01
Who controls your data
Whitefire Offices Ltd, trading as Fluid., is the controller of personal data described in this notice. Our contact address is 9–10 Fenian Street, Dublin 2, D02 RX24, Ireland.
Privacy queries and data rights requests can be sent to Themis Keegan, Legal & Contracts Manager, at Themis@whitefireoffices.com.
02
What we collect
When you enquire
We collect your email address, contact number, the information you include in your message, the space or subject of your enquiry, the source page, the submission time and an internal lead reference and status. Please do not include special-category or confidential personal data that we do not need.
When you use the website
Our hosting and security providers may process technical request information such as your IP address, browser and device type, requested page, date and time, referral information and security events. If analytics, personalisation or advertising technology is introduced, this notice and the site controls will be updated before it is activated.
Fluid. records limited first-party interaction events, including page views, space opens, filter use, gallery and floor-plan opens, and enquiry starts and completions. These records contain the page, interaction label and broad device category. They do not use a visitor identifier, advertising profile or tracking cookie.
Embedded maps
Google Maps loads with each space page. Google may receive your IP address, browser and device information and may set or read cookies. You can control Google cookies using your browser or Google account settings.
03
Why we use it, and our legal bases
| Purpose | Legal basis |
|---|---|
| Respond to an enquiry and take requested pre-contract steps | Article 6(1)(b), steps at your request before a contract |
| Manage the opportunity and our business relationship | Article 6(1)(f), our legitimate interest in operating and developing the business |
| Deliver, secure and troubleshoot the website, understand aggregate use and prevent abuse | Article 6(1)(f), our legitimate interest in a reliable, useful and secure service |
| Meet legal duties and handle or defend claims | Article 6(1)(c), legal obligation, and Article 6(1)(f), legitimate interests |
| Display location information through Google Maps | Article 6(1)(f), our legitimate interest in showing the location of our spaces. Non-essential cookies remain subject to Irish ePrivacy rules. |
You may withhold optional information, but we need an email address and contact number to accept the website enquiry and respond. We do not make decisions about you based solely on automated processing, and we do not profile website visitors.
05
How long we keep it
- Enquiry and prospect records: retained while the opportunity or business relationship remains relevant, then reviewed against operational, legal and claims requirements.
- Enquiries that lead to a client or contractual relationship: moved to the relevant business record and retained for the relationship plus the applicable statutory or claims period, generally up to six years.
- Security and technical logs: for the provider's limited operational period, extended only where needed to investigate an incident or meet a legal duty.
- First-party interaction events: up to 12 months, then deleted or retained only in aggregated form.
We may retain a record longer where litigation is pending or reasonably anticipated, or where law requires it. We delete or anonymise data when it is no longer required.
06
Your rights
Depending on the circumstances, you may ask for access to your data, correction, erasure, restriction, portability, or object to processing based on legitimate interests. Where processing relies on consent, you can withdraw it at any time without affecting earlier lawful processing.
We may need to verify your identity before acting. You also have the right to complain to the Irish Data Protection Commission at dataprotection.ie. We would welcome the opportunity to address the issue first.
07
Changes to this notice
We review this notice when our website or processing changes. The date at the top identifies the current version. Material changes will be highlighted on the website where appropriate.
For browser storage and Google Maps details, read our cookie notice.