Privacy policy

1. Introduction

Worcester Coworking respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, and protect your information when you visit our coworking space, use our website, book desks or meeting rooms, or interact with us in any way.

This policy applies to all visitors, members, guests, and website users. We are the data controller for the personal data we process.

Our contact details: Worcester Coworking, 1 Castle Street, Worcester, WR1 3AA, United Kingdom. Email: reception@worcestercoworking.com | Phone: 07500 344 877

2. Information We Collect

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

2.1 Information You Provide to Us

• Name, email address, phone number, and company name when signing up for membership or booking space.
• Payment information (processed securely via third-party payment providers – we do not store full card details).
• Profile information such as job title, industry, or bio if you choose to share it on our member directory.
• Feedback, enquiries, or communications you send to us.

2.2 Information Collected Automatically

• Technical data: IP address, browser type, device information, and pages visited when using our website.
• WiFi usage data: When you connect to our guest or member WiFi, we may log device MAC addresses and connection times for security and network management.
• CCTV footage: Our premises are monitored by security cameras for safety and security purposes.

2.3 Information from Third Parties

We may receive information from booking platforms, payment processors, or partners (with your consent where required).

3. How We Use Your Information

We use your personal data for the following purposes:

• To provide and manage your membership, bookings, and access to the coworking space.
• To process payments and send invoices/receipts.
• To communicate with you about your membership, events, or important updates.
• To improve our services, space, and website (using aggregated and anonymised data where possible).
• For security and safety (CCTV, WiFi logging, access control).
• To send you marketing communications (newsletters, event invites) – only with your consent or where we have a legitimate interest, and you can opt out at any time.
• To comply with legal obligations.

4. How We Share Your Information

We do not sell your personal data. We may share it in the following limited circumstances:

• With trusted service providers (e.g., booking software, payment processors, email marketing tools) who are bound by confidentiality agreements.
• With building management or security companies for safety purposes.
• When required by law or to protect our rights and the safety of our members.
• In the event of a business sale or merger (with appropriate safeguards).

5. Cookies and Website Tracking

Our website uses cookies to improve your experience, remember preferences, and analyse traffic. You can manage cookie preferences through your browser settings. For more details, please see our separate Cookie Policy.

6. Your Rights

Under UK GDPR and data protection law, you have the following rights (subject to certain conditions):

• Right to access your personal data.
• Right to have inaccurate data corrected.
• Right to have your data deleted ("right to be forgotten").
• Right to restrict or object to processing.
• Right to data portability.
• Right to withdraw consent at any time (where processing is based on consent).
• Right to complain to the Information Commissioner's Office (ICO) if you believe your rights have been breached.

Marketing Communications

You can opt out of receiving marketing emails at any time by clicking the unsubscribe link in our emails or contacting us directly.

7. Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or damage. This includes secure payment processing, access controls, and regular reviews of our security practices. CCTV footage is stored securely and accessed only by authorised personnel.

8. Data Retention

We retain your personal data only for as long as necessary for the purposes outlined in this policy or as required by law. Typical retention periods include:

• Membership and booking records: Up to 6 years after the end of your membership (for legal and accounting purposes).
• CCTV footage: Typically 30 days, unless required for an investigation.
• Marketing data: Until you unsubscribe or request deletion.

9. International Data Transfers

Some of our service providers (e.g., cloud software or email tools) may be based outside the UK. Where this happens, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses or UK adequacy decisions.

10. Children's Privacy

Our coworking space and services are not intended for children under 16. We do not knowingly collect personal data from children. If we become aware that we have collected such data, we will take steps to delete it.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will post the updated version on our website and notify members of significant changes via email where appropriate. The "Last Updated" date at the top indicates when the policy was last revised.

12. Contact Us

If you have any questions about this Privacy Policy or wish to exercise your rights, please contact us:

• Email: reception@worcestercoworking.com
• Post: Worcester Coworking, 1 Castle Street Worcester. WR1 3AA United Kingdom
• Phone 07500344877