Privacy Policy

Thinkspace Limited ("we", "us", "our", "Thinkspace") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and disclose your personal information when you use our coworking facilities and services.

This Privacy Policy applies to all personal information we collect through our websites, facilities, services, and any related communications. We comply with the New Zealand Privacy Act 2020 and applicable international privacy standards including GDPR principles where relevant.

By using our services, you consent to the collection and use of your personal information as described in this Privacy Policy.

2.1 Personal Information

We collect personal information that you provide directly to us, including:

• Name, address, email address, and phone number
• Date of birth and government identification details
• Business information and professional details
• Payment information and banking details
• Emergency contact information
• Membership preferences and requirements
• Communications and correspondence with us

2.2 Usage and Technical Information

We automatically collect certain information about how you use our facilities and services:

• Facility access logs and entry/exit times
• Meeting room bookings and usage patterns
• Internet usage logs (in accordance with legal requirements)
• Security camera footage in common areas
• Website analytics and interaction data
• Device information and IP addresses

2.3 Third-Party Information

We may receive information about you from third parties, including:

• Credit reporting agencies for membership applications
• Payment processors and financial institutions
• Professional references and business networks
• Public records and business directories

We use your personal information for the following purposes:

3.1 Service Provision

• Processing membership applications and providing access to facilities
• Managing bookings, payments, and billing
• Providing customer support and responding to enquiries
• Facilitating networking and community events
• Delivering mail and package services

3.2 Business Operations

• Maintaining security and safety of our facilities
• Improving our services and facilities based on usage patterns
• Conducting market research and analysis
• Managing our business relationships and partnerships
• Ensuring compliance with legal and regulatory requirements

3.3 Marketing and Communications

• Sending newsletters, updates, and promotional materials (with consent)
• Notifying you of events, services, and special offers
• Conducting surveys and requesting feedback
• Building member profiles for personalized services

We process your personal information based on the following legal grounds:

• Contract Performance: Processing necessary for membership agreements and service delivery
• Legitimate Interests: Security, facility management, and business improvement purposes
• Legal Obligations: Compliance with tax, employment, and safety regulations
• Consent: Marketing communications and optional services (where applicable)

5.1 Third-Party Service Providers

We may share your information with trusted third parties who provide services on our behalf:

• Payment processors and financial service providers
• IT service providers and cloud storage companies
• Security companies and access control systems
• Cleaning and maintenance service providers
• Marketing and communication service providers
• Legal and professional advisors

5.2 Legal Requirements

We may disclose your information if required by law or in good faith belief that such disclosure is necessary to:

• Comply with legal processes, court orders, or government requests
• Enforce our Terms of Service and protect our legal rights
• Protect the safety and security of our members and facilities
• Investigate potential fraud or other illegal activities

5.3 Business Transfers

If Thinkspace is involved in a merger, acquisition, or sale of assets, your personal information may be transferred to the new entity, subject to the same privacy protections outlined in this policy.

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, disclosure, alteration, or destruction:

• Encryption of sensitive data in transit and at rest
• Secure access controls and multi-factor authentication
• Regular security assessments and vulnerability testing
• Staff training on data protection and privacy procedures
• Physical security measures at our facilities
• Secure disposal of records and data

While we strive to protect your personal information, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security but commit to notifying you of any material security breaches in accordance with applicable laws.

We retain your personal information only as long as necessary to fulfill the purposes for which it was collected:

• Active Membership: Information retained for the duration of membership plus 7 years for tax and legal compliance
• Financial Records: Retained for 7 years as required by New Zealand tax law
• Security Footage: Typically retained for 30-90 days unless required for legal proceedings
• Marketing Consent: Until consent is withdrawn or after 3 years of inactivity
• Website Analytics: Anonymized after 26 months

Under New Zealand privacy law, you have the following rights regarding your personal information:

8.1 Access Rights

• Request access to personal information we hold about you
• Receive a copy of your personal information in a portable format
• Understand how your information is being used and shared

8.2 Correction and Update Rights

• Request correction of inaccurate or incomplete information
• Update your contact details and preferences
• Add context or explanations to disputed information

8.3 Deletion and Restriction Rights

• Request deletion of personal information (subject to legal requirements)
• Restrict processing of your information in certain circumstances
• Object to processing based on legitimate interests

8.4 Marketing Rights

• Opt out of marketing communications at any time
• Choose specific types of communications you wish to receive
• Withdraw consent for optional data processing

9.1 Cookie Usage

Our website uses cookies and similar technologies to improve your browsing experience:

• Essential Cookies: Required for website functionality and security
• Analytics Cookies: Help us understand how visitors use our website
• Marketing Cookies: Used to deliver relevant advertisements (with consent)
• Preference Cookies: Remember your settings and choices

9.2 Cookie Management

You can control cookie preferences through your browser settings or our cookie consent tool. Note that disabling certain cookies may affect website functionality.

Some of our service providers may be located outside New Zealand. When we transfer personal information internationally, we ensure appropriate safeguards are in place through:

• Adequacy decisions by relevant privacy authorities
• Standard contractual clauses for data protection
• Certification schemes and approved codes of conduct
• Explicit consent for specific transfers where required

Our services are not directed to individuals under 18 years of age. We do not knowingly collect personal information from children. If we become aware that we have collected personal information from a child, we will take steps to delete such information promptly.

We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal requirements. We will notify you of any material changes by:

• Posting the updated policy on our website
• Sending email notifications to members
• Providing notice at our facilities
• Other appropriate communication methods

Your continued use of our services after the effective date of the updated Privacy Policy constitutes acceptance of the changes.

If you have concerns about how we handle your personal information, please contact us first using the details below. We are committed to resolving privacy concerns promptly and transparently.

If you are not satisfied with our response, you may lodge a complaint with the New Zealand Privacy Commissioner at privacy.org.nz or by calling 0800 803 909.