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Privacy Policy

Privacy Policy

At HotDesk.in (“we”, “us”, “our”), your privacy is paramount. This policy outlines how we collect, use, share, and protect your personal data, and informs you of your rights under the General Data Protection Regulation (GDPR) and applicable Indian data protection laws.

1. Data Controller & Contact Information

HotDesk.in
Address: [Your Registered Office Address]
Email: privacy@hotdesk.in
Phone: +[phone number]

2. What We Collect

We may collect your personal information when you:

  • Register or book workspace: name, email, phone, company, payment details.
  • Browse our website: IP address, browser type, device, usage activity via cookies.
  • Communicate with us: via email, chat, or support—content of communications.
  • Provide feedback or reviews: ratings, public profile info, photos.

3. How We Use Your Data

We process personal data to:

  • Provide and manage workspace bookings, accounts, payments, and billing.
  • Communicate updates, customer support, tailored offers, surveys.
  • Analyze website usage to improve functionality and user experience.
  • Maintain security, fraud prevention, legal compliance.

We only process special categories of data (like sensitive health info for accessibility requests) with your consent or as required by law.

4. Lawful Basis for Processing

We rely on the following legal grounds (per GDPR/Indian law):

  • Contractual necessity: to fulfill bookings and services.
  • Legitimate interests: for website maintenance, analytics, fraud prevention.
  • Consent: for marketing emails, surveys, or optional cookies.
  • Legal obligation: retaining invoicing or tax records as required.

5. Cookies & Tracking Technologies

We use:

  • Essential cookies: for login, booking management.
  • Analytics cookies (e.g., Google Analytics): to monitor traffic and improve performance (only with consent).
  • Marketing cookies: for email and ad personalization (with consent).

You can set or withdraw cookie consent via your browser or our integrated cookie control banner.

6. Sharing Your Information

We may share data with:

  • Service providers (payment processors, booking platforms, analytics tools).
  • Professional advisors (legal, accounting).
  • Authorities: if required by law, regulation, or legal process.
  • Business transfers: in event of sale, acquisition, or reorganization (with notice to users).

All third parties are bound by confidentiality and GDPR-compliant processing agreements.

7. Data Retention

  • Booking and billing data: 7 years (or as mandated by tax law).
  • Accounts and cookie consent: up to 2 years after last contact.
  • Marketing opt-in records and communications: until you withdraw consent.

After the retention period ends, personal data is securely deleted or anonymized.

8. Your Rights Under GDPR

You may:

  • Access: Request a copy of your data.
  • Rectify: Correct inaccurate or incomplete data.
  • Erase (“right to be forgotten”): Under limited conditions.
  • Restrict: Block processing in specific cases.
  • Port: Request data in a structured, machine-readable format.
  • Object: To certain processing activities (e.g., direct marketing).

To exercise these rights, email privacy@hotdesk.in or write to us. We typically respond within one month (may extend to two months for complex requests).

9. Marketing Communications

We only send marketing emails/promotions with your explicit opt-in. You may unsubscribe at any time via the link in emails or by contacting privacy@hotdesk.in.

10. International Data Transfers

We may transfer data to third-party processors outside India (e.g., in the EU, US, Singapore) using:

  • Adequacy decisions,
  • Standard contractual clauses approved by authorities,
  • Or other GDPR-approved safeguards.

For details on measures taken, reach out to privacy@hotdesk.in.

11. Data Security

We implement industry-standard technical and organizational measures, such as:

  • SSL/TLS encryption,
  • Secure firewalls and data backup,
  • Access controls and staff awareness training,
  • Regular audits and updates.

12. Children’s Privacy

Our services are intended for users aged 18+. We do not knowingly collect data from children. If you believe we have data from a minor, please contact us at privacy@hotdesk.in.

13. Changes to This Policy

We may update this policy occasionally. Revised versions will be posted here, with dates updated. For significant changes, we’ll notify you via email or website banner before they take effect.

14. Complaints

If you believe we are processing your data unlawfully, please contact us. You also have the right to lodge a complaint with your local data protection authority (India’s DPA: [Information Commissioner’s Office or state-level authority]).

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