procedures as set out in this policy.

Quartz Housing takes the security and privacy of your personal information extremely seriously. We have strict internal procedures which cover the storage, access and disclosure of your information. 

Sale of business

In the event that this business is sold or integrated with another business your details may be disclosed to our advisers and any prospective purchaser and their advisers and will be passed on to the new owners of the business.

Your consent

By submitting your information to us you consent to the use of that information as set out in this Policy. If we change our Privacy Policy we will post the changes on this page, so that you may be aware of the information we collect and how we use it. We may also e-mail you should we make any material changes that require you to re-consent to our use of your information. Continued use of the service will signify that you agree to any such changes.

The uses that we make of your information
We may use your information for the following purposes:

• to operate, manage, develop and promote our business and, in      particular, our relationship with you or the organisation you represent      (if any) and related transactions;
• to operate, administer and improve our website and premises and      other aspects of the way in which we conduct our operations;
• to protect the security of our premises;
• to protect our business from fraud, money-laundering, breach of      confidence, theft of proprietary materials and other financial or business      crimes; and
• to comply with our legal and regulatory obligations and bring and      defend legal claims.

We may periodically review information held about you held in our systems – including the contents of and other information related to your email and other communications with us – for compliance and business-protection purposes as described above. This may include reviews for the purposes of disclosure of information relevant to litigation and/or reviews of records relevant to internal or external regulatory or criminal investigations. To the extent permitted by applicable law these reviews will be conducted in a reasonable and proportionate way and approved at an appropriate level of management. They may ultimately involve disclosure of your information to governmental agencies and litigation counterparties as described below. Your emails and other communications may also occasionally be accessed by persons other than the member of staff with whom they are exchanged for ordinary business management purposes (for example, where necessary when a staff member is out of the office or has left Quartz Housing).

We will tell you, when we ask you to provide information about yourself, if provision of the requested information is necessary for compliance with a legal obligation or, on the other hand, if it is purely voluntary and there will be no implications if you decline to provide the information. Otherwise, you should assume that we need the information for our business or compliance purposes (as described above). If you are uncertain as to Quartz Housing’s need for information, please contact us using the details below.

Disclosure and international transfer of your information
We may disclose personal information about you, where reasonably necessary for the various purposes set out above:

• to the other members of the Quartz Housing group of companies;
• to your colleagues within the organisation that you represent;
• to service providers who host our website or other information      technology systems or otherwise hold or process your information on our      behalf, under strict conditions of confidentiality and security;
• to partners who run any events that you sign up to through our      website
• to a person who takes over our business and assets, or relevant      parts of them; or
• in exceptional circumstances:
  • to competent regulatory, prosecuting and other governmental       agencies, or litigation counterparties, in any country or territory; or
  • where we are required by law to disclose.

These disclosures may involve transferring your personal information overseas. If you are dealing with us within the UK or the European Economic Area, you should be aware that this may include transfers to countries outside the European Economic Area / UK, which do not have similarly strict data privacy laws. In those cases, where we transfer personal data to other members of Quartz Housing or our service providers, we will ensure that our arrangements with them are governed by data transfer agreements, designed to ensure that your personal information is protected, on terms approved for this purpose by the European Commission. Please Contact us (see below) if you would like to know whether any such agreements are in place or, if so, to see a copy.

Retention and deletion of your information
We will delete the information that we hold about you when we no longer need it in accordance with our data protection policies. Please contact us for more information using the details below.

Note that we may retain some limited information about you even when we know that you have left the organisation that you represent, so that we can maintain a continuous relationship with you when we are in contact with you again, representing a different organisation.

Your rights
You may have a right of access to the personal information that we hold about you, and to some related information, under data protection law. You can also require any inaccurate personal information to be corrected or deleted. You can object to our use of your personal information for direct marketing purposes at any time and you may have the right to object to our processing of some or all of your personal information (and require them to be deleted) in some other circumstances.

If you wish to exercise any of these rights, please contact us as set out below. You can also lodge a complaint about our processing of your personal information with the office of the UK Information Commissioner (www.ico.gov.uk).

Complaints

If you have complaints about how we use your personal information, please contact us via support@quartzhousing.com who will try to resolve your case. If we cannot find a solution, you are entitled to bring your complaints to the Information Commissioner’s Office in the United Kingdom. If you need further information on how to contact the Information Commissioner’s Office, please inform us via support@quartzhousing.com. 

Contact us
We welcome questions, comments and requests regarding this privacy statement and our processing of personal information. Please send them to FAO Quartz Housing, 25 Maddox St, London, W1S 2QN or via our contact us page. 

Changes to this policy

Any future updates to this privacy statement will be posted on our website and can also be provided upon request. Please check regularly for changes.

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