Privacy Policy

1 Introduction & Scope

This Privacy Policy sets forth the principles under which Office Square ("we", "us", or "our"), operating at 1st Floor, C-39, Hawa Sadak, Bais Godam, Jaipur, Rajasthan 302006, collects, stores, processes, and protects the personal information of members, visitors, and website users.

By utilizing our website (officesquare.in), scheduling a tour, booking a desk, or visiting our physical premises, you consent to the data practices described in this policy.

2 Information We Collect

We collect only the minimum necessary information required to deliver high-quality coworking services and uphold physical space safety:

• Identity & Contact Details: Full name, professional email address, phone number, company/organization name, and emergency contact details provided during tour bookings or onboarding.
• Verification & KYC Information: Government-issued photo identification (such as Aadhaar, PAN card, or passport) and registered business proofs required for private office or long-term membership agreements.
• Payment & Invoicing Information: Billing addresses, GSTIN numbers, transaction identifiers, and receipt logs. Note that credit card and UPI payments are processed directly through certified, PCI-DSS compliant payment gateways; we never store your raw banking or card CVV credentials on our servers.
• Facility Check-In & Safety Records: Physical front desk visitor sign-in registers, check-in logs, and on-premises security CCTV camera footage in common areas.
• Digital Network Usage: Device MAC address, local IP assignments, and session timestamps when authenticating on our guest or member Wi-Fi networks.

3 How We Use Your Information

We utilize the gathered personal data strictly for legitimate operational purposes:

• Facilitating workspace allocations, desk assignments, and meeting room reservations.
• Generating accurate monthly billing statements, tax receipts, and GST input credit documentation.
• Managing front desk check-in, verifying membership status upon entry, and ensuring physical safety across the workspace.
• Communicating essential community notices, planned maintenance downtimes, event invites, or policy updates.
• Responding to customer support inquiries, tour requests, and service feedback.
• Complying with regulatory, tax, and law enforcement statutory obligations under Indian law.

4 Information Sharing & Non-Disclosure

Personal data is treated with confidentiality. We disclose information only under the following limited circumstances:

• Authorized Service Providers: Trusted third-party partners who assist in our operational workflows (e.g., cloud hosting, transactional SMS/email services, and certified payment gateways) bound by strict non-disclosure obligations.
• Legal & Statutory Requirements: When mandated by court summons, judicial order, or regulatory authorities in accordance with applicable laws in India.
• Emergency Situations: Where disclosure is necessary to protect the immediate physical safety, property, or life of community members or the public.

5 Data Security Measures

We implement multi-layered administrative, technical, and physical safeguards to prevent unauthorized access, accidental destruction, or disclosure of your information:

• All digital transmissions between your browser and our web platform are protected using industry-standard TLS/SSL encryption.
• Access to internal member registries is restricted to authorized community management personnel via multi-factor authentication.
• Physical server equipment and network switches reside in secure, locked server enclosures with backup power protection.
• Routine security audits, software updates, and vulnerability patches are conducted systematically.

6 Cookies & Tracking Technologies

Our website utilizes small data files known as cookies to enhance your browsing experience:

• Essential Cookies: Required for fundamental website operations, such as session management and form submission tokens.
• Performance & Analytics Cookies: Help us measure anonymous traffic patterns, popular pages, and performance bottlenecks to improve site responsiveness.

You have the option to configure your browser to block or alert you about cookies; however, certain interactive features of our website may function with limited efficiency if cookies are disabled.

7 Data Retention

We retain personal data only for as long as is necessary to accomplish the purposes outlined in this policy:

• Active Memberships: Data is maintained throughout your active membership term and for seven (7) years post-termination to satisfy statutory tax and financial audit mandates under Indian law.
• Tour Inquiries & Leads: Retained for twelve (12) months following initial contact unless you request earlier deletion.
• CCTV Footage: Surveillance recordings are stored for up to 30 days on a rolling loop, after which footage is automatically overwritten unless preserved for an active investigation.

8 Your Privacy Rights & Choices

As a member or website user, you hold specific rights regarding your personal records:

• Right of Access: You may request an overview of the personal data we hold about you.
• Right to Rectification: You can update inaccurate or incomplete contact, company, or billing details.
• Right to Erasure: You may request deletion of your contact data once all outstanding dues, contractual obligations, and statutory requirements are satisfied.
• Unsubscribe: You can opt out of non-essential promotional announcements or newsletters at any time using the unsubscribe link provided in email communications.

9 CCTV Surveillance & Premises Safety

For the protection of our community, member assets, and building infrastructure, Office Square operates closed-circuit television (CCTV) cameras in common hallways, entrance lobbies, cafeterias, and reception areas.

Cameras are never placed in restrooms, private phone booths, or wellness rooms where members hold an expectation of personal privacy. Footage is reviewed exclusively by authorized security managers in response to safety incidents or official requests.

10 Third-Party Links & External Platforms

Our website may contain links to external sites (such as Google Maps, social media profiles, or third-party partner portals). We are not responsible for the privacy practices, content, or data protection standards of external websites. We encourage you to review their individual privacy statements before disclosing personal information.

11 Updates to This Privacy Policy

We may periodically update this Privacy Policy to reflect enhancements in technology, service offerings, or legal frameworks. Any changes will be posted on this page with an updated "Last Updated" revision date. Continued engagement with our workspace or website after changes are posted represents your acceptance of the updated terms.

12 Grievance Officer & Privacy Contact

If you have questions, feedback, or wish to exercise your privacy rights, please reach out to our dedicated Grievance Officer: