Privacy and cookies policy
1. Introduction
1.1 Welcome to AREA’s Privacy and Cookies Policy (Policy).
1.2 At AREA, we respect your privacy and we’re committed to protecting your personal data.
1.3 This Policy will inform the users of our website and the members of AREA (you, your) as to how we look after your personal data when you visit our website (Website) or if you provide personal data by any other means (for example, over the phone) and it will tell you about your privacy rights and how the law protects them.
1.4 We use cookies and similar technologies to distinguish between each customer that accesses our Website. This Policy provides information on the cookies that we use and how you can block cookies.
1.5 This Policy forms an important part of our <Terms and Conditions> and by accepting our terms and conditions, you also accept the terms of this Policy.
1.6 By accepting this Policy, you agree that you understand and accept the use of your personal data as described in this Policy.
1.7 If you do not agree with the terms of this Policy or you do not understand it, you should not use our Website or otherwise provide us with your personal data.
2. Purpose of this Policy
2.1 This Policy aims to give you information on how we collect and process your personal data when you use the Website. For example, when you provide personal data when you create an account with us.
2.2 The Website is not intended for children and we do not knowingly collect personal data relating to children.
2.3 It’s important that you read this Policy so that you are fully aware of how and why we are using your data.
3. Who we are and how to contact us
3.1 AREA is a brand owned and operated by Area Coworking Madrid S.L. a company registered in Spain with registration number B02756377 and registered office in Madrid.
3.2 Area Coworking Madrid S.L. (referred to as "AREA", "we", "us" or "our" in this Policy) is a controller in respect of your personal data because we decide the purposes for which, and the way in which, your personal data is processed.
3.3 We take our responsibilities as data controller seriously and we take full responsibility for your personal data as well as for the Website.
3.4 If you have any questions about this Policy, including any requests to exercise your rights in relation to personal data, please contact hugo@areamadrid.es.
3.5 You have the right to make complaints at any time to the relevant data protection and privacy regulator. We would, however, appreciate the chance to deal with your concerns before you approach the regulator so we kindly request that you contact us in the first instance.
4. Changes to the Policy and your duty to inform us of changes
4.1 We keep this Policy under regular review.
4.2 It’s important that the personal data that we hold about you is accurate and current. We kindly request that you keep us informed if your personal data changes during your relationship with us.
5. Third-party links
5.1 Our Website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share personal data about you.
5.2 We don’t control these third-party websites and are not responsible for their privacy statements. When you leave our Website, we encourage you to read the privacy policy of every website that you visit.
6. The data we collect about you
6.1 Personal data, or personal information, means any information about an individual from which that individual can be identified. It doesn’t include data where the identity has been removed (anonymous data).
6.2 We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:
(a) Identity Data includes first name, maiden name, last name, username or similar identifier, title, date of birth and gender.
(b) Contact Data includes billing address, home address (if difference to billing address), email address and telephone numbers.
(c) Financial Data includes bank account and payment card details.
(d) Transaction Data includes details about purchases that you make on our Website.
(e) Technical Data includes internet protocol (IP) addresses, login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices that you use to access the Website.
(f) Profile Data includes your username and password (if you create an account), your preferences, feedback and survey responses.
(g) Usage Data includes information about how you use the Website, including: clicks, internal links, pages visited, scrolling, searches and timestamps.
(h) Marketing and Communications Data includes your preferences in relation to receiving marketing from us and third parties and your communication preferences.
6.3 We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but it’s not considered personal data in law as this data will not directly or indirectly reveal your identity. For example, we may aggregate customers’ Usage Data to calculate the percentage of customers accessing a specific Website page. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this Policy.
6.4 We don’t collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.
7. If you fail to provide personal data
7.1 Where we need to collect personal data by law, or under the terms of a contract we have with you (for example, where it’s required under our <Terms and Conditions>, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to enable you to make purchases on our Website). In this case, we may have to cancel a product that you may be attempting to purchase but we’ll notify you if this is the case at the time.
8. How is your personal data collected
8.1 We use different methods to collect data from and about you including through:
(a) Direct interactions. You may give us your Identity, Contact and Financial Data by filling in forms on our Website or by corresponding with us by post, phone, email or otherwise.
(b) Automated technologies or interactions. As you interact with our Website, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies and other similar technologies. Please see below in this Policy for further information on cookies.
(c) Third parties or publicly available sources. We may also receive personal data about you from various third parties as set out below:
(i) Technical Data from the following parties:
· analytics providers such as Google; and
· advertising networks.
(ii) Contact, Financial and Transaction Data from providers of technical and payment services.
9. How we use your personal data
Purposes for which we use your personal data
9.1 We collect your personal information so that we can provide the best level of service and so that you can use the Website and AREA in an agile and secure way. Collecting personal data also allows us to offer you more customisation on the Website.
9.2 More specifically, we collect your personal data for the following reasons:
(a) So that you can register an account, become a member of AREA and make purchases on our Website and in person at AREA.
(b) So that the customer services team can provide the best, customised service to you and so that they can efficiently deal with any queries or complaints that you might have.
(c) To develop internal studies on the interests, behaviours and demographics of customers to better understand your needs and interests and to offer better services or provide related information through the Website.
(d) To improve our commercial and promotional initiatives and to analyse your interactions with our Website to improve the content and services that we offer and to provide better customisation.
(e) To send information or messages to you by SMS, email or through the Website about new services.
(f) To display advertising and promotions, banners and news about AREA that we think you’ll find interesting. For further information, see the Marketing section below.
(g) To send operational messages to you which are required for the Website to function properly. These may be sent by SMS, email or through the Website. For example, we may send operational emails to notify you if there are technical issues with the Website or to confirm purchases.
(h) To carry out any checks that we are required to carry out under applicable laws and regulations.
Marketing and emails
9.3 We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products and offers might be relevant for you (we call this marketing).
9.4 You will receive marketing communications from us if you have requested information from us or made purchases through our Website and you have opted in to receiving that marketing.
9.5 We may email you with messages about your order or account activity. For example, we may email you to tell you that:
(a) You’ve created a membership account;
(b) Your membership account password has been reset or updated;
(c) You’ve made a purchase or ordered a service; or
(d) Your order has shipped,
it’s not possible to unsubscribe from these messages.
9.6 You can ask us or third parties to stop sending you marketing messages at any time by contacting us.
9.7 You can also unsubscribe from marketing emails by clicking the link at the bottom of the email.
9.8 Where you opt out of receiving marketing messages, this will not apply to personal data provided to us for reasons other than marketing.
10. Cookies
10.1 Our Website uses cookies and similar technologies to distinguish between each customer that accesses the Website. This helps us to provide you with the best experience when you browse the Website and it also allows us to improve the Website.
10.2 By continuing to browse the Website, you agree to our use of cookies and similar technologies.
10.3 A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your computer if you agree to this. Cookies contain information that is transferred to your computer's hard drive.
10.4 For the most common browsers, you can see which cookies are active in your browser’s settings.
10.5 We use the following cookies:
(a) Strictly necessary cookies. These are cookies that are required for the operation of our Website. They include, for example, cookies that enable you to log into secure areas of our Website and to make purchases.
(b) Analytical/performance cookies. They allow us to recognise and count the number of customers and to see how you move around our Website when they are using it. This helps us to improve the way our Website works, for example, by ensuring that you are finding what you are looking for easily.
(c) Functionality cookies. These are used to recognise you when you return to our Website. This enables us to personalise our content for you, greet you by name and remember your preferences (for example, your choice of language or currency).
(d) Targeting cookies. These cookies record your visits to our Website, the pages you have visited and the links you have followed. We will use this information to make our Website and the advertising displayed on it more relevant to your interests. We may also share this information with third parties for this purpose.
10.6 If you require more information about the individual cookies that we use and the purposes for which we use them, please contact us.
10.7 You can block cookies by activating the settings on your browser that allow you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our Website.
10.8 If you would like more information on how to disable cookies or how to change your privacy settings you should visit www.allaboutcookies.org. The internet browser's 'help' function should also tell you how to do this.
10.9 Except for functional and essential cookies, all cookies will expire after 30 days.
11. Disclosure of your personal data
11.1 We may share your personal data with the parties set out below for the purposes set out above.
11.2 External third parties:
(a) IT service and system administration providers.
(b) Squarespace, our website analytics provider.
(c) Nexudus, our administrative software provider.
(d) Third parties that licence key software to AREA without which AREA would not be able to provide services to you.
(e) Payment solutions providers to facilitate purchases.
(f) Third parties that facilitate the sending, or that themselves send, AREA marketing communications to you, for example, Squarespace and Mailchimp.
(g) Professional advisers including lawyers, bankers, auditors and insurers that provide consultancy, banking, legal, insurance and accounting services to AREA.
(h) Tax authorities, regulators and other authorities that require reporting of processing activities in certain circumstances.
(i) Third parties to whom we may choose to sell, transfer or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy and cookies policy.
11.3 We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and we only permit them to process your personal data for specified purposes and in accordance with our instructions.
12. Data security
12.1 We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
12.2 We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
13. How long will AREA use your personal data for
13.1 We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.
13.2 To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process the personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.
13.3 In some circumstances, you can ask us to delete your data, see the “Your rights” section below for further information.
13.4 Sometimes we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.
14. Your rights
14.1 Under certain circumstances, you may (this is not an absolute right) have the following rights under data protection laws in relation to your personal data:
(a) Request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you.
(b) Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data that you provide to us.
(c) Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of the request.
(d) Object to processing of your personal data where there is something about your particular situation which makes you want to object to our processing as you feel it impacts on your fundamental rights and freedoms. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
(e) Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:
(i) If you want us to establish the data's accuracy.
(ii) Where our use of the data is unlawful but you do not want us to erase it.
(iii) Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims.
(iv) You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
(f) Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
14.2 If you wish to exercise any of the rights set out above, you should contact us and we will confirm whether you are able to do so.
14.3 You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.
14.4 We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
14.5 We try to respond to all legitimate requests within one month. Occasionally it could take us longer than one month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.