Who is responsible for your data

For the data about an operator’s own account — the owner and staff who sign in, and the operator’s subscription with us — Workan.Space decides why and how it is used. For the data an operator keeps about its own customers (members, visitors, bookings and payments), the operator decides why and how it is used, and Workan.Space processes it on the operator’s behalf. That arrangement is set out in our Data Processing Agreement at /dpa. If you are a customer of a coworking space, please contact that space first about your data.

Information we hold

• Account details: name, email address and role of owners and staff, and sign-in security settings such as two-factor authentication. • Workspace set-up: the workspace name and subdomain, settings, rooms and desks, and the pricing plans an operator offers. • Customers and bookings: customer names and contact details, bookings, and their status. • Finance: payments, refunds and voids, kept in an append-only double-entry ledger. • Wi-Fi hotspot credentials: the username and password generated for a booking. The password is stored hashed. A readable copy is kept only until the router is set up and delivery to the customer is confirmed, or for at most 25 hours if that never happens. The stored delivery message shows the password masked, and the real text is held encrypted only until the message is sent or fails. Wi-Fi delivery messages created on or before 22 October 2026 may still contain the password in their stored text. • Messages and notifications: the messages the platform sends on an operator’s behalf, their delivery status, and in-app notifications. • Support tickets: the subject, messages and category of requests sent to our team. • Audit logs: a record of who did what, and when, inside a workspace and on the platform. • Subscription records: the plan, trial and payment records of each operator.

How we use it

To provide and secure the service, keep records of bookings and payments, send transactional messages (such as invitations, password resets and booking notices), provide support, and keep the platform reliable. We do not sell personal data and we do not use it for advertising.

Who can see it

Each workspace’s data is logically isolated and scoped to that workspace. Within a workspace, what each person can see and change depends on the role the operator gives them. Our platform staff do not browse workspace data. The only way for platform staff to act inside a workspace is a time-boxed impersonation session (30 minutes by default), which is refused for suspended workspaces and is recorded in the platform audit log when it starts, with its expiry, and when it is ended. Platform staff accounts require two-factor authentication.

How we protect it

Connections are encrypted in transit. Sign-in sessions expire automatically, and every account can turn on two-factor authentication. Credentials that operators save for third-party integrations are stored encrypted and are never shown again after saving. Actions inside a workspace and on the platform are written to audit logs. Our Data Processing Agreement lists these measures in more detail.

Service providers

We use a small number of providers to host the platform and deliver messages. They process data only to provide those services to us. The current list is in the sub-processors section of our Data Processing Agreement at /dpa.

Cookies and local storage

We only use cookies and browser storage that are strictly necessary to sign you in and remember your theme and language. We do not use advertising or analytics cookies. See /cookies for the full list.

Your choices

Export and erasure are available on request to support: ask for a copy of your workspace data, or for your workspace to be erased. Erasure is scheduled rather than immediate: you can cancel it during the notice period (30 days by default). After that window the data is permanently deleted and cannot be recovered. Access and correction requests are also handled by support.

How long we keep it

Workspace data is retained for as long as the workspace is active. When a workspace is erased at your request, it is permanently deleted: its bookings, customers, staff accounts and settings, and its ledger (payments, refunds and voids). Generated report exports are removed within 8 days. Copies in our routine backups age out as older backups are replaced. We keep our own platform records of actions on the workspace (subscription and payment records, suspensions, support access) and a record that the erasure took place, so that the deletion remains accountable.

Changes to this policy

If we change this policy in a way that matters, we will update this page and tell workspace owners before the change takes effect.

Contact

Questions about this policy? Email privacy@workan.space.