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.
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 under Canadian privacy laws, which rely primarily on your consent for reasonable purposes. These bases include:
Implied Consent (Reasonable Purposes): For activities that a reasonable person would consider appropriate under the circumstances, such as ensuring the safety and security of our Office (e.g., CCTV monitoring), providing our daily services, fulfilling contracts, processing payments, and preventing fraud.
Express Consent: In circumstances involving sensitive data (such as biometric facial recognition) or marketing communications, we process your data only after obtaining your clear, specific, and opt-in consent.
Legal Obligation: To comply with local, provincial, and federal laws, court orders, or other legal processes where consent is not required by law.
We collect and use several types of information from and about you, including:
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:
We use the information we collect for various purposes:
Service Delivery and Support
Enhancing User Experience
Security, Compliance, and Legal Obligations
Marketing and Communication
Business Analytics and Development
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.
We do not sell your personal information. We may share it with third parties only in the following situations:
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.
We use third-party service providers (such as payment processors, website hosts, and analytics providers) to help operate our business. As a result, your personal information may be transferred to, stored, or processed on servers located outside of Canada, primarily in the United States. While your information is in another jurisdiction, it is subject to the laws of that country and may be accessible to foreign courts, law enforcement, and national security authorities. By using our Services, you consent to this transfer, storage, and processing of your data across borders.
Access, Correction, and Deletion You have rights over your personal data. You have the right to:
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].
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 breach involving your personal information that creates a real risk of significant harm, we will promptly notify the appropriate Privacy Commissioner and the affected individuals as required by applicable laws.
We retain your personal information only as long as necessary to:
We do not make any decisions based solely on automated processing, including profiling, which produces legal effects.
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.
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.
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.
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.