Privacy Policy

At CoWork Maldon, we respect your privacy and are committed to protecting your personal information.

This Privacy Policy explains how we collect, use, store and protect your personal information when you visit our website, contact us, make an online booking or use our coworking facilities.

For the purposes of UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, CoWork Maldon is responsible for the personal information described in this policy.

1. Information We Collect

When you use our website or make a booking, we may collect information including:

  • Your name

  • Email address

  • Telephone number

  • Company or business name, where provided

  • Billing information

  • Details of your booking, such as the workspace, meeting room, date and time selected

  • Correspondence you have with us

  • Information you voluntarily provide through website forms or enquiries

  • Technical information relating to your use of our website, such as IP address, browser type and device information

  • Cookie and website analytics information, where applicable

Where you make a payment online, payment information may be processed securely by our third-party payment provider. We do not intend to collect or store your full debit or credit card details ourselves.

2. How We Use Your Information

We may use your personal information to:

  • Process and manage your coworking or meeting-room booking

  • Take or administer payments

  • Send booking confirmations, receipts and important information relating to your booking

  • Contact you about changes, cancellations or queries concerning your booking

  • Respond to enquiries

  • Provide and improve our coworking services

  • Maintain appropriate business and financial records

  • Prevent fraud, misuse or security incidents

  • Manage and improve our website

  • Send marketing communications where we have an appropriate lawful basis to do so

We will not sell your personal information.

3. Our Lawful Basis for Using Your Information

UK data protection law requires us to have a lawful basis for processing personal information.

Depending on the circumstances, we may rely upon:

Contract – where processing your information is necessary to provide a service you have booked or to take steps at your request before entering into a contract.

Legal obligation – where we need to retain or process information to comply with our legal, accounting or tax obligations.

Legitimate interests – where it is reasonably necessary for operating and improving CoWork Maldon, managing customer relationships, protecting our business and keeping our services secure, provided your rights do not override those interests.

Consent – where we specifically ask for your permission, for example for certain types of marketing or non-essential cookies. Where we rely upon consent, you can withdraw it.

These are among the lawful bases recognised under UK data-protection legislation.

4. Online Bookings and Payments

When you make an online booking, we use the information you provide to administer your reservation and provide the service you have requested.

Payments may be handled by a secure third-party payment processor. That provider may collect and process your payment details in accordance with its own privacy policy and security procedures.

CoWork Maldon may receive confirmation of your payment and information necessary to identify and administer your booking, rather than your complete payment-card details.

5. Sharing Your Information

We may share personal information with trusted organisations that help us operate our business, including:

  • Our website and hosting providers

  • Booking-system providers

  • Payment-processing providers

  • Email and communications providers

  • IT and technical-support providers

  • Professional advisers, accountants or insurers where necessary

  • Government, regulatory or law-enforcement bodies where we are legally required to do so

We only disclose personal information where there is an appropriate reason for doing so.

Some technology providers may process information outside the UK. Where this occurs, we will take appropriate steps to ensure that personal information receives the protection required by UK data-protection law.

6. Cookies

Our website may use cookies and similar technologies to make the website function correctly, remember preferences, understand how visitors use our website and, where applicable, support marketing.

Cookies that are strictly necessary for the operation of the website may be used without consent. Where consent is legally required for other cookies, we will ask for permission before they are placed.

The ICO advises that website visitors should be told about cookies and that consent is generally required for cookies that aren't strictly necessary.

You can also control cookies through your browser settings.

7. Marketing

Where permitted, we may contact you with information about CoWork Maldon, including offers, events, memberships or other services that we believe may interest you.

Where consent is required, we will only send these communications if you have chosen to receive them.

You can unsubscribe from marketing communications at any time by using the unsubscribe option contained within the communication or by contacting us.

You will still receive essential service communications relating to an existing booking even if you have opted out of marketing.

8. How Long We Keep Your Information

We only keep personal information for as long as reasonably necessary for the purpose for which it was collected.

Some information may need to be retained for longer where required for accounting, tax, legal, fraud-prevention or dispute-resolution purposes.

Once information is no longer required, we will delete, anonymise or securely dispose of it where appropriate.

9. Keeping Your Information Secure

We take reasonable technical and organisational measures to protect personal information against loss, misuse, unauthorised access, alteration or disclosure.

Where we use third-party providers to process information on our behalf, we expect them to maintain appropriate security measures.

10. Your Data Protection Rights

Depending upon the circumstances, UK data-protection law may give you rights including the right to:

  • Ask for a copy of the personal information we hold about you

  • Ask us to correct inaccurate or incomplete information

  • Ask us to delete your personal information in certain circumstances

  • Ask us to restrict how we use your information

  • Object to certain uses of your information

  • Request the transfer of certain information

  • Withdraw consent where we rely upon consent

The rights that apply depend upon the reason we are processing your information.

To exercise your rights, please contact us using the details below.

11. Complaints

If you have concerns about how we use your personal information, please contact us first so that we can investigate the matter.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data-protection regulator.

Information Commissioner's Office

12. Contact Us

If you have questions about this Privacy Policy or would like to exercise your data-protection rights, please contact:

CoWork Maldon
179 High Street
Maldon
Essex
CM9 5BS

Email: [INSERT CUSTOMER/PRIVACY EMAIL]

Website: CoWork Maldon

13. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes to our services, website, suppliers or legal obligations.

The latest version will always be published on our website with the date it was last updated.