Privacy Policy

About this policy

This policy explains how Cowork Canberra (“we”, “us”) handles personal information. The business's legal entity name and ABN are [to be confirmed].

Information we collect

• Enquiries and tour requests: your name and email (required), and optionally your phone number, company, enquiry subject or intended use, preferred duration, message and the workspace you're asking about. For space enquiries, a record that you acknowledged our Terms.
• Customer account and profile: your name, email and password (the password is held by our identity provider, not by us), and optionally your phone number, company, date of birth and gender.
• Reservations: the workspace unit, scheduled period, purpose, status, notes we choose to share with you, and internal notes.
• Access grants: the workspace unit you're authorised to use, the access period, status (including if access is revoked and why), any instructions for you, internal notes, and which staff member granted or revoked it.
• Newsletter: your email address and a record of your consent.
• Email notifications: a record of each service email we send you (type, subject, time and whether it was delivered).

Date of birth and gender are optional. You don't need to provide them to enquire, reserve or use a workspace. We never store your age; if you give a date of birth, age is calculated from it when needed.

To protect our forms and sign-in from misuse, our server may briefly use your IP address in memory to limit repeated attempts. It isn't stored with your records. The website doesn't use analytics or advertising cookies.

Customer accounts

Customer accounts use Supabase Auth, a third-party identity service, to handle sign-up, email verification, sign-in and password resets. It holds your email, a protected form of your password, and sign-in records, and sets a session cookie in your browser so you stay signed in. Your stable customer ID comes from that service. We don't use browser storage (such as localStorage) to identify you.

People without an account

We may record reservations or access for someone who hasn't created an account, such as a team member of a business we work with. In that case we store the contact details we need (name, email and optionally phone) so we can manage the arrangement and contact the person.

Linking records by email

If you send an enquiry, or we record a reservation or access for you, before you create an account, those records are associated with your email address. When you create an account and verify that you own that email address, we link those records to your account so you can see them. We don't show any history until the email is verified, and we never move records that already belong to another customer. Newsletter subscriptions aren't linked to your account and are managed separately.

Why we use it

We use this information to respond to enquiries, arrange tours, schedule workspaces, authorise and manage workspace access, operate your account, and keep reasonable business records. An enquiry or reservation doesn't give you access to a workspace; access is only granted explicitly by our team. We don't sell personal information.

Newsletter consent

Subscribing is always optional and separate from enquiries and accounts. Enquiry forms include an unticked box marked “Optional”. When you subscribe we record the time and the consent wording you agreed to:

“Subscribe to the Cowork Canberra newsletter for workspace updates, news, and community events. You can unsubscribe at any time.” (version 2026-10-v1)

No newsletter emails are being sent while the website is a prototype. You can unsubscribe at any time.

Emails we send

We send service emails using our own email account through an SMTP email provider: acknowledgements of enquiries and tour requests, and notices when we create, change or cancel a reservation for you, or grant, change or revoke your workspace access. Emails contain only the details needed for that purpose. We never email passwords or sign-in tokens, apart from the verification and reset links the identity service sends at your request.

Where it's stored

Enquiries, customer profiles, reservations, access grants, newsletter records and email logs are stored in a database (SQLite) on the server that runs this website. Sign-in credentials are stored by Supabase. Emails pass through our email provider. Hosting locations for production are [to be confirmed] and will be listed here before launch.

Who can access it

You can see your own profile, enquiries, reservations and access in your account. Authorised Cowork Canberra staff can see customer and contact records, enquiries, reservations, access grants, newsletter status and related history in our admin dashboard, to run the workspace. Internal notes are visible only to staff. We don't share personal information with third parties except the service providers above, or where required by law.

How long we keep it

[Retention periods to be confirmed.] We intend to keep records only as long as needed for the purposes above and reasonable business records. Cancelled reservations and revoked or expired access are kept as history rather than deleted. Unsubscribe records are kept so we continue to respect your choice.

Access, correction and deletion

You can update your name, phone, company, date of birth and gender in your account at any time. To ask for a copy of your information, to correct something else (including your sign-in email), or to ask us to delete your account or records, contact us using the details below. We may need to verify your identity first. If you're not satisfied with our response, you may be able to contact the Office of the Australian Information Commissioner (OAIC).

Security and limitations

This website is a prototype. It uses an established identity service and server-side checks so customers only see their own records and only listed staff can use the admin dashboard, but it hasn't had a professional security review, and we don't claim any particular level of security or legal compliance. A security and privacy review is required before real customer information is used.

Contact

Cowork Canberra
Level 4, 1 University Avenue, Canberra ACT 2601, Australia
Email: hello@example.com [placeholder: business email to be confirmed]
Privacy contact: [to be confirmed]

You can also reach us through our contact form.