Privacy Policy

Last updated October 31, 2025

Welcome to West Quay Offices! Whether you are here for a meeting or to visit one of our members, we hope you enjoy our space. Please remember that our spaces are a place of work. Even if you are here for a casual meeting, please respect that other members are working.

These terms and conditions govern your access to and use of the office space provided by West Quay Offices Inc. at 201 – 252 Esplanade West, North Vancouver, British Columbia, Canada, V7M 3G7 (the “Office”).

BY ACCESSING OR USING THE OFFICE AS A GUEST OR VISITOR, YOU ACCEPT AND AGREE TO BE BOUND AND COMPLY WITH THESE TERMS AND CONDITIONS AND OUR PRIVACY POLICY (INCLUDED HEREIN). IF YOU DO NOT AGREE TO THESE TERMS AND CONDITIONS, YOU MUST NOT ACCESS OR USE THE OFFICE.

Host and Guest Policy

• Host Responsibility: You must be hosted by a member of West Quay Offices (your “Host”). Your Host must be present in the Office during your visit, must pick you up from the reception area, and must accompany you at all times until you exit the workspaces.
• Host Liability: Your Host is responsible for your adherence to these Terms and Conditions and our Etiquette Rules. Your Host (the contract owner) is responsible for all costs, damages, or fees you may incur, including any damage to property or unpaid Honesty Bar items.
• Age Requirement: You must be at least 19 years of age to access the Office. Children are not accommodated. In an emergency, we may accommodate a child for a short duration, provided a responsible parent is present at all times. The parent assumes all risk for any child brought into the Office.
• Registration and Check-In: Your Host must register you through our mobile app or members portal before you enter the Office. You must check in at the front desk or kiosk upon arrival.
• Identification: You may be required to present valid, government-issued photo identification to access the Office. We reserve the right to inspect and make a copy of your ID.
• Access Restrictions: Non-member visitors are not permitted on the premises after 8:00 P.M.
• Workspace Use: You must be hosted in a booked meeting room or your Host’s private office. The co-working shared space and business lounge area shall not be used for hosting guests or meetings.
• Phone Booths: You are not permitted to use our phone booths. Phone booths are available to members only.
• Business Restrictions: The Office must not be used for any purpose that involves frequent visits by members of the public. This includes businesses such as retail, massage parlours, chiropractic, dentists, adult entertainment, or any business we deem unsuitable.
  
  

Conduct and Office Rules

• General Conduct: You must conduct yourself in a business-like manner and wear proper business attire at all times.
• Etiquette Rules: You agree to be bound by and comply with our “Etiquette Rules and Best Practices for Safe Working in West Quay Offices”. Your Host is responsible for ensuring you comply.
• Noise: You must keep your noise level appropriate so as not to annoy other members. You must use headphones if you are listening to music or on a call and must not use speakers in any common area.
• Food and Kitchen: Hot or wet meals must only be consumed in the designated dining area or a private office. When using the shared microwave, you must cover your food, clean up any spills, and avoid heating strong-smelling foods. You are not permitted to cook raw food on the premises.
• Health and Safety: You must comply with all health and safety requirements. You agree not to enter the Office if you are experiencing symptoms of any contagious illness.
• Discrimination and Harassment: We prohibit discrimination and harassment of any kind against any individual on our premises, including personnel, members, and guests. Any guest found to have violated this policy will be immediately removed from the premises.
  
  

Prohibited Items and Activities

• General Prohibitions: You shall not perform any activity that is disruptive or dangerous, or any illegal or offensive activities. The Office may not be used for manufacturing, storage of merchandise, sleeping, or inappropriate conduct.
• Smoking and Vaping: Smoking of any type (including nicotine, electronic, or vaping) is prohibited in all areas of the Office.
• Substances: You shall not use or permit the use of the Office for the manufacture, sale, gift, or use of liquor, narcotics, or tobacco in any form.
• Equipment: You must not operate any equipment with high heat output or electrical consumption (like space heaters), or bring in items like stoves, vending machines, or refrigerators. No cooking is allowed (except for using the provided microwave). No open flames are permitted.
• Dangerous Items: The following are strictly prohibited:
  • Weapons of any kind, concealed or otherwise.
  • Any offensive, dangerous, hazardous, inflammable, or explosive materials.
    
    

Pets and Parking

• Pet Policy: We do not permit members or guests to bring household pets to work.
• Service Animals: In accordance with the BC Human Rights Code, we welcome visitors with disabilities who are accompanied by a service animal. The animal must be leashed and under the handler’s full control at all times. The handler is responsible for the animal’s behavior and for cleaning up after it immediately. We may require the removal of a service animal if its behavior is disruptive or poses a threat to others. Your Host is completely liable for any injuries or damage caused by the animal.
• Visitor Parking: You may use designated guest parking free of charge. All use of parking facilities is at your own risk.
• Parking Restrictions: Visitor parking is limited to a maximum duration of two (2) hours. Any vehicle violating this rule may be towed by the strata corporation at the vehicle owner’s expense. West Quay Offices takes no responsibility or liability if your vehicle is towed.
  
  

Liability and Assumption of Risk

• Your Property: We are not responsible for any damage, loss, or theft of property you bring to the Office.
• Actions of Others: We do not control and are not responsible for the actions of other individuals or pets using the Office.
• Disclaimer of Warranties: YOUR USE OF THE OFFICE IS AT YOUR OWN RISK. THE SERVICES ARE PROVIDED ON AN “AS IS” AND “AS AVAILABLE” BASIS, WITHOUT ANY WARRANTIES OF ANY KIND.
• Limitation on Liability: EXCEPT WHERE SUCH EXCLUSIONS ARE PROHIBITED BY LAW, UNDER NO CIRCUMSTANCE WILL THE COMPANY BE LIABLE FOR DAMAGES OF ANY KIND, UNDER ANY LEGAL THEORY, INCLUDING ANY INDIRECT, SPECIAL, INCIDENTAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING, BUT NOT LIMITED TO, PERSONAL INJURY, PAIN AND SUFFERING, EMOTIONAL DISTRESS, OR LOSS OF DATA, ARISING FROM YOUR USE OF THE OFFICE.
• COVID-19 and Assumption of Inherent Risks: You are aware of the contagious nature of communicable diseases like COVID-19 and understand that using a shared space involves an inherent risk of exposure. ON EACH OCCASION THAT YOU ENTER THE OFFICE, YOU ARE VOLUNTARILY DOING SO WITH KNOWLEDGE OF THE DANGER INVOLVED. YOU HEREBY AGREE TO ACCEPT AND ASSUME ALL INHERENT RISKS OF PERSONAL INJURY OR ILLNESS ARISING FROM YOUR PRESENCE IN THE OFFICE. You agree not to enter the Office if you are experiencing symptoms of a contagious illness or are otherwise required to isolate by public health directives.
  
  

Visitor Privacy Policy

• Introduction: West Quay Offices Inc. (“Company,” “We,” “Us”) respects your privacy. This policy describes how we collect, use, disclose, and protect the personal information of our guests (“you”). By accessing the Office, you indicate that you understand, accept, and consent to the practices described in this policy. We do not sell your personal information.
• Information We Collect About You: We may collect the following types of information:
  • Personal information that can identify you, such as your name.
  • Supplemental Identification Information, such as your government-issued ID or photo, for identity verification.
  • Security Information, including video footage from security cameras and access log data from our computerized access system.
  • Medical & Health Information, only as necessary to respond to on-site incidents or medical emergencies.
• How We Collect Information:
  • From Other Sources: Your Host (or their employer) provides us with your Personal Data to authorize your access.
  • Direct Interactions: When you provide information to us, for example, by providing your identification.
  • Security Systems: Including Security Cameras recording certain areas of our Office and Access System Records that log your access. You are responsible for informing your own guests (if any) about these monitoring systems.
• How We Use Your Information: We use your information for:
  • Service Delivery: To fulfill the purposes for which you provided the information (i.e., to facilitate your visit).
  • Security, Compliance, and Legal Obligations: To monitor safety and security within the Office, to enforce our Terms and Conditions, to co-operate with applicable law enforcement, and to comply with local, provincial, and federal laws.
  • Marketing: We do not use personal information collected in connection with your visit for the purpose of sending marketing communications to you.
• Sharing Your Information: We may share your information with third parties only in the following situations:
  • Service Providers: With third-party vendors who assist us (e.g., IT Infrastructure).
  • Your Employer or Company: If your Host’s account is associated with a company, we may share your Personal Data with that company for administrative or compliance purposes.
  • Landlords and Professional Advisors: With our landlords for security or our professional advisors (lawyers, auditors) as necessary.
  • Legal and Regulatory Disclosures: When required by law, court order, or to respond to any government or regulatory request.
• Data Security and Retention: We implement physical, digital, and administrative security measures to protect your information, including video surveillance and secure access controls. However, no transmission method is 100% secure, and you provide your information at your own risk. We retain your personal information only as long as necessary to comply with legal obligations or address security needs. Visitor sign-in information (such as your name and time of visit) is retained for a period of 30 days for security and administrative purposes, after which it is securely deleted. Video recordings are deleted after a certain period, which may be 3 to 6 months.

Enforcement

If we determine that you are a disturbance or otherwise acting in a manner contrary to any of these Guest Terms and Conditions, we may ask you to leave immediately. We also reserve the right to restrict your access to our spaces in the future.

Governing Law

These Terms and Conditions will be governed by and construed in accordance with the laws of British Columbia and the federal laws of Canada applicable therein. Any action or proceeding arising from your access will be instituted in the courts of the province of British Columbia.

Contact

All comments or questions relating to these Terms and Conditions or our privacy practices should be directed to [email protected].