Privacy Policy

01Who this policy covers

It covers three groups: administrators who set up and manage an office account, employees who book desks, rooms and parking, and visitors who are invited to or check in at an office that uses the platform.

The organisation that runs the office decides how the platform is configured and acts as the controller of employee and visitor data. We process that data on its behalf and on its instructions.

02Information we collect

• Account details: name, work email, job title, team and office location, provided by the employer or through single sign-on.
• Bookings: desk, room and parking reservations, check-ins, cancellations and the times they happened.
• Visitor details: name, phone or email used for the QR pass, host, purpose of visit, vehicle number if parking is requested, and a photo where the office has enabled photos.
• Signed documents: NDAs, safety briefings or health declarations a visitor completes at check-in, where the office requires them.
• Delivery records: parcel photo, recipient and collection time at reception.
• Technical data: device type, browser, IP address and error logs, used to keep the service secure and working.

03What we do not collect

• We do not track where employees move around the office. Only bookings and check-ins are recorded.
• We do not use location from phones in the background.
• AI attendance forecasts are calculated for teams and floors. They do not score, rank or predict the attendance or performance of any individual.

04How information is used

• To issue visitor passes, print badges and alert hosts when their visitors arrive.
• To show live floor plans, room schedules and parking availability.
• To release unused desks, rooms and parking slots under rules the office sets.
• To produce forecasts and space-use reports for administrators.
• To send service messages such as booking confirmations, reminders and security notices.
• To provide support, prevent misuse and meet legal obligations.

05Retention

Each office sets how long visitor records and photos are kept, from 7 days to 3 years. When that period ends, the records are deleted automatically.

Booking history is kept for as long as the office account is active, so that reports and forecasts work. When an account closes, its data is deleted within 60 days unless the law requires us to keep part of it longer.

06Sharing

We do not sell personal data and do not share it for advertising.

We use carefully chosen sub-processors for hosting, email, WhatsApp message delivery and customer support. Each is bound by a written agreement to protect the data and use it only to provide the service.

We may disclose information if required by law, or to protect the safety of people in a building that uses the platform.

07Security

Data is encrypted in transit with TLS and at rest. Access by our staff is limited to the people who need it to run or support the service, and is logged.

Lobby kiosks run in a locked mode and do not keep visitor data on the device once a check-in is complete.

08Your choices and rights

Employees and visitors can ask to see, correct or delete their information. Because the office that invited you controls this data, we will usually pass your request to them and help them answer it.

Administrators can export or delete their organisation's data at any time from the admin console.

09Cookies

The marketing website uses only the cookies needed to run forms and protect them from spam. The product uses session cookies to keep you signed in. We do not use advertising cookies.

10Contact

Questions about this policy can be sent through the Front Desk page on this website.