Privacy Policy

Last updated: March 2026

Your privacy matters to us. This Privacy Policy explains how W-One collects, uses, shares, and protects your personal information when you use our platform. Please read it carefully.

Privacy at a Glance

✓ We collect only what we need to run the platform.
✓ We never sell your personal data to third parties.
✓ You can request a copy of your data or deletion at any time.
✓ We use industry-standard security measures to protect your data.

1. Information We Collect

Information you provide directly

Account information: name, email address, password
Profile information: profile photo, bio, contact preferences
Payment information: card details (processed and stored securely by Stripe — we do not store raw card numbers)
Communications: messages you send through the platform or to our support team
Identity documents: any documents you upload as required by workspace operators

Information collected automatically

Usage data: pages visited, features used, time and duration of visits
Device information: device type, operating system, browser type and version
IP address and location: approximate geographic location derived from IP
Cookies and similar technologies: see Section 4 for details

Information from third parties

Workspace operators may provide your name and email to invite you to the platform
Payment processors (e.g. Stripe) may share transaction status information with us

2. How We Use Your Information

We use your information to:

Create and manage your account
Process bookings and payments
Send booking confirmations, receipts, and reminders
Provide access control for spaces you have booked
Respond to your inquiries and provide customer support
Send service updates, security alerts, and administrative messages
Improve the platform and develop new features
Detect fraud, enforce our Terms of Service, and ensure platform safety
Comply with legal obligations

We will not use your data for automated decision-making that has legal or similarly significant effects without your explicit consent.

3. How We Share Your Information

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

Workspace Operators

When you book a space, the relevant operator receives your name, email, and booking details necessary to fulfil the reservation.

Service Providers

We share data with trusted third-party service providers (e.g. Stripe for payments, SendGrid for email delivery) who process it on our behalf under strict data processing agreements.

Legal Requirements

We may disclose your information if required by law, court order, or governmental authority, or to protect the rights and safety of W-One, our users, or the public.

Business Transfers

In the event of a merger, acquisition, or sale of all or a portion of our assets, your data may be transferred as part of that transaction. We will notify you before your data is transferred.

4. Cookies and Tracking

We use cookies and similar tracking technologies to operate and improve the platform. Cookies help us remember your preferences, keep you logged in, understand how you use the platform, and provide a personalised experience.

Strictly Necessary: Required for the platform to function (e.g. session cookies). Cannot be disabled.

Functional: Remember your preferences (e.g. language, timezone) to personalise your experience.

Analytics: Help us understand how users interact with the platform so we can improve it.

You can control cookies through your browser settings, though disabling certain cookies may affect platform functionality.

5. Data Retention

We retain your personal data for as long as your account is active or as needed to provide services. If you delete your account, we will delete or anonymise your personal data within 30 days, except where retention is required by law (e.g. financial records which may be retained for 7 years) or legitimate business purposes (e.g. fraud prevention).

6. Your Rights and Choices

Depending on your location, you may have the following rights regarding your personal data:

Access

Request a copy of the personal data we hold about you.

Correction

Request correction of inaccurate or incomplete data.

Deletion

Request deletion of your personal data (right to be forgotten).

Portability

Receive your data in a structured, machine-readable format.

Restriction

Request that we limit how we use your data.

Objection

Object to processing of your data for certain purposes.

To exercise any of these rights, contact us at privacy@workscapeone.com. We will respond within 30 days.

7. Children's Privacy

W-One is not directed to children under the age of 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected data from a child, please contact us immediately and we will delete it.

8. International Data Transfers

Your information may be transferred to and processed in countries other than the one you reside in. We take appropriate steps to ensure that any international transfers comply with applicable data protection laws, including using standard contractual clauses where required.

9. Security

We implement industry-standard security measures to protect your personal data, including:

Encryption of data in transit (TLS/HTTPS)
Encrypted storage of passwords using bcrypt
Access controls limiting who can access personal data
Regular security reviews and vulnerability assessments

No method of transmission over the internet is 100% secure. While we strive to protect your data, we cannot guarantee absolute security. If you discover a security vulnerability, please report it to security@workscapeone.com.

10. Third-Party Links

The Platform may contain links to third-party websites or services. We are not responsible for the privacy practices of those third parties. We encourage you to review their privacy policies before providing any personal information.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes via email or a prominent notice on the Platform. The "Last updated" date at the top indicates when this policy was last revised. Continued use of the Platform after changes take effect constitutes your acceptance.

12. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy, please contact our Privacy team:

W-One Privacy Team

Email: privacy@workscapeone.com

General support: support@workscapeone.com

Website: workscapeone.com