Who we are
This website is run by One Space Facilities Management Limited (“One Space”, “we”), Calls Landing, Leeds, LS2 7EW. We are the data controller for the information described here. Questions about your information: hello@onespace.fm or 0113 513 9092.
What we collect
We collect what you enter when you use this website:
- Enquiries, quotes and callbacks: your name, company, email address, phone number, site postcode, your message and the details of any quote you build.
- Repair reports: the same contact details, plus the site address, access notes, the type of problem and how urgent it is.
- Subcontractor applications: your business and contact details, trades, areas covered, insurance cover, accreditations and anything else you tell us.
- Newsletter sign-ups: your email address and, if you give it, your name.
- One Brain (our chat assistant): the messages you type. If you ask One Brain to send a repair report or callback request, the details on the card and a short copy of the conversation are sent to us with it.
Like every website, our hosting records basic technical information (such as your IP address and browser) to keep the site running and secure. We do not use advertising or tracking cookies. One Brain keeps your conversation in your browser's session storage so it carries on as you move between pages; it is cleared when you close the tab.
Why we use it
- To reply to your enquiry, prepare a quote, arrange a visit and carry out repairs you report.
- To review subcontractor applications and, if we work together, manage that relationship.
- To send our newsletter, if you signed up for it.
- To provide our services if you become a client, and keep proper records of that work.
Our lawful basis is taking steps at your request before entering into a contract with you, and our legitimate interest in responding to people who contact us and running our business. For the newsletter, it is your consent, which you can withdraw at any time. We will not add you to marketing emails without your agreement.
One Brain and AI
One Brain is an AI assistant. To reply, your messages are sent to OpenAI, which processes them on our behalf. Under OpenAI's business terms, it does not use them to train its models, and it may keep them for a short period to prevent abuse. We do not keep a record of One Brain conversations unless you press Send on a repair report or callback request. Please don't share sensitive personal information in the chat. One Brain can make mistakes, so for anything urgent, call us on 0113 513 9092.
Where it goes
Enquiries, repair reports, applications and sign-ups are recorded in our own operations system and our team is notified by email. The services we use to do that act on our instructions: Vercel and Cloudflare (website hosting and our systems), Microsoft 365 (email), ClickUp (work and supplier records) and OpenAI (One Brain replies). Some of these providers may process data outside the UK, under the safeguards UK data protection law requires. We never sell your information.
How long we keep it
- Enquiries and repair reports that don't lead to work: up to two years, in case you come back to us, then deleted.
- Subcontractor applications we don't take forward: up to two years, then deleted.
- Newsletter sign-ups: until you unsubscribe.
- Clients and subcontractors we work with: for as long as needed for the work and for our legal and accounting obligations (normally six years).
Your rights
You can ask for a copy of your information, ask us to correct or delete it, object to how we use it, or ask us to restrict it. You can unsubscribe from the newsletter at any time by replying to any newsletter or contacting us. Email hello@onespace.fm and we will respond within one month.
If you are unhappy with how we have handled your information, you can complain to the Information Commissioner's Office at ico.org.uk or 0303 123 1113.