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You may have heard about or wondered how the new GDPR regulations will affect your relationship with Cobot and your members/coworkers. The GDPR or General Data Protection Regulation is about strengthening the privacy rights of internet users within the EU concerning their personal data. Since all member information is collected by coworking space operators and processed through Cobot, it is a joint responsibility to protect your member’s data.

You will take a step towards accomplishing this by adding your own Privacy Policy that includes how and why you collect, use, and process your member’s data and how you comply with GDPR.

This guide will cover:

Adding Your Privacy Policy

Within your space’s Privacy Policy, you should consider all aspects of your business, not only how data is processed with Cobot. Make sure you do the research needed to understand how the GDPR applies to your space and to other tools you might use.

Part of the GDPR regulations demands that you use clear and precise language that everyone can easily understand. You should consider answering the following questions when writing your privacy policy:

  • What information is being collected?

  • Who is collecting it?

  • How is it collected?

  • Why is it being collected?

  • How will it be used?

  • Who will it be shared with?

  • What will be the effect of this on the individuals concerned?

  • Is the intended use likely to cause individuals to object or complain?

You can find a more complete checklist on the ICO website.

To add your Privacy Policy to Cobot, go to Setup » Privacy » Upload Privacy Policy.

You can copy and paste your policy here and edit it using basic HTML, such as adding links and headlines. Once you click save, it will show that you have successfully uploaded your policy. You will also see a history where any changes or edits will be recorded with a saved copy of your previous policy.

Where Is This Visible for Members?

Now that you have added your policy, your members will be able to see the most recent version within their member portal at the bottom right-hand side of the screen. There is a link they will click on to see the full policy.

New members joining your space will also be prompted to accept your Privacy Policy in addition to your Terms & Conditions.

Accepting Your Cobot Data Processing Agreement

The next step to ensure you comply is to accept the processing agreement between you and Cobot. This outlines how we process your data and how Cobot interacts with other web services. It covers storage control, data protection management, securities, etc.

In addition to this, we will also issue a notification to all persons using Cobot as a member/coworker or administrator of a space to accept Cobot's own Terms of Service.

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