SPACE Studies of Planning and Architecture Ltd

Company Registration Number: 10800127

ICO Registration Number: ZA739162

SPACE Studies of Planning and Architecture Ltd (“SPACE”, “we”, “our”, or “us”) is committed to protecting and respecting your privacy.

This Privacy Policy explains how we collect, use, store, and protect personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Registered Office: Office 403, Screenworks 22 Highbury Grove, London, United Kingdom, N5 2ER

Website: www.spacestudies.co.uk

This Privacy Policy should be read alongside our Terms and Conditions and Cookies Policy, which together explain how we operate our website and services.

1. Data Controller

SPACE Studies of Planning and Architecture Ltd is the data controller responsible for your personal data.

We are registered with the Information Commissioner’s Office (ICO) under registration number ZA739162.

2. Personal Data We Collect

We may collect and process the following categories of personal data:

• Identity data (name, title, affiliation)
• Contact data (email address, postal address, telephone number)
• Membership information
• Abstract submissions and contribution materials
• Event registration details
• Transaction data relating to conference registrations, memberships, and online shop purchases
• Technical data (IP address, browser type, device information, usage data)
• Communications sent to us via website forms or email

We do not intentionally collect special category data unless voluntarily submitted within academic materials.

3. How We Collect Your Data

We collect personal data when you:

• Register as a member
• Submit abstracts or conference contributions
• Register for conferences or events
• Apply for mentorship programmes or book mentoring sessions
• Purchase products via our online shop
• Subscribe to institutional communications
• Contact us via email or website forms
• Browse and interact with our website

4. Lawful Basis for Processing

We process personal data under the following lawful bases:

Contractual necessity – to administer memberships, conference and event registrations, mentorship programmes, submissions, and related transactions.

Legitimate interests – to manage institutional communications, improve services, and inform members and participants of relevant SPACE activities.

Legal obligation – where processing is required to comply with applicable law (e.g., accounting records).

Consent – where you have explicitly agreed to receive specific communications.

You may unsubscribe from institutional email communications at any time using the unsubscribe link provided in our emails.

5. How We Use Personal Data

We use personal data to:

• Manage memberships and user accounts
• Administer conference submissions and registrations
• Publish abstract books and conference materials
• Process payments and fulfil orders
• Administer mentorship programmes and professional development activities
• Communicate event updates and institutional announcements
• Maintain website functionality and security
• Comply with legal and regulatory obligations

We do not sell personal data to third parties.

6. Third-Party Service Providers and Technical Infrastructure

SPACE engages trusted third-party service providers to operate its website, memberships, conferences, publications, and online shop. These providers process personal data on our behalf under appropriate contractual safeguards and in accordance with UK data protection law.

These include:

• Hostinger – website hosting and email infrastructure
• WordPress – website content management platform
• WP Abstracts Pro – abstract submission and conference management
• Paid Memberships Pro – membership administration
• WooCommerce – online shop functionality
• Event Espresso – event registration management
• Amelia – scheduling and booking services
• Mailchimp – institutional email communications
• Stripe and PayPal – secure payment processing
• Printful – print-on-demand product fulfilment and shipping

Payment information is processed securely by Stripe and PayPal. SPACE does not store full payment card details on its own servers.

Certain service providers may process data outside the United Kingdom. Where this occurs, transfers are conducted in accordance with UK GDPR requirements and appropriate safeguards.

7. Data Security

We implement appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure.

While we take reasonable steps to safeguard data, transmission over the internet cannot be guaranteed to be completely secure.

8. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, and reporting obligations.

Membership and event-related records may be retained for administrative and compliance purposes.

Academic submissions may be retained as part of institutional publication records.

9. Your Rights

Under UK GDPR, you have the right to:

• Access your personal data
• Request correction of inaccurate or incomplete data
• Request erasure (where legally applicable)
• Restrict or object to processing
• Request data portability
• Withdraw consent (where processing is based on consent)
• Lodge a complaint with the Information Commissioner’s Office

Requests may be submitted via our official contact email listed on this website.

You also have the right to lodge a complaint with the Information Commissioner’s Office at www.ico.org.uk.

10. Cookies

Our website uses cookies and similar technologies to enhance functionality, analyse website usage, and improve user experience.

Full details of the cookies we use, their purpose, and how you may manage your preferences are provided in our separate Cookies Policy.

You may control or disable cookies through your browser settings. Please note that disabling certain cookies may affect the functionality of the website.

11. Social Media

Engagement with SPACE through social media platforms is subject to the terms and privacy policies of those platforms.

We do not request sensitive personal information through social media channels.

12. Changes to This Policy

We may update this Privacy Policy periodically to reflect legal, technical, or operational changes. The most current version will always be published on this page.