Privacy policy
last update: 11 April 2023
Kool Werk is the brand name that is registered as a company under the legal name of Kool Werk Ltd. "Kool Werk" or "we" respect the privacy of our customers, members, employees and guarantee the protection of this data that is collected from them. We are transparent about the type of information we collect and what we use this information for and we present these details below.
Kool Werk offers offices/workstations for rent, in coworking format, at the location of the open work point on Gheorghe Barițiu street nr.2, in the city of Brasov.
A user can be a client, employee, partner, visitor, who has signed a contract with Kool Werk, or who has purchased a type of subscription on our website, where he has entered his personal data requested by form. They will be referred to hereinafter as "user".
When members wish to take advantage of our services, they will be asked to submit certain information that may be personal data, or confidential information, as described below. Please read carefully to understand our data collection, storage and use practices.
1. What information we collect and how we collect it
The personal data we collect is voluntarily submitted by users and is collected through forms on our website, or physical forms at our location. This data may be your first name, last name, email, phone number, CNP or company details, home address, payment details, the username and password you used to create your account on our website and other optional information that the user may choose to provide. Our applications will also obtain your geographic location based on the phone, laptop or other device you use to browse our website.
If you visit our location, we may personally ask you to provide us with your name, email address and phone number so that we can contact you to communicate offers and identify you when you contact us via one of the methods described in this paragraph.
We collect data when you contact us by email, or chat on our website, social media channels.
When you make an online booking for a subscription type we will ask for the information needed to prepare your tax invoice. For this we need additional information such as your CNP (individuals), company details (company CUI), residence address, email and phone number.
Reservations become valid when payment is made. Kool Werk does not collect data about the credit cards with which payments are made. For more details about the payment form you can visit the Wix platform policies: https://www.wix.com/about/privacy
Users who purchase monthly subscriptions can opt to have their fingerprint recorded to open the access doors at the location. Kool Werk does not collect or store biometric data in its own databases and this data cannot and will not be used for any other purpose.
When you call us, we may ask for your name so that we can save your number and call you back to provide you with the information you requested.
Kool Werk collects data through the use of surveillance cameras. These consist of video footage or images of you in the public areas of our coworking space, or where entrances and exits to the location are located.
We collect data about our employees or for candidates who wish to become employees of Kool Werk SRL. This data is collected with the help of CVs.
2. What is the purpose for which we collect the data
You are obliged to provide true and accurate data so that we can use it for administrative purposes and for possible legal purposes. We need this data for the following situations:
Communication and Marketing - We will use your email and phone number to contact you if you have requested information from the Contact form on the website, or if you have purchased any type of subscription to guide you and explain the types of services and how they work. We may contact you for promotions of our services, to announce events or to ask for feedback on the services you have used. The data we collect is in line with our legitimate interest to offer and market our services.
Management - We will store your data in order to manage the types of subscriptions and services you receive. Our subscriptions have specific features and validity periods which can be seen in the Booking Policy section of our website.
Contracts - We collect other specific data that is necessary to draw up and carry out certain contracts with our customers or employees.
Billing - We prepare tax invoices for the services we provide.
Record keeping - Storing data for the history of the types of services you have purchased.
Notifications - About changes to the house rules, reservation and cancellation policy, or privacy policy.
Assistance - We may contact you at your request for technical assistance in using the functionality of the website, Kool Werk app, your account or other devices that are intended to operate the coworking space.
3. Data Retention
We will use personal data to improve our services and to perform our ethical and contractual obligations and will retain it for as long as necessary to fulfil these. We also retain it for the eventuality of legal disputes. When we no longer keep the data, it will be deleted from our databases (including statistical data and meta information that is not substantial to identify the user).
We store your data in the database provided by our website service provider, Wix. We also store contacts such as phone number, email, on contacts saved on the SIM on the Kool Werk phone number, as well as in the Gmail database when you have communicated with us by email.
As a Kool Werk user, you are required to create an account on our website, where you are asked to enter your personal data. This personal data is private and will not be displayed to the public or other members, except for your first and last name which is visible to other members.
Also, other types of data may be retained by 3rd party applications, and they will store and delete them according to their privacy policy.
Here are other 3rd parties that will collect your data, which you can read their own Privacy Policy:
Google analytics, General statistics, https://www.google.com/intl/en/policies/privacy/
Stripe, payment processing, https://stripe.com/en-ro/privacy
Wix, https://www.wix.com/about/privacy
We treat your data responsibly and guarantee that your details will not be made public and will not be shown or sold. We assume that your data is safe and will not be destroyed, modified, lost. Access to data is only made by authorized Kool Werk personnel who are trained for the processing and organization of this data.
4. Data rights
Users have the following rights over the data collected by us:
- Right of access: this means the right of the data subject to obtain confirmation from Kool Werk SRL as to what type of data is collected, how it is processed and whether it is processed at that time.
- Right to object: this refers to the right of users to object to data processing when the processing is necessary for the performance of a task. Failure to process data may result in failure to perform tasks and inability to provide certain services.
- Right to rectification: refers to the correction of personal data if they are inaccurate.
- Right to erasure of data: means the right of the data subject to request the deletion of personal data from databases when they are no longer needed to provide a service. It can also be requested if certain legal obligations have to be complied with or if the user objects to our reservation policy and wishes to withdraw his/her consent to be a member, customer or to continue to have an active contract with Kool Werk SRL.
- Right to restriction: can be exercised if the user wishes to suspend data processing for a certain period of time.
5. Notice regarding the responsible party for this site
The party responsible for data processing on this website is:
Kool Werk Ltd.
Head office: str. Teius, nr.1, bloc 7, scara B, apartament 1, Brasov, Brasov
Registered at the Trade Register with number J8/292/01.02.2022
Unique Registration Code 45562947
For any requests regarding the processing of personal data you can contact us:
Phone: +40-771712593
Email: koolwerk@hotmail.com