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Privacy Policy

Last updated: March 2025

WorkVibe Coworking OÜ (registration no: 16942980, hereinafter we, us, our) operates the website workvibe.ee. This Privacy Policy explains how we collect, use and protect personal data in accordance with the EU General Data Protection Regulation (GDPR, 2016/679) and the Estonian Personal Data Protection Act (IKS).

1. Data Controller

WorkVibe Coworking OÜ
Registration no: 16942980
Rüütli 23, 80011 Pärnu, Estonia
Email: info@workvibe.ee

2. Data We Collect

We collect only the personal data necessary to provide our services:

  • name
  • email address
  • phone number
  • billing and payment data (for accounting purposes)
  • booking and service-related information
  • technical data (IP address, browser type, device information)

Legal basis (GDPR art. 6):

  • Contract (art. 6(1)(b)): processing bookings and communicating with clients
  • Legal obligation (art. 6(1)(c)): accounting and tax reporting
  • Legitimate interest (art. 6(1)(f)): technical operation and security
  • Consent (art. 6(1)(a)): marketing communications and newsletter

3. How We Use Your Data

  • process bookings and payments
  • communicate with you regarding inquiries and bookings
  • provide access to our services
  • send service-related information and, where consent given, marketing content
  • fulfil legal obligations (including accounting)
  • improve our website and services

We do not sell personal data to third parties. Marketing is sent only with prior consent. Withdraw at any time: info@workvibe.ee.

4. Third-Party Service Providers

We use various software and cloud platforms. All service providers are required to protect personal data.

  • Web hosting and infrastructure (incl. veebimajutus.ee)
  • Payment solutions (incl. Stripe)
  • Accounting and financial software
  • CRM and collaboration tools
  • Analytics and website services
  • Banking services (incl. LHV Pank AS)
  • Accounting service providers

Data processing agreements (GDPR art. 28) concluded with all processors.

5. Analytics and Third-Party Services

We use Google Analytics (Google LLC, USA) with IP anonymisation enabled. Opt out: tools.google.com/dlpage/gaoptout.

We use Google Maps and Google Calendar. Data transfers outside the EU take place under Standard Contractual Clauses (SCC, GDPR art. 46).

6. Cookies

  • Strictly necessary cookies (always active): required for the website to function
  • Analytics cookies (consent-based): Google Analytics statistics
  • Functional cookies: remembering user preferences

You can manage cookies through your browser settings.

7. Payments

Payments are processed through Stripe (Stripe, Inc., USA), which complies with PCI DSS standards. WorkVibe does not store full payment card details.

LHV Pank AS processes payments received via bank transfer.

8. Data Retention

  • Booking and communication data: 3 years after the last contact
  • Accounting and payment data: 7 years (Accounting Act §12)
  • Marketing and newsletter data: until consent is withdrawn
  • Technical logs: up to 12 months

Certain data cannot be fully deleted for technical reasons. In such cases, we restrict its use.

9. Your Rights (GDPR)

  • Access (art. 15): request a copy of your data
  • Rectification (art. 16): correct inaccurate data
  • Erasure (art. 17): deletion of data
  • Restriction (art. 18): restrict processing
  • Portability (art. 20): receive data in machine-readable format
  • Objection (art. 21): object to processing
  • Withdrawal of consent (art. 7): at any time, without consequence

To exercise your rights: info@workvibe.ee. We will respond within 30 days.

Complaints: Estonian Data Protection Inspectorate, www.aki.ee / info@aki.ee.

10. Data Security

We apply HTTPS encryption, restricted access rights and regular software updates. In the event of a data breach (GDPR art. 33), we will notify the Data Protection Inspectorate within 72 hours.

11. Automated Decision-Making

WorkVibe does not use personal data for automated decision-making or profiling within the meaning of GDPR art. 22.

12. Changes

We may update this Privacy Policy from time to time. The current version is always available on our website.

13. Contact

Email: info@workvibe.ee

Privacy Policy | WorkVibe