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.
Adding Your Privacy Policy
Your space needs a Privacy Policy that reflects all aspects of your business, not only how data is processed in Cobot. Research how the General Data Protection Regulation (GDPR) applies to your space and any other tools or services you use.
Step 1: Write Your Privacy Policy
GDPR requires clear and precise language that anyone can understand. When writing your policy, answer these questions:
What information is collected
Who collects it
How it is collected
Why it is collected
How it is used
Who it is shared with
What effect this has on the individuals concerned
Whether the intended use could cause objections or complaints
Step 2: Upload Your Privacy Policy in Cobot
Go to Setup » Privacy » Upload Privacy Policy
Paste your Privacy Policy into the editor
Edit the text using basic HTML if needed. You can add links and headings
Select wether you want to request approval from your members
Click Save
Cobot confirms that the policy uploads successfully. The system also stores a version history. Every change is saved, and previous versions remain available.
Step 3: Accept the Cobot Data Processing Agreement
To comply with data protection regulations, accept the Data Processing Agreement between your space and Cobot. This is directly below your Privacy Policy under Setup » Privacy.
This agreement explains how Cobot processes data and how it interacts with other web services. It covers:
Data processing responsibilities
Data storage and control
Data protection management
Security measures
How Cobot integrates with other services
Terms of Service Acceptance
Cobot also notifies all users of the platform to accept its Terms of Service.
This applies to anyone who uses Cobot, including:
Members or coworkers
Space administrators
Each user must accept the Cobot Terms of Service to continue using the platform.
Members Privacy Policy Acceptance
New members must accept your Privacy Policy when they join your space.
This acceptance occurs alongside agreement to your Terms and Conditions.
Members see the latest version of the Privacy Policy in their main account dashboard of their member portal. It appears at the bottom right of the screen as a link that opens the full policy.
