Wellington Cowork (“we,” “our,” or “the Company”) is committed to protecting the privacy of our members, clients, event participants, and visitors. This Privacy Policy explains how we collect, use, disclose, and safeguard personal information across all of our services, including:

• Memberships and day passes

• Private office rentals

• Virtual mailbox and business address services

• Event and commercial space rentals

• Use of our website and digital platforms

By accessing our services, you agree to the practices outlined in this Policy.

1. Legal Compliance

This Privacy Policy is designed in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and other applicable Canadian privacy legislation.

2. Information We Collect

We may collect the following categories of personal information:

• Contact Information: Name, business name, address, email, phone number.

• Identification Details: Government-issued ID, proof of address (required for mailbox services and membership verification).

• Billing & Payment Data: Credit card details, banking information, billing address.

• Usage Data: Access logs, Wi-Fi usage data, meeting room bookings, and event participation.

• Communications: Emails, inquiries, and support tickets.

• Security & Access Data: Video surveillance in common areas, access control system logs (Kisi or equivalent).

• Website Data: Cookies, IP address, browser type, and site analytics.

3. How We Use Information

We use personal information for the following purposes:

• To process applications, memberships, bookings, and rentals.

• To verify identity and prevent fraud (required by law for mailbox and office services).

• To provide and improve our coworking, office, mailbox, and event services.

• To communicate with you about memberships, billing, bookings, and inquiries.

• To comply with legal and regulatory requirements.

• To ensure security and protect property (via access control and surveillance).

• To promote our services (only with your explicit consent for marketing).

4. Data Retention

• Personal information is retained only as long as necessary to fulfill service obligations or comply with legal/regulatory requirements.

• Mailbox and ID verification records are retained for the period required by Canada Post and CRA compliance standards.

• Access and surveillance logs may be retained for security and legal purposes.

• When no longer required, information is securely destroyed.

5. Data Disclosure

We do not sell, rent, or trade personal information. We may disclose information only in these circumstances:

• To trusted third-party service providers (e.g., payment processors, IT providers) who are bound by confidentiality.

• To law enforcement or regulatory bodies when required by law, subpoena, or court order.

• To protect our legal rights, property, members, and community safety.

• In case of mergers, acquisitions, or reorganization of Wellington Cowork (with notice provided).

6. Security Measures

We take appropriate safeguards to protect personal data, including:

• Encrypted payment processing and secure data storage.

• Controlled access systems (e.g., mobile access cards, logging of entry/exit).

• CCTV in common areas (not in private offices, washrooms, or meeting rooms).

• Firewalls, SSL encryption, and secure cloud services for digital data.

7. Your Rights

Under Canadian law, you have the right to:

• Request access to the personal data we hold about you.

• Request correction of inaccurate or incomplete information.

• Withdraw consent for marketing communications at any time.

• Request deletion of personal data, subject to legal and contractual limitations.

• File a complaint with the Office of the Privacy Commissioner of Canada if you believe your rights have been violated.

8. Cookies & Website Data

Our website uses cookies and analytics tools to:

• Improve functionality and user experience.

• Analyze website traffic and usage trends.

• Provide targeted content or marketing (with consent).

You may disable cookies in your browser, but some features may not function properly.

9. Third-Party Services

We may use third-party providers for:

• Payment processing

• Access control systems

• Cloud hosting and storage

• Email communication platforms

These providers may store data outside of Canada but are contractually obligated to maintain equivalent privacy protections.

10. Children’s Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from minors.

11. Policy Updates

We may update this Privacy Policy periodically. Updates will be posted on our website with a revised “Last Updated” date.

12. Contact Us

If you have questions, requests, or complaints about this Privacy Policy or our data practices, please contact us:

Wellington Cowork

1338 Wellington St West, Ottawa, ON K1Y 3B7

Email: contact@wellingtoncowork.ca

Phone: (613) 614-9166