Privacy Policy

Last updated: April 3, 2026 · Applies to the CoWorkly web application and related services

Summary. This policy describes how CoWorkly processes personal data when you use our coworking management platform. We do not sell, rent, or share your coworking space data (including member, booking, billing, and operational records) with third parties for their own marketing or unrelated purposes. Data is used only to provide and secure the service, as described below. This policy is provided as a starting point for your organization; you should have it reviewed by qualified legal counsel before production use.

1. Who we are

“CoWorkly,” “we,” “us,” and “our” refer to the entity operating this service. If you access CoWorkly through an employer or workspace operator, that organization is typically the data controller for workspace and member data; we may act as a processor on their instructions.

2. Information we collect

Depending on how you use CoWorkly, we may process:

Account data: name, email address, phone number, authentication identifiers, and role or permission assignments.
Workspace data: branches, spaces, bookings, attendance, invoices, leads, complaints, and other records you enter into the product.
Technical data: IP address, device and browser type, approximate location derived from network data, timestamps, and diagnostic logs needed to secure and operate the service.
Cookies and similar technologies: as described in our Cookie Policy.

3. How we use information

We use personal data to:

Provide, maintain, and improve CoWorkly features;
Authenticate users, enforce access controls, and prevent fraud or abuse;
Communicate about the service, security, and (where permitted) product updates;
Comply with law and respond to lawful requests.

We do not sell your personal information. We do not use your workspace content to train public AI models.

Your coworking space data stays yours. We do not share, disclose, or make available to other workspace operators, advertisers, data brokers, or unrelated third parties the operational data you store in CoWorkly—including member profiles, companies, leads, bookings, reservations, invoices, payments, complaints, staff records, branch details, or other workspace-specific content—except as strictly necessary to operate the service (see Section 5) or when required by law.

4. Legal bases (EEA, UK, and similar regions)

Where GDPR or equivalent laws apply, we rely on appropriate bases such as contract (providing the service), legitimate interests (security, product improvement balanced against your rights), legal obligation, and consent where required.

5. Sharing and disclosure

We do not sell or share coworking space data. CoWorkly does not sell, license, rent, or trade personal information or workspace data. We do not share your coworking space data with other customers, partners for their independent use, or third parties for advertising, profiling, or cross-customer analytics.

We may disclose information only in these limited circumstances:

Service providers (subprocessors): trusted vendors that help us run CoWorkly—for example, cloud hosting, email delivery, backups, and security monitoring—only to perform services on our behalf, under written data-processing agreements and confidentiality obligations. They may access data only as needed to provide those services and may not use it for their own purposes.
Your workspace operator: if you are a member or staff user, your organization’s administrator controls workspace data and may access records according to their policies and your role.
Legal and safety: professional advisers, regulators, or authorities when required by applicable law, court order, or to protect the rights, safety, and security of users and the service.
Business transfers: in connection with a merger, acquisition, or sale of assets, subject to confidentiality and continued protection of personal data.

Except for the categories above, we do not disclose coworking space data to third parties. A list of key subprocessors may be published separately or provided on request.

6. International transfers

If data is processed across borders, we use mechanisms recognized by applicable law (such as Standard Contractual Clauses) where required.

7. Retention

We retain information for as long as needed to provide the service, meet legal and accounting obligations, and resolve disputes. Retention periods may be configured by your workspace operator.

8. Security

We implement technical and organizational measures designed to protect personal data, including encryption in transit, access controls, and monitoring. No method of transmission or storage is completely secure.

9. Your rights

Depending on your location, you may have rights to access, correct, delete, restrict, or object to certain processing, and to data portability. You may also lodge a complaint with a supervisory authority. To exercise rights, contact your workspace administrator or us using the details below.

10. Children

CoWorkly is not directed at children under 16, and we do not knowingly collect their personal data.

11. Changes

We may update this policy from time to time. We will post the revised version and adjust the “Last updated” date. Material changes may require additional notice under law or your agreement.

12. Contact

For privacy questions, contact your organization’s CoWorkly administrator or email privacy@coworklyapp.com (replace with your official address).