Privacy Policy
Last updated: 20/08/2026
1. Who we are
The Coworker BV, registered under company number BE1035.851.617, with registered office at Haachtsesteenweg 627, 1030 Schaarbeek, Brussels, Belgium ("The Coworker", "we", "us"), is the data controller responsible for your personal data as described in this Privacy Policy.
Contact for privacy matters:
- Email: privacy@thecoworker.eu
- Phone: +32 456 96 31 95
We have not appointed a Data Protection Officer (DPO), as this is not a legal requirement for our activities. Any privacy-related question can be sent to the contact details above.
2. What personal data we collect
Depending on how you interact with us, we may collect:
| Category | Examples |
|---|---|
| Identity data | Name, national register number (where legally required), ID card or passport copy |
| Contact data | Email address, phone number, postal address |
| Business data | Company name, VAT/company registration number, business activity |
| Financial data | Billing details, bank account/payment details |
| Contractual data | Signed contracts, service agreements, correspondence |
| Mail & package data | Sender/recipient information on mail and packages handled through our domiciliation service |
| Technical data | IP address, browser type, device information, cookies (see Section 8) |
| CCTV footage | Video images from security cameras in common areas of our premises |
| Communication data | Messages sent via our contact form, email, or WhatsApp |
3. Why we collect it & our legal basis
| Purpose | Legal basis (GDPR Art. 6) |
|---|---|
| Providing our services (private offices, flexdesks, meeting rooms, virtual office/domiciliation) | Performance of a contract |
| Identity verification for domiciliation clients | Legal obligation (Belgian anti-money-laundering legislation) |
| Invoicing and accounting | Legal obligation |
| Responding to inquiries via contact form, email, or WhatsApp | Legitimate interest / pre-contractual steps |
| Sending newsletters and promotional emails | Consent |
| Website analytics and advertising cookies (Google Analytics, Meta Pixel) | Consent |
| Security and safety of our premises (CCTV) | Legitimate interest |
| Complying with tax, accounting, and legal obligations | Legal obligation |
Where processing is based on consent (e.g. newsletters, non-essential cookies), you can withdraw your consent at any time without affecting the lawfulness of processing carried out before withdrawal.
4. Identity verification (domiciliation clients)
If you use our virtual office / domiciliation services, Belgian anti-money-laundering legislation requires us to verify your identity and, where applicable, that of your company's beneficial owners. This means we collect and retain a copy of your ID card or passport and related company documents, as required by law.
5. How long we keep your data
We only keep personal data for as long as necessary for the purposes described above, or as required by Belgian law:
| Data type | Retention period |
|---|---|
| Identity documents (domiciliation/KYC) | 10 years after the end of the business relationship (Belgian AML legislation) |
| Accounting and invoicing records | 7 years, as required under Belgian tax and accounting law |
| Contracts and commercial correspondence | Duration of the contract, plus the applicable legal limitation period |
| Newsletter subscriber data | Until you unsubscribe |
| CCTV footage | Maximum 30 days, unless required for an ongoing investigation or incident |
| Contact form / general inquiries | Up to 3 years from last contact, unless a contract is signed |
6. Who we share your data with
We do not sell or share your personal data with third parties for their own marketing purposes.
We only share data with:
- Public authorities, where required by law (e.g. tax authorities, law enforcement)
- IT and hosting providers, acting as data processors on our behalf, all based within the EU
We do not transfer personal data outside the European Union.
7. Your rights
Under the GDPR, you have the right to:
- Access the personal data we hold about you
- Rectify inaccurate or incomplete data
- Erase your data ("right to be forgotten"), where legally possible
- Restrict or object to certain processing
- Data portability for data you provided to us
- Withdraw consent at any time, where processing is based on consent
To exercise any of these rights, please contact us via our [contact form] or by email at privacy@thecoworker.eu. We will respond within one month, as required by the GDPR.
If you believe your data protection rights have not been respected, you have the right to lodge a complaint with the Belgian Data Protection Authority (Autorité de protection des données / Gegevensbeschermingsautoriteit):
Rue de la Presse 35, 1000 Brussels www.autoriteprotectiondonnees.be
8. Cookies
Our website uses cookies to improve your browsing experience and to understand how visitors use our site. When you first visit our website, a cookie banner allows you to accept or refuse non-essential cookies.
We use:
- Essential cookies — necessary for the website to function (no consent required)
- Analytics cookies (Google Analytics) — to understand website usage
- Marketing cookies (Meta Pixel) — to measure and improve our advertising
You can change your cookie preferences at any time via the cookie settings on our website, or through your browser settings.
9. Security cameras (CCTV)
For the safety and security of our clients and premises, common areas of our coworking space are monitored by CCTV cameras, in accordance with Belgian legislation on camera surveillance. Signage is displayed at the entrance of monitored areas. Footage is retained for a maximum of 30 days, unless required for an ongoing investigation.
10. Data security
We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, loss, or misuse, including secure storage, restricted access, and the use of EU-based service providers only.
11. Changes to this policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The date at the top of this page indicates when it was last revised. We encourage you to review this page periodically.
12. Contact us
For any questions about this Privacy Policy or how we handle your personal data, please contact us:
The Coworker BV Haachtsesteenweg 627, 1030 Schaarbeek, Brussels, Belgium Email: privacy@thecoworker.eu Phone: +32 456 96 31 95