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Privacy Policy

Effective date: July 24, 2024

This Privacy Policy (the “Policy”) explains how Coworks, Inc. (“Coworks”, “us,” “our,” or “we”) collects, uses, discloses, and protects personal information that we collect from you through the website https://coworksapp.com/ (“Website”) and the Coworks mobile application (“App”) (collectively, the “Services”).

Information We Collect and Receive

When you use or access the Services, we may collect or receive personal information. This may include personal information we receive from your coworking space or facility or information we collect from you. This information may include the following:

Information We Receive from Others: We may receive personal information from the coworking space, for purposes such as communicating with you and inviting you to create a Coworks account or to use the Services. This personal information may include:

  • Your contact information, such as your name, email address, phone number, and job title.
  • Your personal profile photo and a team or company logo or photograph.
  • If you supplied your payment information to your coworking space (such as a credit card or account number), we may receive that information to allow you to pay invoices through the Services.
  • Any other information you provide to your coworking space that they request to facilitate our services.

Information We Collect from You:

  • If you choose to create a Coworks account, we may collect personal information to facilitate your use of the Services. This personal information may include your contact information, payment card information (such as a credit card or account number to allow you to pay invoices through the Services), or information you submit through the Services to contact your coworking space (such as to report a maintenance issue, submit feedback, or ask questions).
  • If you choose to use our directory services, you may choose to provide us with personal information such as your name, profile photograph, email address, phone number, job title, company name, company URL, and company photograph or logo.
  • If you are an employee of a coworking space, we may collect personal information from or about you, such as when you fill out a contact form or request information about our services. This personal information may include your contact information (such as your name, organization, email address, and phone number), information about your organization (such as the name of your coworking space, the coworking space’s website URL, the number of users, membership plans, square footage and floorplan information), and where you are located (such as your space’s address).
  • We may collect any other information you choose to provide about yourself or your organization when you contact us or otherwise engage with us through the Services, such as when you request information or engage in our chat features.

Information We Collect Automatically: We also may collect certain other information automatically when you engage with the Services, such as:

  • Browser and Device Information: Certain information is automatically collected by most websites, such as information about your device and your browser. For example, we may receive device identifiers such as IP address and MAC address, operating system, and Internet browser type and version. We use this information to ensure that the Services function properly.
  • Search engine and other referrals: When a third party refers you to our Services, such as clicking on a link to our page from a Google search, or clicking on an online ad for our services, we will receive some information about your device and your interaction with the referring site or content.
  • Activity Reporting and Log Data: We may receive log information related to your activities while using the Services, such as text queries. In addition, Google Analytics uses cookies to help us analyze how visitors use the Services. The information generated by the cookies about your use of the Services includes your IP address. If you so choose, you may be able to opt out by turning off cookies in the preferences settings in your browser. For more information on Google Analytics, including how Google Analytics collects, uses, and discloses information, refer to the following page: https://policies.google.com/technologies/partner-sites.
     
    Link to the privacy policy of third-party service providers used:
     
    *   Sentry
    *   Segment
  • Location Information: We may receive your approximate location or data that indicates your approximate location, such as your IP address. If you choose to enable location services through our App or mobile websites, we will receive your precise real-time location data. We use that information to help you locate the nearest coworking space or nearby event, to allow you to check-in, access wifi, access physical equipment, or to confirm reservations at a coworking location.

Why We Use Personal Information

We may use personal information that we collect about you for purposes that include the following:

  • Providing the Services and supporting the features available to you.
  • Delivering services to make your use of the coworking space more convenient, including access to features such as a member directory, room booking, member resources and coworking space instructions, automated bill pay, front desk check-in, or other services offered by your coworking space.
  • Personalizing your digital and mobile experience with us, such as enhancing features and designing relevant alerts, products, or services.
  • Operating, evaluating, and improving our organization and our services.
  • Understanding how you and our clients use our Services and to determine what features and services may interest you and our clients.
  • To communicate with you and others, including responding to requests and providing promotional content.
  • Trouble-shooting, de-bugging, and otherwise addressing issues that may arise with the functionality of the Services.
  • Protecting the legal rights, property, safety, and security of records or information, our organization, our Service users, and others, including detecting and preventing fraud, misuse of the Services, and other unauthorized activity.
  • Complying with industry standards, applicable law, judicial process, any properly authorized civil, criminal, or regulatory investigation, or any subpoena or summons issued by a competent authority.
  • Enforcing our policies, terms of use, or rights arising from contracts.
  • For such purposes as you may authorize at the time you submit the information.

[We also may aggregate or de-identify personal information by removing any details that identify you personally. Aggregated or de-identified information will not be subject to this Policy.]

With Whom We Share Personal Information

We may disclose personal information:

  • To your coworking space to facilitate the services offered.
  • To other users of your coworking space, such as your directory information.
  • To our contractors, service providers, and other third parties we use to support our organization and the Services.
  • To government agencies or others as necessary to comply with any court order, law, or legal process, including to respond to any government or regulatory request, and consistent with other purposes authorized by law.
  • To other organizations, such as a buyer or other successor in interest in the event of an actual or potential merger, divestiture, restructuring, reorganization, dissolution, or other sale, exchange, or transfer of some or all of our assets, including as part of bankruptcy, liquidation, or similar proceeding.
  • We also will disclose information for any purpose or to any organization that you authorize or permit, such as when we request your consent to share your information and you agree.

Additional Privacy Disclosures

Coworks.com Website

MS Clarity

We partner with Microsoft Clarity and Microsoft Advertising to capture how you use and interact with our website through behavioral metrics, heatmaps, and session replay to improve and market our products/services. Website usage data is captured using first and third-party cookies and other tracking technologies to determine the popularity of products/services and online activity. Additionally, we use this information for site optimization, fraud/security purposes, and advertising. For more information about how Microsoft collects and uses your data, visit the Microsoft Privacy Statement.

Hubspot Smart Content

We utilize HubSpot Smart Content to customize and enhance your user experience based on various data points, including your location, device type, and membership in specific contact lists. This tailored approach allows us to provide relevant content that meets your needs and preferences. We are committed to being transparent about how we use your data, ensuring that you are informed and comfortable with our practices. By doing so, we not only aim to build and maintain your trust but also ensure our compliance with all applicable privacy regulations. For more information about how Hubspot collects and uses tour data, visit the Hubspot Privacy Statement.

Additional Information for Residents of the EEA, Switzerland, and the UK

This section applies only to personal information we receive from the European Economic Area (“EEA”), Switzerland, and the United Kingdom (“UK”). To the extent we act as a “controller”, consumers located in these regions may have the right to request access to, correction of, erasure of, or the transfer of your personal information. Consumers located in these regions may also have the right to request to make choices about disclosures of their personal information, including the right to object to or restrict the processing of such information. You may exercise these rights, if applicable, by contacting us in the “Contacting Us” section of this Policy. You may also have the right to lodge a complaint with an EEA, Swiss, or UK supervisory authority, as applicable.

We may not be able to accommodate all requests, such as when we only act as a “processor” with respect to personal information we collect or receive on behalf of a coworking space in connection with the services we provide or when we believe the change would violate any law or legal requirement or cause the information to be incorrect. When we collect information under the direction of, and receive information from, the coworking space, we may have no direct relationship with the individuals whose personal information we process under these circumstances. If you are a user of a coworking space located in the EEA, Switzerland, or the UK, and would like to make an inquiry or complaint, please contact your coworking space directly.

GDPR Compliance Disclosure

Data Collection and Usage:

We are committed to protecting your personal data and respecting your privacy in accordance with the General Data Protection Regulation (GDPR). Your data is collected and processed with the highest standards of security and confidentiality. We collect personal data, such as your name, email, and phone number to provide and enhance our services. The data is used solely for legitimate business purposes, including:

  • Processing your orders and managing your account
  • Delivering the core functionality of our products and services personalized to your account and preferences. 
  • Sending you updates and promotional offers (with your consent)
  • Conducting customer support and technical assistance

Data Retention and Deletion:

We retain your personal data only for as long as necessary to fulfill the purposes for which it was collected, including legal and accounting requirements. You have the right to request the deletion of your personal data at any time. To exercise this right, please contact us at support@coworksapp.com, and we will promptly respond to your request in compliance with GDPR guidelines.

Your Rights Under GDPR:

As an EU customer, you have the following rights under the GDPR:

  • Right to Access: You can request access to your personal data and obtain information about how it is being processed.
  • Right to Rectification: You can request corrections to any inaccuracies in your personal data.
  • Right to Erasure: You can request the deletion of your personal data when it is no longer necessary for the purposes it was collected for.
  • Right to Restrict Processing: You can request that we limit the processing of your personal data under certain circumstances.
  • Right to Data Portability: You can request that your personal data be transferred to another service provider in a structured, commonly used, and machine-readable format.
  • Right to Object: You can object to the processing of your personal data for certain purposes, such as direct marketing.

For more information about how we handle your personal data and your rights under the GDPR, please refer to our full privacy policy or contact our Data Protection Team at support@coworksapp.com.

Data Transfers Outside the EEA

We may transfer and store your personal data on servers located outside the European Economic Area (EEA), including in the United States. When doing so, we ensure that appropriate safeguards are in place to protect your personal data in accordance with GDPR requirements. These safeguards may include:

  • Using Standard Contractual Clauses (SCCs) approved by the European Commission
  • Implementing Binding Corporate Rules (BCRs) for intra-group transfers
  • Applying supplementary measures to address any potential risks

You have the right to obtain more information about the safeguards we have implemented and a copy of the relevant contractual clauses by contacting our Data Protection Team at support@coworks.com

Your Choices

We respect your privacy and offer choices regarding our collection and use of your personal information:

  • You may choose not to provide the personal information we request. However, not providing information we request may restrict your ability to use certain features of the Services. For example, we will not be able to provide users of the coworking space with most of the features available through our Services if you do not register as a member.
  • You may opt out of location services through our mobile app and mobile website by changing your device settings to prohibit location tracking, or blocking our app from collecting your location data.
  • You may opt out of push notifications using your device settings.
  • You may opt out of emails and text messages using the opt-out mechanism provided with those messages.
  • You may edit and control the visibility of your profile. You can choose to limit the information you include in your profile. If you need assistance, please contact us at support@coworksapp.com.
  • You may be able to restrict the collection of personal information or functionality through your device’s operating system or by disabling cookies, but doing so may prevent you from using the functionality of the Services. Some Internet browsers have a “do-not-track” feature that let you tell websites that you do not want to have your online activities tracked. At this time the Services do not respond to browser “do not track” signals. We may allow third parties to use the Services to collect personal information about your online activities over time and across different websites, applications, and other online products or services.

Security

We maintain safeguards intended to protect the personal information collected through the Services. The security of your personal information also depends on you. If you have created an account, please safeguard and do not share your access credentials and make sure your devices and software are up-to-date to ensure the latest security measures are installed.

We use payment card processors during order processing. Your payment data is delivered directly from the browser to the payment card processors, who handle your payment card data subject to industry standards regarding security.

Changes to this Policy

We may update this Policy to reflect changes in our privacy practices at any time and without prior notice to you. When we do so, we will update the Effective Date of the Policy, above. We encourage you to periodically review this Policy for the latest information on our privacy practices.

Contacting Us

If you have any questions or comments about this Policy or our privacy practices, please contact us at support@coworksapp.com.

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