PRIVACY POlICY
1. Introduction
This Privacy Policy explains how Island Forum S.L.U., trading as Coworking Mallorca, collects, uses, stores and protects personal data when users visit this website, make a booking, contact us, attend an event or use our services.
This Privacy Policy has been prepared in accordance with Regulation (EU) 2016/679, the General Data Protection Regulation, and Spanish Organic Law 3/2018 on the Protection of Personal Data and Guarantee of Digital Rights.
By using this website or providing personal data through our booking, contact or communication channels, users acknowledge that they have read and understood this Privacy Policy.
2. Data controller
The data controller responsible for the processing of personal data is:
Legal entity: Island Forum S.L.U.
Trading name: Coworking Mallorca
Tax identification number: B88770011
Registered address: Carrer de la Garsa 6, 07610 Palma, Illes Balears, Spain
Email: playa@coworking-mallorca.com
Website: www.coworking-mallorca.com
For any questions regarding this Privacy Policy or the processing of personal data, users may contact us at:
Email: playa@coworking-mallorca.com
3. Personal data we may collect
Depending on how users interact with Coworking Mallorca, we may collect the following categories of personal data:
3.1 Contact data
Name
Email address
Phone number
Company name, if provided
Social media handle, if provided voluntarily
3.2 Booking and service data
Booked service
Booking date and time
Number of participants
Special requests or notes provided by the user
Attendance information
Cancellation or rescheduling information
3.3 Payment and billing data
Payment status
Transaction reference
Billing details, if required
Invoice information, if requested
Tax information, if required for invoicing
Full credit card details are processed by external payment providers such as Stripe and are not stored by Coworking Mallorca on its own website.
3.4 Communication data
Messages sent through contact forms
Email correspondence
WhatsApp or direct message communication, if users contact us through these channels
Feedback, reviews or survey responses
3.5 Event data
Event registration details
Attendance information
Photos or videos taken at events, only where legally permitted or based on appropriate notice or consent when required
3.6 Website and technical data
IP address
Browser type
Device information
Operating system
Pages visited
Date and time of access
Cookie preferences
Analytics data, if analytics tools are enabled
Further information about cookies and similar technologies is available in our Cookie Policy.
4. Purposes of processing
We process personal data for the following purposes:
4.1 To manage bookings and provide services
We use personal data to manage Day Pass bookings, Week Passes, meeting room bookings, studio bookings, event registrations and related services.
4.2 To process payments and invoices
We use booking and billing data to process payments, issue invoices where required and comply with tax and accounting obligations.
4.3 To communicate with users
We use contact data to answer questions, confirm bookings, send service information, notify users about changes, manage cancellations and provide customer support.
4.4 To manage events and community activities
We may use personal data to organize events, manage attendance, communicate event updates and improve community activities.
4.5 To send marketing communications
Where users have given consent or where otherwise legally permitted, we may send updates about Coworking Mallorca, events, offers, community activities and related services.
Users may unsubscribe from marketing communications at any time.
4.6 To improve the website and services
We may use technical and usage data to understand how users interact with the website, improve the user experience, maintain security and develop our services.
4.7 To comply with legal obligations
We may process personal data to comply with accounting, tax, legal, regulatory and consumer protection obligations.
4.8 To protect our rights and legitimate interests
We may process personal data where necessary to protect the security of our website, prevent fraud, enforce our terms, handle complaints or defend legal claims.
5. Legal basis for processing
We process personal data based on one or more of the following legal bases:
5.1 Performance of a contract
When users book a Day Pass, meeting room, studio slot, event ticket or other service, we process personal data to provide the requested service.
5.2 Legal obligation
We process certain data to comply with tax, accounting, invoicing, consumer protection and other legal obligations.
5.3 Consent
We rely on consent for certain activities, such as newsletter subscriptions, optional marketing communications, non essential cookies or the use of certain images where required.
Users may withdraw consent at any time.
5.4 Legitimate interest
We may process personal data based on our legitimate interest in operating and improving our business, communicating with customers, maintaining website security, preventing misuse, handling complaints and promoting similar services, provided that such interests do not override the rights and freedoms of the user.
6. Third party service providers
We may share personal data with trusted third party service providers where necessary for the operation of the website and our services.
These providers may include:
Squarespace, for website hosting and website management
Acuity Scheduling, for online booking and appointment management
Stripe, for payment processing
Google Workspace or similar tools, for business email and internal communication
Newsletter or email marketing providers, if used
Analytics providers, if used
Professional advisors, such as accountants, tax advisors, legal advisors or gestoría services
These providers process personal data only where necessary for the provision of their services and in accordance with applicable data protection laws.
7. International data transfers
Some service providers used by Coworking Mallorca may process data outside the European Economic Area.
Where personal data is transferred outside the European Economic Area, we will take appropriate measures to ensure that such transfers are carried out in accordance with applicable data protection laws, including the use of adequacy decisions, Standard Contractual Clauses or other legally recognized safeguards where required.
8. Data retention
We will keep personal data only for as long as necessary for the purposes for which it was collected, unless a longer retention period is required by law.
In general:
Booking and customer communication data will be kept for as long as necessary to manage the service and any related claims.
Billing and invoice data will be kept for the period required by applicable tax and accounting laws.
Marketing data will be kept until the user withdraws consent or unsubscribes.
Cookie and analytics data will be kept according to the periods described in the Cookie Policy.
Contact form messages may be kept for as long as necessary to respond to the request and manage any follow up.
Once personal data is no longer required, it will be deleted, anonymized or securely blocked where required by law.
9. User rights
Users have the right to:
Access their personal data
Request correction of inaccurate or incomplete data
Request deletion of personal data
Request restriction of processing
Object to processing based on legitimate interest
Request data portability where applicable
Withdraw consent at any time
Lodge a complaint with the competent data protection authority
Users may exercise their rights by contacting us at:
Email: playa@coworking-mallorca.com
To protect user privacy, we may request proof of identity before responding to a rights request.
Users also have the right to lodge a complaint with the Spanish Data Protection Agency:
Agencia Española de Protección de Datos
Website: www.aepd.es
10. Marketing communications
Users will only receive marketing communications where they have given consent or where such communication is legally permitted.
Each marketing communication will include a way to unsubscribe or opt out.
Users may also request to stop receiving marketing communications at any time by contacting:
Email: playa@coworking-mallorca.com
11. Images, videos and event content
Coworking Mallorca may take photos or videos during community events, coworking activities or promotional moments.
Where required by law, we will request consent before using identifiable images of individuals for promotional purposes.
If a user does not want to appear in photos or videos, they should inform the Coworking Mallorca team before or during the event.
Users may also contact us at playa@coworking-mallorca.com regarding the use of their image.
12. Minors
Our services are intended for adults and professional users.
We do not knowingly collect personal data from minors without appropriate authorization. If we become aware that we have collected personal data from a minor without the required legal basis, we will take appropriate steps to delete the data.
13. Security measures
Coworking Mallorca takes reasonable technical and organizational measures to protect personal data against unauthorized access, loss, misuse, alteration or disclosure.
However, no internet based service can guarantee absolute security. Users should also take appropriate precautions when using online services.
14. Cookies
This website may use cookies and similar technologies.
Cookies may be necessary for the website to function, for booking tools to operate, for payment processing, for analytics or for marketing purposes.
Users can find detailed information about the cookies used on this website in our Cookie Policy.
15. Changes to this Privacy Policy
Coworking Mallorca may update this Privacy Policy from time to time to reflect legal, technical or business changes.
The latest version will always be available on this website.
If material changes are made, we may notify users through the website or by other appropriate means.
16. Contact
For any questions about this Privacy Policy or the processing of personal data, users may contact:
Island Forum S.L.U. trading as Coworking Mallorca
Carrer de la Garsa 6, 07610 Palma, Illes Balears, Spain
Email: playa@coworking-mallorca.com