Privacy Policy

Privacy and data protection police and notice

last updated: September 17, 2022

Kool Werk is a the brand name registered as a company in Romania as Kool Werk SRL. "Kool Werk", "we", or the "Company" respects the privacy of its customers, members, employees and guarantees the protection of all gathered data from the users. We are transparent about our practices regarding the information that we may collect and we describe these practices in this policy notice. 

Kool Werk offers open work spaces as individual desks or hot desks for rent at it's facility location from str. Gheorghe Baritiu, nr.2, in Brasov, Romania (the "Services").

A user may be an entity, for example an employer which has signed an agreement with Kool Werk ("Customer") or a Customer's user, for example a Customer's employee, who will be referred here as "Users" or "you", which are the subjects from who we collect the data. 

This policy explains how we may collect data when we provide the services to the Users, which can be collected from website visitors, employment candidates and others and also how we use, maintain and process the information. The users that whish to use the Services will be asked to provide Kool Werk certain information which include Personal Data or Sensitive Information  as described further. Please read the following carefully to understand our practices regarding your Personal Data and how we will treat it. 

1. Which information may we collect and how we collect it? 

One type of Data is non-identifiable and anonymous information ("Non-personal information").

The Personal Data that we collect are provided consciously by an User or site visitor and this may include your name (first and last), email address, phone number, address, city, country, credit card, bank account and other such payment and billing details, billing address, organization name, organization registration data, position, your Kool Werk account username and password and usage details, and other information User may choose to provide to Kool Werk. Additionally, our apps will obtain location data related to the geographic location based on your laptop, mobile device or other digital device that you use.

If you are visiting our location, we may ask for your name, email address, phone number. We may ask for other data from a valid document like ID, passport, in case you require a Monthly Membership where you will receive access keys for the coworking space, this information is required to ensure the safety and security of our Users and community. You do not have any legal obligations to provide such information to us however, we require certain information in order to provide services like Monthly Membership.

Kool Werk may also collect the email addresses of people who communicate with Kool Werk via email or via messenger services or other social media platform or create accounts and login credentials.

By signing up on Kool Werk’s general website, Kool Werk will collect your name, phone number, emaill you provided. Mindspace may use this information to offer Kool Werk’s services and support.

By using the online booking from our website you may provide additional information (optional) for invoicing like billing address or company registration details. The same data is collected when you request a Manual Payment with a Bank Transfer. 

If you call or send a message to our operator, we might ask for your name so we can record your number so that we can call you back or provide the necessary information that you request.

 

If you use the Live Chat and our operator is not online at the moment, we will ask for you email address, full name and phone number so we can get back to you at a later time.  

Kool Werk also collects Personal Data through the use of CCTV cameras. This may consist of video images of you in the public space at Kool Werk office, as well as records of your entrances and exits of the Kool Werk building.

Koll Werk also collects data relating to employees. This is governed by a specific notice we have made available to our employees. 

Kool Werk also collects data relating to employment candidates. This includes CVs and the data contained therein. We collect such data based on the intention of the candidate to enter into an employment agreement with Kool Werk. 

We collect the data that is necessary for the performance of a contract with our Customers or employees in order to take the steps to fulfil the request prior to entering the specific contract. We also collect this data in accordance with our legitimate interests to offer and market our Services.  

2. What are the purposes of personal data we collect?

We will use Personal Data to provide and improve the Services and meet our contractual, ethical and legal obligations, including for example:

• Processing which is necessary for the performance of a contract that you request, or to provide you the information for entering such contract, or for sharing information regarding products or services that you request from us. 

• Creating a Member account using with our web site.
• Creating an Invoice for a specific Service. 

• Carry out financial transactions in relation to payments you make in connection with a Service.  

• Contacting you to inform you of additional services, booking details, schedule, community information, legal information, that are of interest for you. 

• Notifications about changes for the Privacy Policy, Terms and Conditions, Cancelation Policy. 

• Contacting you for the purpose of providing you with technical assistance regarding your User account, Subscriptions, Payment Methods.

• Soliciting feedback in connection with your use of the Services and how you perceive our facilities and services to enable us to optimize and improve our services.  

3. Sharing data with third parties

We may transfer Personal Data to Third Parties in a variety of circumstances. We assure you that these parties use your information only to perform their functions, and we have no extra commitments with them besides these functions. They may assist us in providing the Services we offer, processing transactions, fulfilling requests or information, receiving and sending communications, analyzing data. These third-parties may also include analytics and SEO that assist us in the improvement and optimization of our website, our application, and our marketing. At present our third-party providers to whom we may transfer personal data are the following:

 

4. Where do we store your data?

We store your Personal Data in the Wix website database. We may also store your Personal Data in a database controlled exclusively by Kool Werk which kept in apps such as Google Sheets. 

5. Data retention

Kool Werk will retain Personal Data for as long as required to perform the Services and to comply with our legal obligations, to resolve agreements or to solve disputes. The data that is no longer retained will be deleted (excluding statistical data and meta information that are not substantial to identify the user). Also some other data may be retained by third-parties until deleted in accordance with their privacy policy.  

We take great care to maintain the security of the personal data that we process. Kool Werk maintains the data under safety so to prevent unauthorized access, destruction, loss, modifications or disclosure of the personal data. We limit the access to personal data to those of our personnel who have been trained to operate and handle personal data in order to fulfil their obligations due to their contractual terms.  

6. Website data collection and cookies 

When you are accessing our website, Kool Werk may use Cookies which store certain information on your computer or browsing device and which will allow us to identify the computer or device with the user, and to enable automatic activation of certain features and provide you a better Service experience. We use different types of Cookies:

• Essential Cookies: These cookies enable core functionality such as security, verification of identity and network management. These cookies can’t be disabled.

• Marketing Cookies: These cookies are used to track advertising effectiveness to provide a more relevant service and deliver better ads to suit your interests.

• Functional Cookies: These cookies collect data to remember choices users make to improve and give a more personalized experience.

• Analytics Cookies: These cookies help us to understand how visitors interact with our website, discover errors and provide a better overall analytics.

We use Cookies and other technologies on the basis that they are necessary for the performance of a contract with you, or because using them is in our legitimate interests of improving, optimizing and personalizing our services, and these are not overridden by your rights.

Most browsers will allow you to erase cookies from your computer’s hard drive, block acceptance of cookies, or receive a warning before a cookie is stored. However, if you block or erase cookies your online experience on our website will be limited.

Our website may contain links to external sites. We are not responsible for the operation, privacy policies or the content of such sites.
 

7. Data subject rights

 

Data subjects have rights under GDPR and local laws, including rights for data portability, access the data, rectify the data, and erase data. If a user wishes to modify, delete or retrieve their Personal Data, they may do so by contacting Kool Werk (hello@koolwerk.club). We will identify the user's request authenticity and proceed as requested. 

Data subjects have the right to complain to the  Romanian National Supervisory Authority for Personal Data Processing (anspdcp@dataprotection.ro). If the supervisory authority fails to deal with a complaint or inform you within the time frame set under applicable law, you may have the right to an effective judicial remedy.

8. General 

We reserve the right to modify this privacy policy at any time, so please review it frequently. Changes and clarifications will take effect immediately upon their posting on the website. If we make material changes to this policy, we will notify you here that it has been updated, so that you are aware of what information we collect, how we use it, and under what circumstances, if any, we use and/or disclose it. 

We do not knowingly collect or solicit information or data from children under the age of 16 or knowingly allow children under the age of 16 to register for Koll Werk services. If you are under 16, do not register or attempt to register for any of the Kool Werk Service or send any information about yourself to us. If we learn that we have collected or have been sent Personal Data or from a child under the age of 16, we will delete that Personal Data as soon as reasonably practicable without any liability to Kool Werk.

For any questions or comments about this privacy policy please send us and email at hell@koolwerk.club

Relevant contact details:

 

Legal business name: Kool Werk SRL

Register at: Brașov, str. Soarelui, nr.10, et. 6, ap. 79, camera 1, jud. Brașov

CUI: 45562947

Nr. Reg: J8/292/01.02.2022

EU VAT number: RO 46709028