Privacy Policy

Last Updated: May 2024

Workplace One operates boutique coworking spaces located in downtown Toronto. This Privacy Policy explains how we collect, use, store, and disclose personal information when visitors, prospective clients, and members interact with our website at www.workplaceone.com (the “Site”) and related services.

By using the Site, you consent to the practices described in this Privacy Policy.

1. Information We Collect

1.1 Personal Information You Provide

Through our web forms or other communications, we may collect:

  • Name
  • Email address
  • Phone number
  • Company name or job information
  • Inquiry details
  • Booking or reservation information
  • Payment information necessary to complete transactions processed through Yardi Kube

1.2 Access Logs & Operational Data

Through our workspace management platform (Yardi Kube), we may collect:

  • Booking and reservation activity
  • Access management logs (e.g., controlled entry systems)

1.3 Payment Data (Processed via Yardi Kube)

If you make a purchase or booking requiring payment through our Site:

  • Payment details are processed by Yardi Kube on our behalf.
  • We do not store full payment card information on our own systems.
  • Payment data is handled according to Yardi Kube’s security and compliance standards.

1.4 Third-Party Integrations

When interacting with third-party tools connected to our Site, certain data may be collected automatically by those providers (see Section 6).

1.5 No Sensitive or Special Categories of Data

We do not intentionally collect or process sensitive personal data.

2. How We Collect Information

We collect information through:

  • Web forms (e.g., tour requests, inquiries)
  • Third-party integrations, including CRM, email, and payment processing tools
  • Mobile applications associated with Yardi Kube
  • Workspace access systems that generate booking and access logs
  • Payment processing pages, delivered through Yardi Kube

3. How We Use Your Information

We use your information for:

  • Managing workspace access, inquiries, and bookings
  • Communicating with you
  • Marketing or newsletters
  • Scheduling workspace resources
  • Processing payments for memberships or bookings through Yardi Kube
  • Security and access control
  • Personalizing user interactions
  • Internal reporting and analytics

We do not sell your personal information.

    4. Legal Basis for Collecting Information

    Although not required under PIPEDA for the Site, Workplace One adheres to responsible data-management practices and collects information only for legitimate operational and service-delivery purposes, including:

    • Performing requested services and processing payments
    • Communicating with prospective clients
    • Operating secure facilities
    • Improving user experiences

    5. How We Share and Disclose Information

    5.1 Service Providers

    We share personal information with trusted third-party service providers that support our operations, including:

    • Google Analytics – website traffic insights
    • HubSpot – CRM system for managing leads and inquiries
    • Mailchimp – email newsletter and marketing communications
    • Yardi Kube – workspace management, access control, booking systems, and payment processing

    Yardi Kube securely processes payment information and may collect or store payment data in accordance with its policies and industry security standards. Workplace One does not retain full payment card details.

    5.2 Legal Requirements

    We may disclose information when required by law or to protect rights, property, or safety.

    5.3 Business Changes

    If Workplace One becomes involved in a merger or acquisition, your information may be transferred as part of that transaction.

    6. Third-Party Services & Integrations

    The Site and our services rely on third-party tools and integrations. These providers may handle data according to their own privacy policies. We do not control or guarantee the practices of these external services.

    7. Data Security

    We use reasonable physical, administrative, and electronic safeguards to protect personal information.

    Payment data processed through Yardi Kube is protected according to their compliance and security standards.

    8. Data Retention

    We retain personal information only for as long as necessary to:

    • Respond to inquiries
    • Maintain business and operational records
    • Meet legal or accounting obligations

    Payment information is retained only as required by Yardi Kube or applicable regulations.

    9. Children’s Privacy

    The Site is not intended for minors under 18, and we do not knowingly collect personal

    information from minors.

    10. Your Choices

    You may:

    • Request access to your personal information
    • Request corrections or deletion
    • Opt out of marketing communications

    11. International Data Transfers

    Some service providers may store data in jurisdictions outside Canada. These providers must follow security and privacy standards consistent with industry norms.

    12. Changes to This Privacy Policy

    Updates may occur periodically. The latest version will always be posted on this page.

    13. Contact Us

    For privacy-related questions or requests, contact:

    Workplace One

    Email: info@workplaceone.com