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Privacy Policy

Velvet Offices and our affiliates (“we,” “us,” or “our”) care about your privacy. We are committed to maintaining your trust by protecting your Personal Information. This Privacy Policy (“Policy”) describes how Velvet Offices collects, uses, discloses, and otherwise processes your Personal Information in connection with your use of our websites (“Website Services”), applications (“apps”), or other services that refer to or link to this Policy (collectively, our “Services”).

This Policy does not apply to information that you provide to, or that is collected by, any third party, such as brokers, payment platforms, or other third-party service providers that you may use in relation to the utilisation of Velvet Offices’ Services. Please consult directly with such third parties regarding their respective privacy policies.

Velvet Offices will act as the data controller for your Personal Information for managing the data shared by you and shall process the same to improve, provide, and offer our Services to you. Your Personal Information may therefore be shared with our affiliates and third parties, which may be located outside the jurisdiction of India, to provide you or your Company with the Services that you have subscribed to.

Any Personal Information collected and shared with us shall be governed by the Velvet Offices Privacy Policy as published on the Velvet Offices website and as amended from time to time, and in accordance with all applicable data protection and privacy laws.

We want to help you build a productive and inspiring work environment through our Services. Before you use our Services, please read this Policy in its entirety to help you make informed decisions about your relationship with us.

1. Introduction

Personal Information

“Personal Information” means data that relates to you and can, either on its own or in combination with other information, identify you as an individual. Personal Information does not include data that has been aggregated or made anonymous such that you can no longer be identified using means reasonably available to us.

Our Services

The Services referenced in this Policy include the services provided by Velvet Offices, including coworking spaces, managed office spaces, meeting rooms, virtual office services, business support services, and other related workplace solutions.

References to “you”

In this Policy, “you” means anyone who uses our Website Services or otherwise interacts with or utilises our Services.

2. INFORMATION WE COLLECT

The Personal Information that we collect, and our use of that information, depends on your relationship with us and the requirements of applicable law. We may collect information:

  • That you provide to us directly.

  • That your company, employer, partner, or authorised representative provides to us.

  • About your devices and your use of our Services, including through cookies, pixels, web beacons, logs, and other Internet technologies.

  • If you opt in to certain features or depending on your device settings, we may obtain geo-location data and information about your contacts.

  • From third parties such as our landlords, building managers, licensees, business partners, and property brokers.

  • That we obtain from other sources, including data brokers or information service providers (ISPs).

The types of Personal Information we may collect may include your name, contact details, email address, telephone number, company or organisation details, billing and transaction information, preferences, communications with us, and other information necessary to provide our Services.

We collect and process Personal Information only for legitimate business purposes and in accordance with applicable privacy and data protection laws.

3. Information Collected From You

Velvet Offices requests different types of Personal Information from you, your company, or other individuals, depending on the Services you use and your relationship with us. We may collect the following categories of information, depending on the Services that you use:

  • Contact Information and Other Identifiers, including your name, mailing address, phone number, email address, and other information that enables us to contact you;

  • KYC Verification Information, including your personal photograph, photo ID or government-issued identification, and date of birth;

  • Professional and Employment-Related Information, including your company name, title, role, team, and other information about your profession;

  • Payment Information, including your credit or debit card details, bank account information, and payment or other information required when you make a purchase or subscribe to our Services;

  • Email and Calendar Information, when we integrate with your corporate email or calendar services (such as Gmail or Microsoft Outlook), including information regarding meeting rooms or conference rooms that you book;

  • Office Preferences, including your requested or preferred temperature, fan speed, desk and chair height, desk location, phone booth, beverage, snack, and other preferences related to the Services;

  • Utilization Information, including how frequently you visit, how long you stay, and what types of Services you use when you visit a Velvet Offices location. This may include information relating to printer or Wi-Fi usage, desk bookings, meeting room bookings, and other workplace facilities;

  • Communications and Other Information You Share, including any information that you intentionally share, send, or receive using our Services. This may include email, SMS, requests made through feedback platforms, automated chatbots, voice assistants, calendar invitations, and other communications. It may also include photos, videos, blog entries, interests, hobbies, lifestyle choices, and groups with which you are affiliated, where you choose to share such information with us;

  • Device and Usage Information, including information about your computer or device and Internet or other electronic network activity information. This may include:

    • Device identifiers, such as IP address, Wi-Fi MAC address, and Bluetooth address;

    • Geolocation information, such as information obtained through your mobile device’s GPS or Wi-Fi signal, depending on your device settings;

    • Information about your online activity, including information collected through standard Internet technologies such as cookies, pixels, web beacons, logs, and similar technologies;

    • Information about your offline activity, including information about events, meetings, or activities you attend at Velvet Offices locations; and

    • Information gathered by sensors about how you use our Services, including through spatial, occupancy, environmental, Wi-Fi, and other analytics sensors installed in offices, kitchens, meeting rooms, and other areas of certain facilities. These sensors may help us promote more efficient, convenient, and comfortable use of our Services. Examples may include desk occupancy sensors, environmental sensors, Wi-Fi network hubs, and optical or camera-based sensors.

  • Other Personal Information, including instant messenger and social media usernames or screen names, usernames, relationship to an emergency contact, vehicle identification information, and other details such as the time and purpose of your visit, photographs of you, and data or files that you input, upload, or store through the Services. This may include search queries that you submit and documents that you upload to the Services.

We may also process Personal Information included in content and information that you add to your member profile, community profile, or other Velvet Offices member network.

We obtain Personal Information about you from your company, employer, partner, authorised representative, or host if you are a visitor or guest at one of our spaces. We may also receive your Personal Information from publicly and commercially available sources, as permitted by applicable law, and from other third parties with whom we have an arrangement.

We may combine this information with Personal Information or other information that we receive from or about you where necessary to provide the Services you have requested. If we obtain Personal Information about you from a third party, we will take reasonable steps to confirm that the Personal Information has been obtained from a legitimate source.

Google and Other Third-Party Analytics

We use analytics tools, including Google Analytics, to collect information about the use of our Website Services. For example, Google Analytics may collect information such as how frequently users visit our Website Services, which pages they visit, how they interact with our Website Services, and which websites they visited before accessing our Website Services.

Google Analytics may collect information such as your IP address and other usage information in accordance with Google’s applicable policies. We use this information to understand website traffic, improve our Website Services, analyse user behaviour, and enhance the overall user experience.

We may also use other third-party analytics tools to collect similar information about the use of certain online Services.

Do Not Track

If you have enabled a “Do Not Track” feature in your web browser, your browser may transmit “Do Not Track” signals to our websites and other online services. Where required by applicable law, we will respect such signals and process your Personal Information accordingly.

Mobile Computing

We provide websites and online resources that are designed to be compatible with and accessible through mobile phones, tablets, and other computing devices. Mobile versions of our Services may require you to log in using an account. In such cases, information about your use of the mobile version of our Services may be associated with your user account.

Velvet Offices may also provide or enable you to download applications, widgets, or other tools that can be used on mobile or other computing devices. Some of these tools may store information on your mobile device or other computing device.

These tools may transmit Personal Information to Velvet Offices to enable you to access your user account, use the applicable Services, and help us understand and improve the use of these tools. Some of these tools may also allow you to email reports, documents, or other information directly from the tool.

In general, your Personal Information is used by us to:

  • Provide you with Services, including online and offline events, and other materials you request;
  • Protect against fraud, abuse, or harm and to otherwise provide a Secure Environment (“Secure Environment” as used in this Policy means both physical and online environments);
  • Respond to or fulfil customer service requests;
  • Analyse, better tailor, and improve our products and Services;
  • Contact you about our Services, promotions, and sweepstakes, tailor and provide you with relevant advertising, enhance your engagement with us, and otherwise communicate with you through various means, which may include by email, telephone, post, or by other means as communicated to you from time to time; and
  • Comply with our legal obligations and enforce our legal rights, such as, among other things, to exercise contractual rights, to comply with financial reporting obligations, court orders, warrants, or subpoenas in accordance with applicable law.
  • The processing of your Personal Information as described above is necessary to meet our contractual obligations to you or your company, for KYC purposes as per legal requirements and to meet our legitimate interests in providing our Services. Our legitimate interests may include providing you and others with a secure environment, analyzing, improving, and better tailoring our products and Services, being more efficient, fulfilling any contracts you have with us and helping to prevent fraud.
  • Subject to applicable law, you may have the right to object to our uses of your Personal Information as further described in Section 9 of this Policy.

We disclose your Personal Information in limited circumstances to Velvet Offices, our affiliates, service providers, business partners, and other third parties where necessary to provide our Services, improve the ways we operate and serve our community, or where required or permitted by applicable law.

Where required by applicable law, we will obtain your consent before sharing your Personal Information with particular third parties. We require parties receiving your Personal Information to take appropriate measures to protect it and to process your Personal Information only for the purposes described in this Policy.

  • Our Community. Our Services may include online and offline member communities, forums, networks, events, and other features through which you may share information and connect with other members. Any information you choose to share through these features may be accessible to other users of the relevant community or service.

  • Primary Members. Information regarding the utilisation of our Services by individual members may be shared with the primary member or organisation that purchased or manages the memberships. Examples of individual members may include employees of a member company, students of a member university, or other authorised users of an organisation’s membership.

  • Suppliers and Vendors. We rely on various third parties to perform services on our behalf and to help us operate, grow, and improve our business. These may include technology providers, payment service providers, IT service providers, communication providers, security providers, marketing service providers, and other business vendors. We take reasonable steps to ensure that third parties receiving your Personal Information process it in accordance with our instructions, applicable agreements, and applicable law.

  • Landlords and Building Management. In some cases, we may share your Personal Information with landlords, property owners, facility managers, security personnel, and building management at properties where Velvet Offices operates, where necessary to effectively manage, secure, and operate the relevant building and provide our Services.

  • Research and Survey Solicitations. From time to time, we may engage third parties to conduct research, surveys, or feedback activities on our behalf. Participation is voluntary. We may use the information collected through these activities for research, analysis, reporting, and to improve the quality of our Services. Survey responses may be combined with responses from other participants for analysis and reporting purposes.

  • Other Parties When Required by Law and as Necessary to Provide and Protect Our Services. There may be instances when we disclose your Personal Information to other parties:

    i) to provide you or your company with the Services you request;

    ii) to comply with our legal obligations, including obligations involving auditors, lawyers, chartered accountants, financial consultants, or other professional advisers;

    iii) to comply with applicable laws, regulations, court orders, legal processes, or requests for cooperation from government authorities or law enforcement agencies;

    iv) to detect, investigate, limit, and prevent fraud, security incidents, unauthorised activities, or other misuse of our Services, or to verify and enforce compliance with policies governing our Services;

    v) to protect our rights, property, and safety, or the rights, property, and safety of Velvet Offices, our affiliates, business partners, members, visitors, guests, or employees; or

    vi) where otherwise required or permitted by applicable law.

We share Personal Information in these circumstances to comply with legal obligations to which we are subject and, where applicable, to pursue our legitimate interests in protecting and operating our business, preventing fraud, maintaining security, and defending against legal claims.

  • Other Parties in Connection with a Corporate Transaction. We may disclose or share your Personal Information if we purchase, sell, finance, transfer, or acquire all or a portion of a business or its assets. This may occur in connection with a merger, acquisition, restructuring, financing, bankruptcy, reorganisation, liquidation, or similar corporate transaction.

  • Other Third-Party Partners in Connection with Your Membership Agreement. Where the terms of your Membership Agreement permit it, and where permitted by applicable law, we may disclose or share your contact information with selected third-party partners who may contact you regarding additional services or products related to your Membership. You may opt out of further communications from such third-party partners by contacting Velvet Offices. You are under no obligation to meet with such third-party partners or purchase additional services unless you expressly agree to do so.

  • Other Third-Party Partners, With Your Consent. We may request your consent to share Personal Information about you with certain third parties so that they can provide you with special offers, promotional materials, or other information that may be of interest to you. Where you provide the required consent, we may also use your name, likeness, and other personal characteristics for advertising, promotional, and other legitimate commercial or business purposes, subject to applicable law and the scope of your consent.

We partner with certain third parties to collect, analyze, and use some of the Personal Information described in this Policy. For example:

  • Third parties that provide features and functionality on the Services by means of plug-ins. Even if you do not click on or interact with social networking services or other plug-ins, they collect information about you, such as your IP address and the pages that you view.
  • Advertising providers help us, and our advertisers provide advertisements on our Services or elsewhere, including advertisements that are targeted based on your online behavior, and analytics companies help us measure and evaluate the usage of our services.
  • Other content providers offer products and services on our Services and operate contests, sweepstakes, or surveys on our Services.
  • SOCIAL MEDIA: We are active on social media (e.g., Twitter, Facebook, etc.) and share information, images, and videos with the public through unaffiliated external social media sites. While we will not edit comments, we may delete a comment from our page on a social media site if it, for example, does not relate to the post, promotes a commercial product or service, uses obscene, threatening, or harassing language, or if it is a personal attack or hate speech that targets or disparages any ethnic, racial, age, or religious group (or other legally protected group), or if it advocates illegal activity or violates copyright laws.

5. YOUR PRIVACY RIGHTS

We value your rights regarding your Personal Information. In accordance with applicable law, you may have the right to:

  • Request confirmation of whether we store, use, or share your Personal Information and, where applicable, be informed about the categories of third parties with whom your Personal Information has been shared;

  • Access your Personal Information and obtain a copy of the Personal Information we hold about you;

  • Receive an electronic copy of the Personal Information that you have provided to us, or request that we transmit that information to another company where applicable (the “right to data portability”);

  • Restrict or object to our processing of your Personal Information, including certain uses of your Personal Information or sharing of your Personal Information, where permitted by applicable law;

  • Request correction of inaccurate, incomplete, outdated, or otherwise incorrect Personal Information. In some cases, we may provide self-service tools that enable you to review and update your Personal Information;

  • Request deletion, erasure, anonymisation, or blocking of Personal Information held about you by Velvet Offices, subject to applicable legal requirements and exceptions;

  • Withdraw your consent to our processing of your Personal Information where processing is based on your consent. If you refrain from providing Personal Information or withdraw your consent, certain features of our Services may not be available or may be affected;

  • Object to certain automated decision-making carried out by Velvet Offices and, where required by applicable law, request human review of decisions made exclusively through automated processing where such decisions may significantly affect your rights;

  • Cancel your online account, where an account has been created, subject to applicable law and any contractual or legal obligations that may require us to retain certain information.

We will process all such requests in accordance with applicable laws and regulations. To protect your privacy and the security of your Personal Information, Velvet Offices may take reasonable steps to verify your identity before granting access to, correcting, deleting, or otherwise making changes to your Personal Information.

To request access to, review, update, correct, or delete your Personal Information, withdraw your consent, or otherwise contact us regarding your privacy rights, please submit a request by emailing us at Sales@velvetoffices.com.

You may have the right to opt-out or withdraw your consent for certain uses and disclosures of your Personal Information as set out in this Policy, and in specific circumstances, for example related to direct marketing.

Where you have consented to Velvet Offices’ use of “Sensitive Personal Information” (for example, Personal Information relating to your health, religious or philosophical beliefs, or biometric information used to uniquely identify you) (“Sensitive Personal Information”), you may withdraw your consent in accordance with applicable law.

Before disclosing Sensitive Personal Information to a third party, or processing Sensitive Personal Information for a purpose other than the original purpose for which it was collected or a purpose subsequently authorised by you, Velvet Offices will endeavour to obtain your explicit consent (opt-in), where required by applicable law.

Where your consent for the processing of Personal Information is otherwise required by applicable law or contractual obligations, Velvet Offices will comply with the applicable legal or contractual requirements.

  • Opting Out of Marketing Communications. We will provide a means to unsubscribe from our marketing-related email communications. Note that we will continue to send transaction-related emails regarding products or services that you have requested following an unsubscribe. We may also need to send you certain communications regarding the operation and administration of the Services, and you will not be able to opt-out of those communications, e.g., communications regarding updates to our Terms of Use or this Policy. If you no longer desire to be contacted by us, you must terminate your relationship with Velvet Offices Spaces and can no longer use our Services.
  • Collaboration. We do not sell your Personal Information to third parties for their direct marketing purposes. We may partner with other organizations to run events or programs. The Personal Information and other information that you provide to sign up or participate in that event or program will be available to that organization, and you may receive emails or other communications from it after the event. Please refer to that organization’s privacy policy for information on how to opt-out of its communications.
  • Text Messages. We may send you SMS text messages related to our Services or transactions. You can opt-out of these messages at any time by replying to STOP.

Velvet will retain your Personal Information for as long as you have a relationship with us, and for a period of seven (7) years after your relationship with us has ended to comply with applicable laws.

When determining how long this retention period will last once the purpose of processing the Personal Information has been satisfied, we take into account the length of time Personal Information is required to:

  • Continue to develop, tailor, upgrade, and improve our Services;
  • Maintain business records for analysis and/or audit purposes;
  • Comply with record retention requirements under the law;
  • Defend or bring any existing or potential legal claims; or Address any complaints regarding the Services.

Data Security

The security of all Personal Information provided to Velvet Offices is important to us. Velvet Offices takes reasonable steps and endeavours to implement appropriate technical and organisational measures to protect your Personal Information against unauthorised or unlawful processing, as well as accidental loss, destruction, alteration, or damage.

However, no method of transmitting data over the Internet or storing information can be guaranteed to be completely secure. Therefore, while Velvet Offices strives to protect your Personal Information, we cannot guarantee or warrant the absolute security of any information that you transmit to us. Any transmission of information is made at your own risk.

We also ask that you help us maintain a secure environment by implementing appropriate security practices, including using a strong and unique password, keeping your account credentials and access badges confidential, not sharing your credentials or access badge with others, logging out of your account or devices when you leave your workstation, and following other reasonable security best practices.

If you believe that your account, credentials, access badge, or Personal Information has been compromised, please notify Velvet Offices promptly so that appropriate steps can be taken.

In the future, we may use automated processes to help us determine your eligibility for new services, alternate space, or other business-related opportunities. In such cases, if and as applicable, and to the extent required by applicable law, we will endeavor to implement suitable safeguards, including, for example, an opportunity for you to request human intervention, express your point of view, contest any decisions made, or request that we restrict the use of your Personal Information for the purposes of these automated decisions. By using our Services or providing Personal Information to us, you agree that we may communicate with you electronically regarding security, privacy, and administrative issues relating to your use of our Services. If we learn of a security system’s breach, we may attempt to notify you electronically by posting a notice on our Services, by mail or by sending an email to you.

CCTV

Velvet Offices buildings and facilities may have CCTV cameras installed to support our legitimate business interests in protecting the safety and security of Velvet Offices employees, members, vendors, vendor employees, visitors, and guests, as well as their property.

CCTV recordings may be accessed by authorised personnel of Velvet Offices where necessary for security, safety, incident investigation, or other legitimate purposes. Velvet Offices may also make CCTV footage available to members or other third parties authorised by Velvet Offices where appropriate.

CCTV recordings may be shared with competent authorities in accordance with applicable laws, regulations, legal processes, or official requests.

CCTV recordings are generally retained for a limited period of time. However, recordings may be retained for a longer period where Velvet Offices or an applicable member determines that retention is necessary or appropriate, including in connection with the investigation of an incident, security matter, legal claim, or where competent authorities request that the recordings be retained.

Third Parties

This Privacy Policy does not address the privacy, data, services, or other practices of entities other than Velvet Offices.

We may display advertisements, content, products, or services from third parties or business partners that link to third-party websites, applications, or services that we do not own or operate. We may provide links to these third-party websites or services as a convenience to you. Such links do not constitute an endorsement, recommendation, or referral by Velvet Offices.

Third-party websites, applications, products, and services are subject to their own separate privacy policies, notices, terms, and conditions.

Additionally, third parties may sell goods or provide services at our facilities or in connection with our Services. Velvet Offices is not responsible for the services, content, security, or privacy practices of such third parties.

We cannot control and are not responsible for the privacy practices, data collection practices, or content of third parties. We encourage you to review the privacy policies and terms of any third-party website, application, or service before providing them with your Personal Information.

The collection, use, storage, and disclosure of your Personal Information by such third parties will be governed by their applicable privacy policies and notices, and not by this Privacy Policy. Velvet Offices is not responsible for the data collection, privacy, information-sharing policies, procedures, or content of such third parties.

Any information that is collected via the Services is covered by the Policy in effect at the time such information is collected. We reserve the right to change, modify, add, or remove portions of this Policy at any time and at our sole discretion. If we make any material changes to this Policy, we will notify you of those changes by posting them on the Services or by sending you an email or other notification, as required by applicable law, and we will update the “Last Updated” date to indicate when those changes became effective. We encourage you to review this Policy periodically to remain informed of how we use and protect your information, and to be aware of any policy changes. Your continued relationship with us after the posting or notice of any amended Policy shall constitute your agreement to be bound by any such changes. Any changes to this Policy take effect immediately after being posted or otherwise provided by Velvet Offices

If you have any complaints or have questions regarding this Policy, please contact us at  Sales@velvetoffices.com

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