This privacy policy sets out how NewOfficeAmerica.com uses and protects any information that you provide when you use this website.
NewOfficeAmerica.com is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using this website, then you can be assured that it will only be used in accordance with this privacy statement.
NewOfficeAmerica.com may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective from 01/10/2012 and was last updated 17/05/2018.
What we collect
We may collect the following information:
- Name and company name
- Contact information including email address
- Demographic information such as postcode and country
- Other information relevant to and necessary for the services we provide
Why we collect it
To assist you in finding an office space that is suitable for your needs.
What we do with the information we gather
We require this information to understand your needs and provide you with a better service.
Please be aware of the following:
- We will pass your information to the office broker tasked with dealing with your inquiry who may also need to share your details with the landlord or serviced office provider responsible for the property you are interested in.
- We will store your data in a secure manner for as long as is required to adequately handle your inquiry and any follow-up communications.
AI Office Agent (Chatbot) Conversations
Our website includes an interactive AI Office Agent (“chatbot”) designed to help visitors find suitable office space and answer related questions. The AI Office Agent uses natural language processing technologies, which may be powered by third-party AI platforms, to interpret and respond to your messages.
When you use the AI Office Agent, the content of your conversation may be transmitted securely to these third-party providers solely for the purpose of generating responses. Conversations may also be stored and analysed anonymously to help us improve accuracy, monitor performance, enhance safety, and develop the service.
Please be aware that AI-generated responses may occasionally be inaccurate, incomplete, outdated, or based on limited information. The AI Office Agent is provided as an assistive tool only. It does not provide professional advice, and we cannot guarantee the accuracy, reliability, or completeness of any information it provides, including office descriptions, availability dates, amenities, or pricing.
Any pricing displayed or mentioned by the AI Office Agent is provided strictly as a guide price. Actual pricing may vary depending on availability, provider policies, lease terms, contract length, and other factors. You must verify all pricing and office details directly with the provider or by submitting an inquiry through our website. We cannot accept liability for any decisions made or actions taken based on information provided by the AI Office Agent.
We do not use AI Office Agent conversation data to create personal profiles or to make automated decisions that have legal or significant effects on you. However, please avoid sharing any sensitive personal information (such as full names, exact home addresses, financial information, or health details) when using the chatbot, as these are not required to assist with office rental enquiries.
If the AI Office Agent opens an enquiry form during your conversation, any information you enter into that form is not sent to any third-party AI platform. It is securely transmitted to us and used solely for the purpose of processing your enquiry or contacting you about available office options.
By using the AI Office Agent, you acknowledge and accept that your messages may be processed by third-party AI systems and that the responses may contain errors. If you are not comfortable with your messages being processed in this way, or with the limitations of AI-generated responses, please do not use the chatbot. You can instead contact us through our standard enquiry forms or by emailing us directly.
The AI Office Agent interface may display links (including this Privacy Policy) for transparency. All information processed via the AI Office Agent is handled in accordance with this privacy policy and applicable data protection laws.
Security
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.
Removal of data
If you would like to have your data removed from our systems, please email michael@NewOfficeAmerica.com from the email address that you used for the initial inquiry, with the subject line 'Please remove my data from your systems'. Your data will be removed within 30 days of the request being received.
How we use cookies
A cookie is a small file which asks permission to be placed on your computer's hard drive. The cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.
We use traffic log cookies to identify which pages are being used. This helps us analyse data about webpage traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.
Overall, cookies help us provide you with a better website by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.
You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.
Controlling your personal information
We will not sell or lease your personal information to third parties unless we have your permission or are required by law to do so.
Some of the office centres listed on this website are managed by a third party broker with whom we may share your details for the sole purpose of progressing your inquiry. Whilst we have an agreement with this broker that all information we provide them will be treated confidentially, we cannot accept any responsibility for the actions of this third party with regards to your data.
You may request details of personal information which we hold about you under the Data Protection Act 1998. A small fee will be payable. If you would like a copy of the information held on you please email us at michael@newofficeamerica.com
If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible at the above address. We will promptly correct any information found to be incorrect.