Privacy Policy

Last modified: October 31, 2025

1. INTRODUCTION

West Quay Offices Inc. (“Company,” “We,” “Us,” or “Our”) respects your privacy and is committed to protecting it through our compliance with this policy. This policy describes how we collect, use, disclose, and protect the personal information of our office-share members and website users (“you”). It describes the types of information we may collect from you or that you may provide when you visit our physical office at #201 – 252 Esplanade West, North Vancouver, British Columbia, V7M 3G7 (the “Office”) or any of our websites (including, but not limited to, WestQuayOffices.com), member portals, or mobile applications (collectively, our “Website”).

We will only use your personal information in accordance with this policy unless otherwise required by applicable law. We take steps to ensure that the personal information that we collect about you is adequate, relevant, not excessive, and used for limited purposes. Privacy laws in Canada generally define “personal information” as any information about an identifiable individual, which includes information that can be used on its own or with other information to identify, contact, or locate a single person. We do not sell your personal information under any circumstances. This policy applies to all information we collect, use, or disclose. Please read this policy carefully. If you do not agree with our policies and practices, your choice is not to use our Website or Office. By accessing or using the Website or Office, you indicate that you understand, accept, and consent to the practices described in this policy.

2. DATA PROCESSING PRINCIPLES & LEGAL BASIS

We process your personal data using the following principles:

Lawfulness, fairness, and transparency: We obey the law, only process personal data in a way that people would reasonably expect, and are always open about our data protection practices.
Purpose limitation: We process personal data for the specific reason it was collected.
Data minimization: We do not process any more data than is needed.
Accuracy: We ensure personal data is as adequate and accurate as possible.
Storage limitation: We do not store personal data longer than necessary.
Integrity and confidentiality: We always process personal data securely.

We process your data when we have a valid legal basis to do so, including:

To Perform a Contract with You: To provide our Services, register your account, and process payments.
For Our Legitimate Interests: To ensure the safety and security of our Office, prevent fraud, improve our Services, and for marketing, provided these interests are not overridden by your rights.
To Comply with a Legal Obligation: To comply with laws, regulations, court orders, or other legal processes.
With Your Consent: In certain circumstances, we may process your data after obtaining your clear and specific consent.

3. INFORMATION WE COLLECT ABOUT YOU

We collect and use several types of information from and about you, including:

Personal information that we can reasonably use to directly or indirectly identify you, such as your name, mailing address, e-mail address, telephone number, and username.
Supplemental Identification Information, such as your government-issued ID or photo, for identity verification.
Payment Information, such as your credit card number, which is processed by our third-party payment providers.
Vehicle Information, such as your license plate number, to enable you to park at our locations.
Technical information, including your login information, browser type and version, time zone setting, operating system, and IP address.
Security Information, including video footage from security cameras and access log data from our computerized access system.
Biometric Information, which includes unique physical characteristics such as facial geometry. As detailed in the “Biometric Information” section below, we only collect this information for optional services and with your express, opt-in consent.
Medical & Health Information, only as necessary to respond to, handle, and document on-site incidents or medical emergencies.
Non-personal information that does not directly or indirectly reveal your identity, such as demographic information, or statistical or aggregated data.

4. HOW WE COLLECT INFORMATION ABOUT YOU

We use different methods to collect your information:

Direct interactions with you when you provide it to us, for example, by providing your identification, filling in forms (including comments or surveys), or corresponding with us by phone, email, or otherwise.
Automated technologies or interactions, as you navigate through our Website, member portal, or mobile app. This includes usage details, IP addresses, and information collected through cookies, web beacons, and other tracking technologies (detailed below).
Security Systems, including Security Cameras recording certain areas of our Office and Access System Records that log your (and your guests’) access to the Office and specific workspaces. Your consent for this collection is obtained when you agree to our Terms and Conditions and is reinforced by clear signage posted at all entrances and monitored areas. We may also use facial recognition technology for access control, but only with your separate, express consent as described in the “Biometric Information” section.
Information from Other Sources, including:
- Your Employer or Company: If your membership is associated with a company, they may provide us with your Personal Data to authorize your access.
- Our Landlords and Building Managers: We may receive information to facilitate access and security at the building.
- Real Estate Brokers: We may receive your information from brokers to facilitate transactions.

5. HOW WE USE YOUR INFORMATION

We use the information we collect for various purposes:

Service Delivery and Support

Provide, operate, and maintain our Services.
Process billing, payments, and fees.
Deliver customer support and address your inquiries, concerns, and requests.
Fulfill the purposes for which you provided the information.

Enhancing User Experience

Personalize your experience and improve our Services.
Optimize our Website, member portal, and mobile app.
Gather insights into your preferences and interactions.
Present our Website and its contents to you.

Security, Compliance, and Legal Obligations

Monitor safety and security within and around the Office.
Enforce our Terms and Conditions and Etiquette Rules (including security policies such as tailgating and unauthorized guest access).
Co-operate with applicable law enforcement.
Conduct auditing, legal, and compliance activities.
Comply with local, provincial, and federal laws and regulatory requirements.
Carry out our obligations and enforce our rights arising from any contracts with you.

Marketing and Communication

We will only send you newsletters, promotions, and other marketing communications if you have provided your express, opt-in consent, which is obtained separately from your agreement to our Terms and Conditions.
Provide relevant offers and information based on your interests.
Measure or understand the effectiveness of the advertising we serve to you.
Notify you about changes to our Website or any products or services.

Business Analytics and Development

Conduct research and analysis to enhance service efficiency.
Perform internal audits, business analysis, and operational improvement initiatives.

6. BIOMETRIC INFORMATION (FACIAL RECOGNITION)

We may offer an optional service that uses facial recognition technology to provide you with secure, keyless access to the Office. The collection and use of your biometric information is subject to the highest privacy standards due to its sensitive nature.

Express Consent Required: We will not collect or use your biometric information without your express, opt-in consent. This consent is obtained through a separate process from your agreement to our general Terms and Conditions and is not a requirement for membership.
Purpose Limitation: If you consent, we will collect a digital scan of your facial geometry to create a unique biometric template. This template will be used for the sole purpose of verifying your identity to grant you access to the premises. Your biometric information will not be used for any other purpose, such as tracking your movements, marketing, or advertising.
Voluntary Service and Alternatives: Your participation in the facial recognition access system is entirely voluntary. If you choose not to provide consent, or if you withdraw your consent at any time, you will be provided with an alternative access method (such as a keycard or fob) without any penalty or loss of service.
Data Security: We employ advanced security measures, including encryption and strict access controls, to protect your biometric information from unauthorized access, use, or disclosure.
Retention and Destruction: Your biometric template will be retained only for as long as you are an active member and have not withdrawn your consent. Upon the termination of your membership or your withdrawal of consent, your biometric information will be permanently and securely destroyed in accordance with our data retention policies.
Withdrawal of Consent: You may withdraw your consent for the use of your biometric information at any time by contacting our Privacy Officer at [email protected]. Upon receiving your request, we will promptly delete your biometric data and provide you with an alternative access method.

7. SHARING YOUR INFORMATION

We do not sell your personal information. We may share it with third parties only in the following situations:

Affiliates and Partners: We may share data within our corporate affiliates to deliver seamless services.
Service Providers: We share information with third-party vendors and contractors who assist us in:
- IT Infrastructure & Website Support (e.g., Cloudflare, Google Analytics)
- Payment Processing (e.g., Stripe, PayPal)
- Marketing & Analytics (e.g., Facebook Pixel)
Your Employer or Company: If your account is associated with a company, we may share your Personal Data with that company for administrative purposes, to demonstrate the effectiveness of our services, or to ensure compliance with our terms.
Landlords and Professional Advisors: We may share data with our landlords or building managers to facilitate access and security, or with our professional advisors (lawyers, auditors, insurers) as necessary.
Legal and Regulatory Disclosures: We will share information when required by law, court order, or legal proceedings. This includes collaborating with law enforcement or responding to any government or regulatory request.
Business Transfers: Your information may be transferred in the event of a merger, acquisition, bankruptcy, or sale of company assets.

8. THIRD-PARTY TECHNOLOGIES (COOKIES & TRACKING)

We utilize trusted third-party technologies to operate our Website and Services:

Cookies (or browser cookies): A small file placed on your computer’s hard drive.
Analytics (Google Analytics): We use this to see depersonalized, aggregated information on user website activities.
Retargeting (Facebook Pixel): Our Website may use this service to advertise to you on third-party websites after you have visited our site.
Security (Cloudflare & reCAPTCHA): We use these services to protect our Website from attacks and to verify that users are human. You can control the use of cookies through your browser’s privacy settings. Disabling cookies may affect how some services and functions operate on our website. For more details, please see our Cookie Policy.

9. YOUR PRIVACY RIGHTS

Access, Correction, and Deletion You have rights over your personal data. You have the right to:

Be Informed: Be informed about how we collect and use your data.
Access: Request access to and receive a copy of the personal data we hold about you in an easily accessible format.
Rectification: Request that we correct any personal data that is inaccurate or incomplete.
Erasure (The Right to be Forgotten): Request the deletion of personal data that we hold, with certain exceptions (such as to comply with the law, resolve security issues, or fulfill our service obligations).
Restrict Processing: Request that we restrict the processing of your data.
Data Portability: Request that we transfer your data to another service.
Withdraw Consent: Where you have provided your consent, you have the legal right to withdraw it at any time.
How to Request Changes: Send an email to [email protected].
Verification: We may require identification verification to fulfill these requests.

Marketing Opt-Out

You can opt out of receiving marketing communications by following the “unsubscribe” link in our emails or by contacting us at [email protected].

10. DATA SECURITY

We implement robust physical, digital, and administrative security measures to protect your information:

Physical Security: Secure access controls at our facilities, including video surveillance and computerized access systems.
Digital Security: Encryption of payment transactions, use of firewalls, secure servers with regular security patches, and protected wireless networks.
Administrative Safeguards: Strict internal controls and employee training. The safety and security of your information also depends on you. You are responsible for keeping your passwords confidential. While we use appropriate security measures, no transmission or storage method over the internet is 100% secure. You provide your information at your own risk. In the event of a security incident, we will notify regulators and/or you as required by applicable laws.

11. DATA RETENTION

We retain your personal information only as long as necessary to:

Provide our services and maintain our relationship with you;
Comply with legal, accounting, or reporting obligations; and
Address business and operational needs (e.g., enforce our T&Cs, prevent fraud). To determine the appropriate retention period, we consider the length of our relationship, the amount and sensitivity of the data, and applicable legal requirements. When data is no longer required, we securely delete or anonymize it.

12. AUTOMATED DECISION-MAKING

We do not make any decisions based solely on automated processing, including profiling, which produces legal effects.

13. ANONYMIZED DATA

We may use anonymized data, which is data from which individuals cannot be identified. This is not Personal Data and is not subject to this privacy policy.

14. MINORS AND CHILDREN

Our Website, Services, and Office are not intended for minors. Per our Terms and Conditions, all members and guests must be at least 19 years of age to access the Office. No one under age 19 may provide any personal information to or on the Website. We do not knowingly collect personal information from individuals under 19. If you are a parent or guardian and believe that your child has provided us with personal information, please contact us at [email protected], and we will take steps to remove such data.

15. CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy periodically to reflect changes in our practices, legal obligations, and business operations. We will notify you of any updates by:

Posting the revised policy on this page, along with an updated “Last modified” date.
Notifying you via email for significant updates. By continuing to use our services after any updates, you acknowledge and agree to the changes.

16. CONTACT INFORMATION AND CHALLENGING COMPLIANCE

We welcome your questions, comments, and requests regarding this privacy policy and our privacy practices. Please contact our Privacy Officer at [email protected]. We have procedures in place to receive and respond to complaints or inquiries about our handling of personal information and our compliance with this policy and applicable privacy laws.