Hire Space takes your privacy very seriously.
Below are T&Cs, Privacy and Cookie policies.
This summary is intended to provide an overview of the community guidelines we follow as part of the standard terms between Hire Space and a Service Provider. They do not constitute an agreement and our full standard terms must be consulted. For full standard terms please see below.
Hire Space generates new event enquiries to venues and other service providers.
This page sets out our Terms and Conditions on which you (the “Service Provider” or any of your representatives) agree to be bound by making use of Hire Space Website Ltd (“Hire Space”) services.
YOUR ATTENTION IS DRAWN IN PARTICULAR TO THE PROVISIONS OF CLAUSE 4, WHICH ENTITLES US TO CHARGE COMMISSION ON ANY BOOKINGS YOU RECEIVE AS A RESULT OF USING SERVICES PROVIDED BY US.
Please read these Terms and Conditions carefully as they contain important information regarding your legal rights, remedies and obligations. These include various limitations and exclusions and obligations to comply with applicable laws and regulations.
These Terms and Conditions are accepted by you or any representative making use of Hire Space services having been made aware of these terms via any means of communication. Solely for the purposes of documentation, we may also ask you, or any representative, to accept these terms via our Site or by signing these terms either physically or electronically.
The Hire Space services comprise of three areas, a) our Online Enquiry Platform, b) our Hire Space Expert Service and c) our Marketing Services. Use of any of these three services constitutes use of the Hire Space services.
You understand and agree that Hire Space is not a party to any agreement entered into between the Service Provider and Customer, nor is Hire Space acting as an agent, or in partnership with any Service Provider or Customer. Hire Space has no control over the conduct of Service Providers or Customers, other users of the Services, Listings, or any Service Provider advertised on the Site, or advocated by our Hire Space Expert Service, and disclaims all liability in this regard to the maximum extent permitted by law.
You acknowledge and agree that, by using or accessing the Services, you are indicating that you have read, and that you understand and agree to be bound by these terms, whether or not you have accepted these terms via our Site or by signing these terms either physically or electronically. If you do not agree to these terms, then you have no right to access or use the Services. If you accept or agree to these terms on behalf of a company or other legal entity, you represent and warrant that you have the authority to bind that company or other legal entity to these terms and, in such event, "you" and "your" will refer and apply to that company or other legal entity.
If you accept or agree to these terms they shall continue in full force and effect, subject to termination in accordance with the provisions of these terms.
The Online Enquiry Platform and Hire Space Expert Service are intended to be used to facilitate the introduction of Customers to Service Providers for the purpose of booking venues, or the provision of services related to venues, directly between those two parties. The Marketing Services services are intended to make Customers aware of a Service Provider so that they may book their venue, or use their venue related services.
Hire Space does not control the content contained in any Listings, or other information provided directly or indirectly by the Service Provider, and does not make any warranty or representation to the Customer as to the condition, legality or suitability of any Venue. Hire Space is not responsible for and disclaims any and all liability related to any and all Listings and Service Providers. Accordingly, any Listings advertised by the Service Provider, or bookings made by the Customer, are done so at their own risk.
1.1 The service is operated by Hire Space Website Limited, a company registered in England and Wales under company number 07828456 whose registered office is at 40 Ashley Gardens, Ambrosden Avenue, London, SW1P 1QE (hereinafter, “Hire Space”).
1.2 Definitions in these Terms and Conditions:
Account: means an account created by a Service Provider or by the Hire Space Team on behalf of a Service Provider on the Site for the purpose of creating Public or Private Listings, pursuant to the registration process and requirements as determined by Hire Space from time to time.
Affiliate: any entity that directly or indirectly Controls, is Controlled by, or is under common Control with the Service Provider, which is otherwise not also a Service Provider.
Agreed Commission: the agreed commission shall be 10%.
Business Day: any day other than a Saturday or Sunday or a bank or public holiday in England.
Completed Booking: shall mean a Confirmed Booking, following which the Event takes place in accordance with the agreement made at the time of Confirmed Booking, or on such other re-scheduled Event Date as the Service Provider and Customer may subsequently agree upon.
Cancelled Booking: shall mean a Confirmed Booking following which the Customer notifies the Service Provider that the Event is cancelled and/or postponed for a period of not less than 3 years’ after the date on which a Enquiry is made.
Confirmed Booking: shall mean a Service Provider agreeing with a Customer, in writing or otherwise, for a Service Provider to undertake the provision, hire or letting of goods and services involved in an Event in exchange for money or other benefit.
Control: the beneficial ownership of more than 50% of the issued share capital of a company or the legal power to direct or cause the direction of the general management of that Person, and Controls, Controlled shall be construed accordingly.
Customer: a Person or Company using the Services for the purpose of an event provided by the Service Provider.
Customer Spend: the total final price (exclusive of VAT) agreed to be payable from the Customer to the Service Provider. This may be for the provision, hire or letting of a goods or services by a Service Provider to a Customer on an Event Date(s) (which shall include, but not be limited to, venue hire, accommodation, catering, cancellation fees and all other ancillary services required for the Event, which are provided or facilitated by the Service Provider). This shall include both items which are booked, or committed to via a minimum spend, before the Event Date(s) and items that are not pre-agreed but become payable on, or after, the Event Date(s). If the Service Provider has failed to provide Hire Space a Customer Spend within 30 days of the first Event Date(s) then the Customer Spend shall be the maximum feasible Customer Spend according to the information available to Hire Space. When a Service Provider has had to give a discount due to failure to provide a service, unsatisfactory service or similar circumstances then this discount shall not affect the Customer Spend.
Enquiries: an Enquiry is made when any of the following occur:
(a) a Customer makes contact (or attempts to make contact) with a Service Provider through the Site by submitting their personal contact details via a form on the Site, in respect of using a Listing or Venue;
(b) a member of the Hire Space Team contacts (or attempts to contact) a Service Provider on behalf of a Customer (by whatever means available, whether by email, phone, the Site or otherwise) in respect of a potential Booking with a Service Provider or an Affiliate; or
(c) a member of the Hire Space Team suggests a particular Service Provider to a Customer (whether or not contact has been made by Hire Space with the Service Provider); or
(d) a Customer makes a telephone call to Hire Space regarding an Event and is directly transferred to a Service Provider; or
(e) a Customer engages a venue on premises during a visit that has been facilitated by Hire Space, this may include viewings for separate enquiries or client events; or
(f) a Service Provider refers a Customer (for whatever reason) to another Service Provider or an Affiliate which has been previously referred to them under points (a), (b), (c) or (d).
An Enquiry shall be for any Events which arise from the chain of contact arising from an Introduction. For the avoidance of doubt, if a Customer initially enquiries regarding Event A, but on viewing a venue decides to book that Service Provider for Event B, then both Event A and Event B shall be commissionable. If a Customer returns, not via Hire Space, after Event A and wishes to book Event B then Event B shall not be commissionable. and “Enquiry” shall be interpreted accordingly.
Event: the provision, hire or letting of a goods or services by a Service Provider to a Customer on an Event Date(s) in exchange for money or other benefit. This may be, but is not limited to, the hire of a venue or the provision of venue related services.
Event Date(s): the date or consecutive dates on which an Event for which a Confirmed Booking is made, takes place. For the avoidance of doubt, this includes any set up and de-rig days.
Hire Space Team: any officer, employee, agent or representative of Hire Space Website Limited, or any other person working on behalf of Hire Space.
Intellectual Property Rights: patents, utility models, rights to inventions, copyright and neighbouring and related rights, trademarks and service marks, business names and domain names, rights in get-up and trade dress, goodwill and the right to sue for passing off or unfair competition, rights in designs, database rights, rights to use, and protect the confidentiality of, confidential information (including know-how and trade secrets), and all other intellectual property rights, in each case whether registered or unregistered and including all applications and rights to apply for and be granted, renewals or extensions of, and rights to claim priority from, such rights and all similar or equivalent rights or forms of protection which subsist or will subsist now or in the future in any part of the world.
Introduction: after, or at the point, an Enquiry is made from which a Service Provider and a Customer communicate directly regarding an Event or other related arrangements. This introduction may be made by Hire Space, directly between the Customer and Service provider or by an unrelated third party.
Listing: means a Public Listing or a Private Listing.
Marketing Services: additional marketing activities carried out to market Service Providers to Customers.
Person: shall mean any natural person, or corporate or unincorporated body (whether or not having separate legal personality).
Public Listing: means a web page connected with the Account (as generated by the Site) which describes a Venue available for hire.
Private Listing: means details of a Venue which have been submitted privately to the Hire Space Team (which can otherwise become a Public Listing subject to the express instruction of the Service Provider) for the purpose of allowing the Hire Space Team to advertise a Venue to Customers, otherwise than through the Site. This shall include details for a venue which are in the process of becoming a Public Listing as well as details for a venue which are intended to remain Private.
Recurring Event: shall mean an Event(s) which repeat across multiple Event Dates which have arisen from a single Enquiry, or an Event(s) which re-occurs more than once with the same Service Provider.
For the avoidance of doubt:
Services: means those services which Hire Space provides to Service Providers and Customers from time to time, whether through the Site or otherwise.
Site: the website as found at the root domain https://hirespace.com and including all subdomains.
Venue: a location or set of locations of which a Service Provider has operational control over or may be compensated for the use of, and for which the Service Provider has advertised the use of such Venue through Hire Space (whether through the Site or otherwise).
Service Provider ("You"): means the Person, or any of their representatives, in who may provide, hire or let goods or services to a Customer for an Event.
2.1 By using the Services, having been made aware of these terms, you have agreed to receive Enquiries. This includes accepting any enquiries by either:
2.2 All Enquiries are or may be subject to review by members of the Hire Space Team prior to being sent to you, or at such time as they are sent to you
2.3 Once a Enquiry has been made to a Service Provider, the Enquiry shall be deemed to have been received by the Service Provider at the time at which the Enquiry is made to the Service Provider, whether or not the Service Provider acknowledges receipt of that Enquiry
2.4 From the point of Introduction, the Service Provider and Customer may deal directly with one another for the purpose of arranging an Event, and Hire Space shall have no liability whatsoever to either the Service Provider or the Customer in relation to any contractual dealings between the Service Provider and Customer.
2.5 Hire Space reserves the right to contact either the Service Provider or the Customer at any time following a Enquiry so as to ascertain the status of the Enquiry and ask for feedback or any contracts related to a Confirmed Booking from either party.
2.6 Hire Space will endeavour to release any spaces held on behalf of a Customer immediately, explaining why the Service Provider did not win the business and, when possible, where the business was placed
3.1 In agreeing to receive Enquiries from Hire Space, the Service Provider agrees to act at all material times in good faith towards Hire Space.
3.2 The Service Provider shall provide Hire Space, in a timely manner, the information that Hire Space reasonably requires to carry out its duties, including marketing information for and details of the Services, and information about the Service Provider.
3.3 The Service Provider agrees to maintain up to date contact details in connection with the Account, and shall ensure in so far as is reasonably practicable that all guide prices in relation to any Listing, are accurate.
3.4 The Service Provider agrees to provide prompt evidencerelating to bookings to Hire Space of the following:
(a) the date it receives a Confirmed Booking;
(b) the Customer Spend payable for the Event;
(c) the Event Date(s);
(d) in the event of a Cancelled Booking, the amount of any non-refundable payment received from the Customer as at the date of cancellation, no later than three Business Days after it receives a Confirmed Booking or Cancelled Booking (as the case may be);
(e) full Service Provider company name, company number; the registered office address, VAT number (if applicable).
3.5 In the case that the Service Provider does not provide the details outlined in 3.4 in a timely manner then Hire Space reserves the right to assume or estimate these dates / charges as best it can with the information provided. For the avoidance of doubt, Hire Space reserves the right to assume the maximum feasible spend and to invoice this as the Customer Spend if the Customer Spend is not provided within 30 days of the event.
3.6 The Service Provider may not advertise guide prices on the Site which are higher than any prices routinely quoted to prospective customers, or advertised elsewhere in the ordinary course of the Service Provider’s business. Further, the Service Provider may not quote prices to Customers which include Hire Space commission as an additional fee.
3.7 The Service Provider is responsible for the accuracy of all images and text which are connected to the Account, and shall use all reasonable endeavours to ensure that the content is maintained. Hire Space may create content on behalf of the Service Provider using information readily available from the public domain, or supplied to it by the Service Provider.
3.8 The Service Provider shall ensure that its Listings do not infringe any applicable laws, regulations or third party rights (including the use of material which is obscene, indecent, pornographic, seditious, offensive, defamatory, threatening, liable to incite racial hatred or acts of terrorism, menacing, blasphemous or in breach of any third party Intellectual Property Rights) (Inappropriate Content).
3.9 The Service Provider acknowledges that Hire Space does not purport to monitor the content of any Listings. Hire Space reserves the right to remove content from Listings where it reasonably suspects such content is Inappropriate Content. Hire Space shall notify the Service Provider promptly if it becomes aware of any allegation that any content contained in any Listing on the Site may be Inappropriate Content.
3.10 Provider shall be under no obligation to accept an Enquiry, but will be deemed to have received an Enquiry when it is first provided if they choose to accept the enquiry at a later date in accordance with clause 2.1.
3.11 In the event that the Service Provider is unwilling or unable to accept an Enquiry, the Service Provider agrees that it shall not refer that Enquiry to another entity, unless that entity is another Service Provider, or an Affiliate, in which case that Affiliate’s attention shall be drawn to these Terms and Conditions and its obligation to pay commission pursuant to clause 4.2.
4.1 In consideration of Hire Space facilitating the making of Enquiries to the Service Provider, the Service Provider agrees to, and shall be liable to pay commission to Hire Space, for any Enquiry which results in a Confirmed Booking, in accordance with the provisions set out in this clause 4.
4.2 The right of Hire Space to receive commission shall arise at the point at which a Enquiry is made and for the purpose of this clause 4.2, a Enquiry shall deemed to have been made at the earliest of the following events:
(a) at such time as a Customer first submits their contact details on the Site through a Listing belong to the Service Provider, for the purpose of making contact with the Service Provider (as timed and recorded by the Site); or
(b) where a Customer has asked the Hire Space Team to make contact on its behalf, at such time as the Hire Space Team first attempt contact with the Service Provider (whether by way of email, telephone call, through the Site or otherwise) and not the time at which an acknowledgement from the Service Provider is actually received (whether such receipt is deemed or otherwise); or
(c) where a member of the Hire Space Team suggests a Service Provider to a Customer, at such time as the Hire Space Team first contact the Customer with the suggestion (whether by way of email, telephone call, through the Site or otherwise) and not the time at which an acknowledgement from the Customer is actually received.
(d) where a Customer has contacted a telephone number or email address administered or operated by Hire Space for the purpose of making contact with the Service Provider or Hire Space Team which is forwarded directly to the Service Provider
(e) where a Customer engages a venue on premises during a visit that has been facilitated by Hire Space, this may include viewings for separate enquiries or client events; or
4.3 No commission shall be payable to Hire Space in respect of a Confirmed Booking where the Service Provider can provide written proof that a Customer has entered into bona fide negotiations with the Service Provider, before the Enquiry is made (as described in clause 4.2) in respect of the same Event to which a Confirmed Booking relates, in the 3 months immediately prior to making an Enquiry (as described in clause 4.2). This clause 4.3 shall not apply to repetitions of Recurring Events.
4.4 Where a Service Provider refers an Enquiry to an Affiliate in accordance with clause 3.11, for any Enquiry which results in a Confirmed Booking, the Affiliate shall be liable to pay commission to Hire Space in accordance with the provisions set out in this clause 4.
4.5 For all Confirmed Bookings where money is due from the Customer to the Service Provider, the following rates of commission will apply:
(a) in the event of a Completed Booking, the Agreed Commission of the Customer Spend due from the Customer to the Service Provider (exclusive of VAT); and
(b) in the event of a Cancelled Booking, and where the Service Provider has retained a non-refundable payment from the Customer, the Agreed Commission of that payment (exclusive of VAT).
4.6 For a Recurring Event, commission at a minimum rate of the Agreed Commission shall be payable for the first 10 occurrences of that event, or all occurrences within the first year, whichever includes the most events
4.7 All payments due to Hire Space will be subject to VAT at the prevailing rate in force at such time as payment becomes due.
4.8 Hire Space reserves the right to charge a different rate of commission to that otherwise advertised on the Site or on a case by case basis at its absolute discretion as agreed in exchange of a signed document with the Service Provider, including for (but not limited to) registered charities. Unless agreed in exchange of a signed document between Hire Space and the Service Provider, the commission shall be the Agreed Commission.
4.9 Service Providers will be invoiced for the payment of commission the day after the first Event Date.
4.10 The due date for all invoices raised by Hire Space will be 28 days from the date on which any such invoice is raised.
4.11 Hire Space reserves the right to offer alternate payment terms on a case by case basis at its absolute discretion.
4.12 In the event that invoices are not paid within two weeks of their due date, your Account may be suspended and your credit rating may be affected. If you have any queries about invoices then please contact us directly on firstname.lastname@example.org.
4.13 For any invoices which are more than 30 days overdue, HIre Space reserves the right to pass these debts to a 3rd party debt collection agency or reclaim monies directly via the County Court Money Claim process.
4.14 Hire Space reserves the right to charge late payment penalties under the Late Payment of Commercial Debts Regulations 2002 (SI 2002 No 1674) and will charge between £40 and £100, depending on the size of the invoice, in addition to interest charged at 8% over the Bank of England base rate Late Payment of Commercial Debts Regulations 2002 (SI 2002 No 1674).
4.15 The liability of the Service Provider for the payment of commission is not subject to, nor conditional upon, the Service Provider having first received payment (whether invoiced or not) from the Customer in respect of the Confirmed or Completed Booking.
4.16 If a Customer defaults on payment to the Service Provider commission remains due and payable to Hire Space. Non-payment from the Customer to the Service Provider does not affect our terms of payment.
4.17 The Service Provider may claim back commission already paid in respect of Confirmed Bookings which are subsequently cancelled by the Customer, subject to providing satisfactory evidence of the same to email@example.com, and subject to the deduction of any payment due in respect of the Cancelled Booking under clause 4.3(b).
4.18 The Service Provider may not claim back commission which has been paid to Hire Space in respect of a Confirmed Booking which is subsequently cancelled by the Service Provider.
4.19 Termination of the Service Provider’s Account (howsoever arising) shall not affect the continuation in force of this clause 4 and the Service Provider's obligation to pay commission to Hire Space in accordance with it in respect of any outstanding Booking Enquiries as at the date on which the Account is terminated.
4.20 For the avoidance of doubt, whether rates are expressed to the market as inclusive or exclusive, commission should be expressed on the VAT exclusive rate. For example a hire fee of £100.00 + VAT @ 20% = £120.00. Commission @ 10% (on the net amount = £10.00 + VAT @ £2.00. Total commission payable = £10 + £2 VAT = £12).
4.21 Service Providers will make Hire Space aware at the earliest possible time if another agent may be in a contractual relationship to confirm a booking is acting on behalf of a client. Failure to do so shall be interpreted as not acting in good faith and the expectation in this case will be that the Service Provider will provide full commission to Hire Space
4.22 Hire Space may have Customer which whom they are contracted as the exclusive venue finder. All bookings from these clients shall be commissionable, irrespective of how the enquiry arises, even if the enquiry is brought to the venue by another venue finder.
5.1 The Intellectual Property Rights in all software made available and content supplied in connection with the Service Provider’s use of the Site and/or Services remains the property of Hire Space and/or its licensors, advertisers and/or content suppliers.
5.2 The Service Provider will comply with the terms of any agreement required by the owner of Intellectual Property Rights in all software and content supplied to the Service Provider for the purpose of using the Site and the Service Provider hereby acknowledges that all software that is not made readily available to it is confidential, and that all other rights including but not limited to database rights and copyright are asserted and reserved by Hire Space, its licensors, advertisers and content suppliers.
5.3 The Service Provider must not modify, translate, reverse engineer, decompile, disassemble (except to the extent that applicable laws expressly or impliedly prohibit such restriction) or create derivative works based on any software or any documentation accompanying such software supplied by Hire Space, its licensors, advertisers or content suppliers, via the Site.
5.4 The Service Provider shall not reproduce any marketing material created or commissioned by Hire Space for the Service Provider for use on the Site, for the Service Provider’s own external marketing off the Site, without written permission from Hire Space.
5.5 Any content a Service Provider uploads to Site will be considered non-confidential and non-proprietary. The Service Provider retains all of its ownership rights in such content, but is required and agrees pursuant to these Terms and Conditions to grant Hire Space a limited licence to use, store and copy that content and to distribute and make it available to third parties.
5.6 Hire Space may use any images or other media which has been uploaded to a Listing or made publicly available by a Service Provider, for the purpose of marketing Hire Space’s services.
5.7 Hire Space reserves the right to disclose a Service Provider’s identity to any third party who is claiming that any content posted or uploaded by the Service Provider to the Site constitutes a violation of their Intellectual Property Rights or of their right to privacy.
5.8 Hire Space will not be responsible, or liable to any third party, for the content or accuracy of any content published by Service Providers or Customers to the Site or otherwise.
5.9 Hire Space reserves the right to remove any Listing, if in Hire Space’s opinion, that Listing does not comply with acceptable content standards.
6.1 Hire Space shall have no authority, and shall not hold itself out, or permit any person to hold itself out, as being authorised to bind the Service Provider in any way, and shall not do any act which might reasonably create the impression that Hire Space is so authorised. Hire Space shall not make or enter into any contracts or commitments or incur any liability for or on behalf of the Service Provider, including for the provision, hire or let of any goods or services or the price for them.
6.2 Hire Space shall disclose to each Customer that it has no authority to enter into any contract on behalf of the Service Provider.
6.3 Nothing in these Terms and Conditions are intended to, or shall be deemed to, establish any partnership or joint venture between any of the parties, constitute any party the agent of another party, or authorise any party to make or enter into any commitments for or on behalf of any other party.
6.4 Hire Space shall not warrant or represent to the Customers that any Service Provider is of satisfactory quality and/or reasonably fit for any of the purposes for which the Service Provider is required.
6.5 The Service Provider acknowledges that if for any reason a Customer is not content with a Service Provider, the Customer’s claim is against the Service Provider and the Service Provider alone.
6.6 Hire Space shall use its reasonable endeavours to ensure that use of the Services is safe and secure and that the Site is functioning properly.
6.7 Hire Space offers no guarantee that the Site, or any content on it, will always be available or be uninterrupted. Access to the Site is permitted on a temporary basis. Hire Space may suspend, withdraw, discontinue or change all or any part of the Site without notice and shall not be liable to the Service Provider if for any reason the Site is unavailable at any time or for any period.
6.8 The Service Provider is responsible for making all arrangements necessary for the Service Provider to have access to the Site, and the Service Provider shall be solely responsible for ensuring that use of the Site does not result in any damage to the Service Provider’s computer systems or data loss which might arise from use of the Site and/or disruption to the Services.
6.9 Hire Space (including its affiliates, officers, directors, agents and employees) shall not be liable to either the Service Provider or Customer in contract, tort (including negligence) or otherwise for any business losses, such as loss of data, profits, revenue, business, opportunity, goodwill, reputation or business interruption or for any other losses arising directly or indirectly from:
(a) use of or an inability to use the Site and/or Services;
(b) delays or disruptions in the operation of the Site and/or Services;
(c) viruses or other malicious software which is acquired by accessing the Site, or any site, services, application or tool linked to the Site;
(d) glitches, bugs, errors, or inaccuracies of any kind in the Site;
(e) a suspension or other action taken in respect to an Account by the Hire Space Team;
(f) the duration or manner in which Listings appear in search results;
(g) the Service Provider’s need to modify practices, content, or behaviour or loss of or inability to do business, as a result of changes to these Terms and Conditions or our policies (and Hire Space reserves the right to modify its policies and these Terms and Conditions at any time consistent with the provisions outlined in these Terms and Conditions).
6.10 Hire Space cannot confirm, and is not responsible for ensuring, the accuracy or truthfulness of Service Providers’ or Customers’ purported identities, or the validity of the information which they provide to Hire Space or post on the Site.
6.11 For the avoidance of doubt, Hire Space shall not be liable for any loss or damage caused to the Service Provider arising from the actions or default of any Customer (for whatever reason whatsoever) and Hire Space makes no representations or warranties to the Service Provider as to the Customers who may engage with the Service Provider, as a direct result of Hire Space carrying out the Services.
7.1 Hire Space may in its absolute discretion offer marketing services to Service Providers from time to time, for which a fee is payable on the terms in clause 4.10.
7.2 The Marketing Services shall be offered in accordance with these terms and any additional provisions as advertised on the Site or otherwise through the Hire Space Team (in each case as may be varied from time to time).
7.3 The Marketing Services may include (but shall not be limited to) consultation with the Hire Space Team as to the appearance and creation of effective Listings, photography packages, advice as to promotional strategies, premium placement of Listings in highly visible areas of the Site, and direct marketing by the Hire Space Team on the Service Provider’s behalf, by way of social media campaigns and marketing, content marketing, conversion rate optimisation, search engine optimisation, website analytics, newsletters and mailshots, and the organisation of promotional events specific to a Venue. It may also include marketing under our EventLAB brand.
7.4 The Service Provider accepts that in the course of carrying out the Marketing Services, Hire Space may from time to time promote a Service Provider through marketing literature or social media platforms, and make such representations on the Service Provider’s behalf as the Hire Space Team shall think fit, in order to promote the Venue or Service Provider.
7.5 Hire Space shall not in any circumstances have any liability for any losses or damages which may be suffered by the Service Provider (or any person claiming under or through the Service Provider), whether the same are suffered directly or indirectly or are immediate or consequential, and whether the same arise in contract, tort (including negligence) or otherwise howsoever, which fall within any of the following categories:
(a) special damage, even though Hire Space was aware of the circumstances in which such special damages could arise;
(b) loss of profits;
(c) loss of anticipated savings;
(d) loss of business opportunity;
(e) loss of goodwill;
(f) loss of, or damage to (including corruption of), data;
which the Service Provider believes to have arisen as a result of the actions of Hire Space in undertaking the Marketing Services, provided that this clause 7.5 shall not prevent claims for loss of or damage to the Service Provider's tangible property that fall within the terms of clause 7.6 or any other claims for direct financial loss that are not excluded by any of categories (a) to (f) inclusive of this clause 7.5;
7.6 The Service Provider agrees that, in accepting these Terms and Conditions, it has not relied on any representations (whether written or oral) of any kind or of any person other than those expressly set out in these Terms and Conditions or (if it did rely on any representations, whether written or oral, not expressly set out in these Terms) that it shall have no remedy in respect of such representations and (in either case) Hire Space shall not in any circumstances have any liability otherwise than in accordance with the express Terms and Conditions set out herein.
7.7 Without prejudice to any other express limitation of liability within these Terms and Conditions, the total liability of Hire Space, whether in contract, tort (including negligence) or otherwise in connection with the Paid Services, shall in no circumstances exceed a sum equal to 100% of the Charges payable by the Service Provider to Hire Space in the period in which the liability arises.
7.8 Hire Space offers no representations or warranties as to the effectiveness of the Marketing Services for the purpose of generating Booking Enquiries or Confirmed Bookings.
7.9 All amounts due to Hire Space in respect of the Paid Services shall be paid by the Service Provider in full without any set-off, counterclaim, deduction or withholding (other than any deduction or withholding of tax as required by law).
7.10 For the avoidance of doubt, Events booked during the time when a Service Provider is being marketed shall be commissionable as described in section 4.
7.10 Hire Space reserves the right to cease the Marketing Services with no refund if there is a breach of these terms by the Service Provider.
7.11 Hire Space retains the right to full editorial control for all content produced and distributed as part of the Marketing Services. The Service Provider shall have no claim against Hire Space arising from the production or distribution of content as part of the Marketing Services.
8.1 We will contact you by e-mail, by post or by providing you with information by posting notices on the Site.
8.2 Notices will be deemed received and properly served immediately when posted on the Site and immediately after an email is sent, or three days after the date of posting of any letter sent within the UK.
9.1 Without affecting any other right or remedy available to it under these Terms and Conditions, Hire Space may terminate the Service Provider’s agreement with immediate effect, if:
(a) the Service Provider fails to pay any amount due under these Terms and Conditions on the due date for payment and remains in default not less than 30 days after being notified in writing to make such payment; or
(b) the Service Provider commits a material breach of any term of these Terms and Conditions and such breach is irremediable, or (if such breach is remediable) the Service Provider fails to remedy that breach within a period of 30 days after being notified in writing to do so.
9.2 The Service Provider may terminate its agreement with Hire Space at any time, or request that one or more Listings be taken down from the Site at any time, by sending notice to firstname.lastname@example.org.
9.3 Hire Space may terminate or suspend any part of the Services at any time, without giving notice to the Service Provider.
9.4 Termination of the agreement by either the Service Provider or Hire Space, or termination of the Services by Hire Space (as the case may be) shall not affect any rights, remedies, obligations or liabilities that the parties have accrued up to the date of termination, including the right to claim damages, commissions or other monies due in respect of any breach of these Terms and Conditions which existed at or before the date of termination.
9.5 Any Enquiries made to a Service Provider before the date of the Termination of the agreement shall be commissionable after the date of the Termination of the agreement.
The Service Provider agrees to indemnify, defend and hold harmless Hire Space, its directors, officers, employees, consultants, agents, and Affiliates, from any and all third party claims, liability, damages and/or costs (including, but not limited to, legal fees) arising from, without limitation, the Service Provider’s use of the Site and Services, any breach of these Terms and Conditions, infringement of any Intellectual Property Rights or any other right of any Person or entity, or breach of any duty of confidence or privacy, or any defamatory statements made by the Service Provider in any form.
No failure or delay by Hire Space to exercise any right or remedy provided under these Terms and Conditions or by law shall constitute a waiver of that or any other right or remedy, nor shall it prevent or restrict the further exercise of that or any other right or remedy. No single or partial exercise of such right or remedy shall prevent or restrict the further exercise of that or any other right or remedy.
Hire Space reserves the right to vary these Terms and Conditions unilaterally from time to time. You should regularly check and read the Terms and Conditions for any updates and/or amendments. Hire Space will notify venues should these Terms and Conditions change. If you do not agree to any of the updates or amendments at any time you should cease to use our Services.
If any provision or part-provision of these Terms and Conditions becomes invalid, illegal or unenforceable, it shall be deemed modified to the minimum extent necessary to make it valid, legal and enforceable. If such modification is not possible, the relevant provision or part-provision shall be deemed deleted. Any modification to or deletion of a provision or part-provision under this clause shall not affect the validity and enforceability of the rest of these Terms and Conditions.
14.1 These Terms and Conditions and any dispute or claim arising out of or in connection with them or their subject matter or formation (including non-contractual disputes or claims) shall be governed by and construed in accordance with the law of England and Wales.
14.2 Each party irrevocably agrees that the courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim arising out of or in connection with these Terms and Conditions or their subject matter or formation (including non-contractual disputes or claims).
15.1 This agreement constitutes the entire agreement between the parties and supersedes and extinguishes all previous drafts, agreements, arrangements and understandings between them, whether written or oral, relating to its subject matter.
15.2 Each party acknowledges that in entering into this agreement it does not rely on, and shall have no remedies in respect of, any representation or warranty (whether made innocently or negligently) that is not set out in this agreement.
15.3 No party shall have any claim for innocent or negligent misrepresentation based upon any statement in this agreement.
15.4 Nothing in this clause shall limit or exclude any liability for fraud.
16.1 A person who is not a party to this Agreement may not enforce any of its terms under the Contracts (Rights of Third Parties) Act 1999 (“the Act”). Where any clause of this Agreement entitles any person to enforce any term of this Agreement under the Act, the parties reserve the right to vary that term or any other term of this Agreement without the consent of that person.
The Site and services made available through it (the “Services”) comprise an online platform through which venue providers may create listings for the hire and letting of event venues, and consumers browsing the Site may learn about and book venues directly with venue providers. You understand and agree that Hire Space is not a party to any agreement entered into between any venue provider listing a venue on the Site, and a consumer using the Site, nor is Hire Space acting as an agent, or in partnership with any venue provider or consumer. Hire Space has no control over the conduct of venue providers, consumers, other users of the Site and Services, listings, or any venue advertised on the Site, and disclaims all liability in this regard to the maximum extent permitted by law.
You acknowledge and agree that, by accessing or using the Site or Services or by downloading or posting any content from or on the Site or through the Services, you are indicating that you have read, and that you understand and agree to be bound by these terms, whether or not you have registered on the Site. If you do not agree to these terms, then you have no right to access or use the Site or Services. If you accept or agree to these terms on behalf of a company or other legal entity, you represent and warrant that you have the authority to bind that company or other legal entity to these terms and, in such event, "you" and "your" will refer and apply to that company or other legal entity.
The Site and Services are intended to be used to facilitate the introduction of consumers to venue providers for the purpose of booking venues directly with one another. Hire Space does not control the content contained in any listings created by venue providers and does not make any warranty or representation to consumers using the Site as to the condition, legality or suitability of any venue advertised on the Site, or by a member of the Hire Space Sale Team. Hire Space is not responsible for and disclaims any and all liability related to any and all listings and venues. Accordingly, any listings advertised by a venue provider, or bookings made by a consumer, are done so at their own risk.
https://hirespace.com is a website operated by Hirespace Limited ("We"). We are registered in England and Wales under company number 07828456 and have our registered office at 215 - 221 Borough High Street, London SE1 1JA.
Please check this page from time to time to take notice of any changes we made, as they are binding on you.
We may update our Site from time to time, and may change the content at any time. However, please note that any of the content on our Site may be out of date at any given time, and we are under no obligation to update it.
We do not guarantee that our Site, or any content on it, will be free from errors or omissions.
Our Site is made available free of charge.
We do not guarantee that our Site, or any content on it, will always be available or be uninterrupted. Access to our Site is permitted on a temporary basis. We may suspend, withdraw, discontinue or change all or any part of our Site without notice. We will not be liable to you if for any reason our Site is unavailable at any time or for any period.
You are responsible for making all arrangements necessary for you to have access to our Site.
If you choose, or you are provided with, a user identification code, password or any other piece of information as part of our security procedures, you must treat such information as confidential. You must not disclose it to any third party.
If you know or suspect that anyone other than you knows your user identification code or password, you must promptly notify us at email@example.com
We are the owner or the licensee of all intellectual property rights in our Site, and in the material published on it. Those works are protected by copyright laws and treaties around the world. All such rights are reserved.
You may print off one copy, and may download extracts, of any page(s) from our Site for your personal use and you may draw the attention of others within your organisation to content posted on our Site.
You must not modify the paper or digital copies of any materials you have printed off or downloaded in any way, and you must not use any illustrations, photographs, video or audio sequences or any graphics separately from any accompanying text.
Our status (and that of any identified contributors) as the authors of content on our Site must always be acknowledged.
You must not use any part of the content on our Site for commercial purposes without obtaining a licence to do so from us or our licensors.
The content on our Site and any information provided by a member of the Hire Space team is provided for general information only. It is not intended to amount to advice on which you should rely. You accept that taking, or refraining from, any action on the basis of the content on our Site, is done at your own risk.
Although we make reasonable efforts to update the information on our Site, we make no representations, warranties or guarantees, whether express or implied, that the content on our Site is accurate, complete or up-to-date.
To the extent permitted by law, we exclude all conditions, warranties, representations or other terms which may apply to our Site or any content on it, whether express or implied.
We will not be liable to any user for any loss or damage, whether in contract, tort (including negligence), breach of statutory duty, or otherwise, even if foreseeable, arising under or in connection with:
If you are a business user, please note that in particular, we will not be liable for:
We will not be liable for any loss or damage caused by a virus, distributed denial-of-service attack, or other technologically harmful material that may infect your computer equipment, computer programs, data or other proprietary material due to your use of our Site or to your downloading of any content on it, or on any website linked to it.
We assume no responsibility for the content of websites linked on our Site. Such links should not be interpreted as endorsement by us of those linked websites. We will not be liable for any loss or damage that may arise from your use of them and in particular, Hire Space does not make any warranty or representation to users of the Site as to the condition, legality or suitability of any venue advertised on the Site, or as suggested by a member of the Hire Space Sale Team.
Different or supplemental limitations and exclusions of liability may apply to any liability arising as a result of your use of our Site for the purpose of advertising venues, which will be set out in our Terms and Conditions for venue providers, here: https://hirespace.com/Policies#venues, or alternatively, such other terms as we may from time to time provide you with by giving written notice of the same.
Whenever you make use of a feature that allows you to upload content to our Site, or to make contact with other users of our Site, you must comply with the content standards set out in our Acceptable Use Policy, here: https://hirespace.com/Policies#acceptable.
You warrant that any such contribution does comply with those standards, and you will be liable to us and indemnify us for any breach of that warranty.
Any content you upload to our Site will be considered non-confidential and non-proprietary.
We also have the right to disclose your identity to any third party who is claiming that any content posted or uploaded by you to our Site constitutes a violation of their intellectual property rights, or of their right to privacy.
We will not be responsible, or liable to any third party, for the content or accuracy of any content posted by you or any other user of our Site.
We have the right to remove any posting you make on our Site if, in our opinion, your post does not comply with the content standards set out in our Acceptable Use Policy, here: https://hirespace.com/Policies#acceptable.
The views expressed by other users on our Site do not represent our views or values.
You are solely responsible for securing and backing up your content.
We do not guarantee that our Site will be secure or free from bugs or viruses.
You are responsible for configuring your information technology, computer programmes and platform in order to access our Site. You should use your own virus protection software.
You must not misuse our Site by knowingly introducing viruses, trojans, worms, logic bombs or other material which is malicious or technologically harmful. You must not attempt to gain unauthorised access to our Site, the server on which our Site is stored or any server, computer or database connected to our Site. You must not attack our Site via a denial-of-service attack or a distributed denial-of service attack. By breaching this provision, you would commit a criminal offence under the Computer Misuse Act 1990. We will report any such breach to the relevant law enforcement authorities and we will co-operate with those authorities by disclosing your identity to them. In the event of such a breach, your right to use our Site will cease immediately.
You may link to our home page, provided you do so in a way that is fair and legal and does not damage our reputation or take advantage of it.
You must not establish a link in such a way as to suggest any form of association, approval or endorsement on our part where none exists.
You must not establish a link to our Site in any website that is not owned by you.
Our Site must not be framed on any other Site, nor may you create a link to any part of our Site other than the home page.
We reserve the right to withdraw linking permission without notice.
The website in which you are linking must comply in all respects with the content standards set out in our Acceptable Use Policy here: https://hirespace.com/Policies#acceptable.
If you wish to make any use of content on our Site other than that set out above, please contact firstname.lastname@example.org.
Where our Site contains links to other websites and resources provided by third parties, these links are provided for your information only.
We have no control over the contents of those sites or resources.
To contact us, please email email@example.com
Thank you for visiting our Site.
This acceptable use policy sets out the terms between you and us under which you may access our website, https://hirespace.com (the “Site”). This acceptable use policy applies to all users of, and visitors to, the Site.
https://hirespace.com is a website operated by Hirespace Limited ("We"). We are registered in England and Wales under company number 07828456 and have our registered office at 215 - 221 Borough High Street, London SE1 1JA.
You may use our Site only for lawful purposes. You may not use our Site:
You also agree:
We may from time to time provide interactive services on our Site, including, without limitation:
(the “Interactive Services”).
Where we do provide any Interactive Services, we will provide clear information to you about the kind of service offered, if it is moderated and what form of moderation is used (including whether it is human or technical).
We will do our best to assess any possible risks for users (and in particular, for children) from third parties when they use any interactive service provided on our Site, and we will decide in each case whether it is appropriate to use moderation of the relevant service (including what kind of moderation to use) in the light of those risks. However, we are under no obligation to oversee, monitor or moderate any Interactive Service we provide on our Site, and we expressly exclude our liability for any loss or damage arising from the use of any interactive service by a user in contravention of our content standards, whether the service is moderated or not.
The use of any of our Interactive Services by a minor is subject to the consent of their parent or guardian. We advise parents who permit their children to use an Interactive Service that it is important that they communicate with their children about their safety online, as moderation is not fool proof. Minors who are using any interactive service should be made aware of the potential risks to them.
Where we do moderate an Interactive Service, we will normally provide you with a means of contacting the moderator, should a concern or difficulty arise.
These content standards apply to any and all material (including venue listings) which you contribute to our Site (“Contributions”), and to any interactive services associated with it.
You must comply with the spirit and the letter of the following standards. The standards apply to each part of any contribution as well as to its whole.
Contributions must not:
We will determine, in our discretion, whether there has been a breach of this acceptable use policy through your use of our Site. When a breach of this policy has occurred, we may take such action as we deem appropriate.
We exclude liability for actions taken in response to breaches of this acceptable use policy. The responses described in this policy are not limited, and we may take any other action we reasonably deem appropriate.
We may revise this acceptable use policy at any time by amending this page. You are expected to check this page from time to time to take notice of any changes we make, as they are legally binding on you. Some of the provisions contained in this acceptable use policy may also be superseded by provisions or notices published elsewhere on our Site, or sent directly to you.
Hire Space Website Limited ("We") are committed to protecting and respecting your privacy. This policy and the other documents contained in the Legal section of our website sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.
For the purpose of the Data Protection Act 1998 the data controller is Hire Space Website, registration number 7828456, and with registered address 40 Ashley Gardens, Ambrosden Avenue, SW1P 1QE.
Any questions you may have on how we use your data can be directed to Data Protection Officer, Hire Space, 40 Ashley Gardens, Ambrosden Avenue, SW1P 1QE.
Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation 2016/679 (the “GDPR”).
Hire Space collects and processes your personal data through your use of the Hire Space Platforms (and all related web sites, applications and online services and tools where this policy is referenced, regardless of how you access or use them, including mobile devices) and including any data you may provide through the Hire Space Platform:
We may collect information about your computer, including where available your IP address, operating system, login data, hardware information, time zone setting and location, browser plug-in types & versions, browser type and other technology on the devices you use to access the Hire Space Platforms. This is statistical data about our users' browsing actions and patterns, and does not identify any individual.
Hire Space does not store any personal banking details. Any payment transactions are carried out by appropriately regulated 3rd parties and only they will hold your details. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.
We use different methods to collect data from and about you including through:
Direct interactions: You may give us your Identity, Contact and other Data by filling in forms or by corresponding with us by email or otherwise on the Hire Space Platforms. This includes personal data you provide when you: (a) create an account with us; (b) subscribe (or are subscribed) to our services or interact in an Event; (c) request marketing to be sent to you; (d) enter a promotion or survey; or (e) give us feedback or contact us.
Automated technologies or interactions: As you interact with the Hire Space Platforms, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies.
Hire Space complies with its obligations where your personal data is concerned by keeping it up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data we hold.
Automated technologies or interactions. As you interact with Hire Space Event Platforms, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies.
We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.
Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.
|Purpose/Activity||Type of data||Lawful basis for processing including basis of legitimate interest|
|To register you as a user of the Hire Space Platforms||(a) Identity|
|Performance of a contract with you|
|To process any paid entry to an Event:|
(a) Managing payments, fees and charges
(b) Verifying your identity and details of your payment method or credit card account
(c) Communicating with you, for example sending you confirmation of your attendance for an Event.
(d) Marketing and Communications
|(a) Performance of a contract with you|
(b) Necessary for our legitimate interests
|To manage our relationship with you which will include:|
(a) Providing access to Platform services
(c) Asking you to leave a review or take a survey
(d) Investigating complaints
(d) Marketing and Communications
|(a) Performance of a contract with you|
(b) Necessary to comply with a legal obligation
(c) Necessary for our legitimate interests (to keep our records updated and to study how users use the Hire Space Platforms and associated products/services)
|To administer and protect our business and our services (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)||(a) Identity|
|(a) Necessary for our legitimate interests (for running our business, administering our CRM, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise)|
(b) Necessary to comply with a legal obligation
|To enable you to partake in a competition or complete a survey||(a) Identity|
(e) Marketing and Communications
|(a) Performance of a contract with you|
(b) Necessary for our legitimate interests (to study how users use the Hire Space Platforms and to develop and grow our business)
|To deliver relevant Platform content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you||(a) Identity|
(e) Marketing and Communications
|Necessary for our legitimate interests (to study how users use the Hire Space Platforms and to grow our business and inform our marketing and growth strategy)|
|To use data analytics to improve our Platform, products/services, marketing, user and Partner relationships and experiences||(a) Technical|
|Necessary for our legitimate interests (to define types of users for certain Platform services and to keep our services and web site updated and relevant, to develop our business and to inform our marketing strategy)|
|To make suggestions and recommendations to you about Events or other services available through the Hire SpacePlatforms that may be of interest to you||(a) Identity|
(f) Marketing and Communications
|Necessary for our legitimate interests (to develop the products and services available through the Hire Space Platforms)|
Transactional communications:These refer to the use of your name, email address and telephone number for the purposes in our legitimate interest of facilitating a specific transaction initiated by you, usually an enquiry for a venue made through our platform, and to provide you with customer service, support and service notices, reminders, technical updates and security alerts relating to that enquiry. We’ll use the personal data you provide us with for:
We may also use it to perform various legal and compliance requirements we may have, including:
Optimisation: We may use data you make available to us during your transaction to improve in our legitimate interest the experience and personalise our platform for our users, to understand, administer, develop and improve our platform and to create a safe and trusted environment for our users. We may also request feedback from you about our platform and venues you book through us.
Key Announcements: To occasionally in our legitimate interest inform you of updates to, and news about Hire Space and its key products, including updates to our terms and conditions, news on product releases, venue updates, invitations to key events and other exceptional announcements deemed relevant to you.
Marketing and Promotions: With your consent, to periodically provide you with information by email we believe will enrich your experience as a venue-booker, including, updates on new venues, deals and offers and event invitations and industry news and commentary.
For venue operators using our platform, we’ll use your data for the following purposes:
You can ask us to stop sending you marketing messages at any time. Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of your use of the Hire Space Platforms or any associated services.
Your personal data will be treated as strictly confidential, and will be shared only with venues, venue-bookers, event suppliers in relation to a specific enquiry, with your explicit permission. We will not share your data with third parties, except with your explicit written permission.
We will never share your data outside of the EU except with your explicit written permission including where your requested services/events require geographical delivery outside the EU, or to put you in touch with a venue outside that jurisdiction with your permission.
We may share your personal data to any of our insurers, members, employees, professional advisers, agents, suppliers, contractors or subcontractors as required for the purposes outlined in this policy.
We may share your personal data with the parties set out below for the purposes set out in the table “Purposes for which we will use your personal data” above.
Where third parties provide Events or support the provision of services made available to you through the Hire Space Platforms, these third parties may receive certain personal data from you. Whilst we are not in control of any third parties to whom you request your data to be shared, we require all third parties to respect the security of your personal data and to treat it in accordance with the law. Unless they obtain your explicit consent, we do not allow any third-party Event or service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with your instructions.
To help constantly improve and tailor the service we provide to you through our Platforms, we may use aggregated information so that we can administer and improve our services, analyse trends, gather broad demographic information and detect suspicious or fraudulent transactions and most importantly monitor and improve our operations on a day to day basis. In carrying out this activity, we may pass some information to third parties in aggregate and anonymised format.
Your disclosure to third parties
We may transfer your personal data outside the EU in our delivery of services.
Whenever we transfer your personal data out of the EU, we ensure an appropriate degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:
Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the EU.
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality. We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.
To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.
With your prior consent, we may process sensitive personal data on the Hire Space Platforms.
This includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). No sharing of sensitive personal data will be made without your express prior written consent.
In some circumstances you can ask us to delete your data: see your legal rights below for further information.
In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.
Processing of your data is ongoing in order to facilitate enquiries to your venue, and may be terminated at your request, either by removing your venue from Hire Space or by contacting us at firstname.lastname@example.org or on 0207 099 2512.
Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data:
All requests relating to the above may be made in writing to Data Protection Officer, Hire Space, 40 Ashley Gardens, Ambrosden Avenue, SW1P 1QE. We will endeavour to respond to you within 30 days. A fee of £10 may be chargeable for a copy personal data which the we hold about you
If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.
Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract. In respect to Hire Space, that is the performance of our agreement with you to make the Hire Space Platforms and their services available. We are not involved in the processing of your Personal Data during any engagement you enter into with our third party partners. We will always get your consent to transfer any Personal Data to any third party whom you enter into an agreement with for the provision of their services to you.
Comply with a legal obligation means processing your personal data where it is necessary for compliance with a legal obligation that we are subject to.
External Third Parties
This rewards and referrals policy (Policy) sets out the terms applicable to Hire Space rewards, which Hire Space users receive when they make a Booking or a Referral using a Promo Code, and which entitle them to a voucher worth £10 for every £1,000 spent on a Booking. Where a Referral is made, both the person referring and the person referred are entitled to the Reward.
Rewards are offered by Hire Space Website Limited, a private limited company registered in England and Wales under company number 07828456 whose registered office is at Studio A01, The Biscuit Factory, London SE16 4DG (Hire Space, we or us).
ALL REWARDS ARE SUBJECT TO THE TERMS OF THIS POLICY AND, BY ACCEPTING REWARDS, YOU WILL BE DEEMED TO HAVE UNDERSTOOD AND AGREED TO ABIDE BY THE TERMS OF THIS POLICY.
Acceptable Use Policy: the website acceptable use policy by which users of the Site agree to abide, as amended from time to time, the current version of which is available at https://hirespace.com/Policies#tab_acceptable.
Marketing Promo Code: a unique code issued to a Hire Space user by Hire Space (other than a Personal Promo Code), via the Site or otherwise, usually in conjunction with a particular marketing campaign (e.g. a Christmas promo code), which entitles that Hire Space user to a Reward. Hire Space users may share Marketing Promo Codes with third parties, but a Reward may only be derived from use of a Marketing Promo Code once.
Personal Promo Code: a unique code issued to a Hire Space user by Hire Space (other than a Marketing Promo Code), via the Site or otherwise, which entitles that Hire Space user to a Reward. Hire Space users may share Personal Promo Codes with third parties and Rewards may be derived from use of Personal Promo Codes on an ongoing basis.
Promo Codes: Marketing Promo Codes and Personal Promo Codes collectively.
Referral: the introduction by a Hire Space user of another person to Hire Space who makes a Booking using that Hire Space user’s Personal Promo Code.
Reward: a voucher or other non-cash reward worth £10 for every £1,000 spent on a Booking (the value of a Booking will be estimated at the time the Booking is made and the value of the Reward will be based on that estimate), which may be granted from time to time by Hire Space to a Hire Space user when a Booking or Referral is made by a Hire Space user using a Promo Code.
2.1 All Rewards are subject to the terms of this Policy and Hire Space users, by accepting Rewards, will be deemed to have understood and agreed to the terms of this Policy.
2.2 Rewards are available to individuals only (i.e. not companies or any other incorporated or unincorporated bodies). Whether a Hire Space user makes a Booking in his or her personal capacity, or in his or her capacity as an employee on behalf of his or her employer, the Reward will be awarded to the person who makes the Booking and not to his or her employer.
2.3 Rewards are also available to Hire Space users who refer a friend or a colleague who subsequently makes a Booking using a Personal Promo Code (on the Site or otherwise).
2.4 No person has an automatic right to a Reward and Hire Space may in its absolute discretion refuse to honour a Reward if it considers it appropriate to do so (e.g. if the Booking is cancelled before the Reward is granted or for any other reason in accordance with law).
3.1 The value of a Reward granted to a Hire Space user in return for a Booking made by that Hire Space user is calculated by reference to the value of that Booking as follows:
3.2 The value of a Reward granted to a Hire Space user in return for a Referral is calculated by reference to the value of the first Booking made by the referred Hire Space user as follows:
3.3 Hire Space reserves the right to establish different categories of Rewards which may be made available to Hire Space users in order to run marketing campaigns and promotions. Hire Space will endeavour to publish any such amendments in a revised version of this Policy on the Site promptly after any such amendment has been made.
3.4 No Hire Space user may request that Hire Space convert any Reward or exchange any Reward for cash or any other benefit and Hire Space will be under any obligation to do so.
3.5 Rewards granted in accordance with this Policy may be subject to third party terms and conditions separate from and additional to those set out in this Policy. Hire Space makes no representation or warranty and disclaims all liability in respect of any such third party terms and conditions.
4.1 A Reward will be granted to one individual Hire Space user only in his or her personal capacity in respect of each Booking and/or Referral.
4.2 Hire Space users who are employees and make Bookings and/or Referrals in the course of their employment on behalf of their employer must ensure:
4.3 Hire Space users who are unclear about the scope of their obligations pursuant to this clause 4, their employers’ anti-bribery policy or other similar policy (if any) and/or pursuant to the Bribery Act 2010 should seek advice and clarification from their employer.
5.2 In the event of misuse for which the Hire Space user is responsible, Hire Space may block, suspend, withdraw or refuse to issue any Reward. The provisions in this clause 5.2 do not affect in any way any other rights which Hire Space may have, including the right to terminate, to issue proceedings or to claim damages.
5.3 Hire Space reserves the right to terminate this Policy and discontinue Rewards at any time.
6.1 Exclusion of liability. Hire Space disclaims all liability in respect of any Hire Space user in relation to this Policy and Rewards to the fullest extent permitted by law.
6.2 Data protection. Personal data relating to Hire Space users will be processed by Hire Space from time to time for the purpose of granting Rewards and Hire Space will comply at all times with the terms of the Data Protection Act 1998.
6.4 Governing law and jurisdiction. This Policy is governed by the Laws of England and Wales and the Courts of England and Wales shall have exclusive jurisdiction to determine any dispute arising out of or in connection with it.