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Guides

Setting up Your Privacy Policy and Data Processing Agreement

You may have heard about or be wondering how the new GDPR regulations will effect 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 with respect to their personal data. Since all member information is collected by coworking space operators and processed through Cobot, it is a joint responsibility to ensure your member’s data is protected.

An important step in accomplishing this is by creating, or updating, your own Privacy Policy to include specific information on how and why you are collecting, using and processing your member’s data, and how you comply with GDPR.

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.

Privacy Policy

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

Upload Policy

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

Member view of Privacy Policy

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

accept check box

The next step to ensure you are in compliance 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 topics such as storage control, data protection management, securities, etc.

Data processing agreement

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.