Privacy policy

Jaywork

We at ESS Hotel Group AB and the destination where you are co-working (“ESS”, “we”, ”our” and ”us”) process your personal data. When you are a member of JAYWORK we process your personal data to:

You can choose to unsubscribe from our marketing communication at any time. In that case we will store your information in an “unsubscribe-list”.

Here you can find all our privacy policies which describe how we process personal data in other situations, e.g. if you visit our website, stay with us or otherwise are in contact with us.

Below you can read more about:

Which company is responsible for the processing of your personal data?

Detailed description of how we process your personal data

Who can gain access to your personal data and why?

Where are your personal data processed?

What are your rights when we process your personal data?

Which company is responsible for the processing of your personal data?

The company who run the destination where you are a co-working member is responsible for the processing of your personal data together with ESS Hotel Group AB (Swedish registration number 556710-8047). You can find information about our destinations here.

If you wish to know more on how personal data is shared within our corporate group, you can find more information here.

Please contact us via our e-mail address privacy@essgroup.se, or give us a call on +46 775-553 553 if you have any questions regarding our processing of your personal data or if you wish to exercise any of your rights. Our postal address is ESS Hotel Group AB, Drakegatan 10, 412 50 Gothenburg, Sweden.

Detailed description on how we process your personal data

We collect your personal data directly from you when you create your membership.

Administrate your membership

What processing we perform

What personal data we process

Our lawful basis for the processing

  • Administrate your membership, e.g. store your contact details
  • Communicate with you regarding your membership, e.g. send updated information about the terms for membership and send you any updates to this privacy policy
  • Name
  • Home address
  • E-mail address
  • Phone number
  • Birthdate
  • National identification number
    (If you sign up as sole proprietorship using your national identification number)

Performance of contract

The processing is necessary for us to fulfil the contract concerning your co-working membership.

If you don’t provide such personal data to us, you cannot be a member.

  • Enable you to securely identify yourself as a member
  • Phone number
  • National identification number
    (If you sign up as sole proprietorship using your national identification number)

Performance of contract

The processing is necessary for us to fulfil the contract concerning your co-working membership.

If you don’t provide your phone number to us, you cannot be a member.

Storage period: We process your personal data and send you marketing communication for as long as you are a member.

We stop sending these types of marketing communication if your membership ends or if you object to receiving such marketing. In such case we will continue to store your personal data to comply with marketing legislation as stated below.

Enable you to use My Page JAYWORK

What processing we perform

What personal data we process

Our lawful basis for the processing

  • Provide you the possibility to use My Page JAYWORK to securely identify yourself as a member
  • This means you can get relevant information regarding your membership as well as add additional services
  • Information regarding your membership
  • Name
  • Information regarding which services you wish to use
  • Phone number, to provide you with a link to My Page

Performance of contract

The processing is necessary for us to be able to provide My Page JAYWORK to you who choose to use the service.

We need your personal data to administrate your use of the service. If you don’t provide such personal data to us, you therefore will not be able to use it.

Consent

If you choose to provide any sensitive information at My Page (e.g. health information) such information will be stored based on your consent. You can withdraw such consent at any time.

Storage period: The personal data will be stored for three years after your membership end.

We will delete any sensitive information as soon as possible after your membership ends and stop processing such personal data immediately if you withdraw your consent.

Simplify your visits and/or purchases

What processing we perform

What personal data we process

Our lawful basis for the processing

  • To enable you to view information about your membership
  • Store information about your preferences, to provide a co-working experience when you visit us and/or make purchases
  • Information about your membership
  • Information regarding your preferences

Performance of contract

The processing is necessary for us to fulfil the contract concerning your co-working membership, i.e. simplify your visits and/or purchases and as a membership benefit as well as to provide you with the promised co-working experience.

If you don’t provide the personal data to us, we cannot simplify your visits and/or purchases and provide you with a co-working experience.

Storage period: We process your personal data for as long as you are a member.

Send relevant offers through marketing communication

What processing we perform

What personal data we process

Our lawful basis for the processing

  • Send newsletters/sms containing offers and information relevant to you based on information we have about your membership (so called profiling*)

We only send you newsletters/sms if you not previously have objected to receiving them

  • Via display marketing show you offers and information relevant to you based on information we have about your membership (so called profiling*).

We only show you display marketing if you not previously have objected to receiving it

  • Name
  • E-mail address
  • Phone number
  • Information from your membership
  • Information about the destination you want to receive information and updates about

Performance of contract

The processing is necessary for us to fulfil the contract concerning your co-working membership. If you don’t provide the personal data to us, we cannot provide you with relevant offers.

You will receive information which we believe you are interested in based on the information we have about you. We clearly inform about this when you choose to become a member.

  • Improve and develop our newsletters by analysing how you open them and what you click on in the newsletters

Do you want to read more about this type of analyse? You find a more detailed description of this in our information about cookies.

  • Information about how you open our newsletters and what you click on
  • IP-address
  • E-mail address

Consent

The personal data will be processed based on your consent. You can withdraw such consent at any time.

Storage period: You can choose to unsubscribe to marketing communication at any time. If you object to receiving marketing from us, we keep track of this in our “unsubscribe-list” to avoid sending you any further marketing material.

* Profiling: We use so called profiling to be able to show you offers that are relevant to you and to provide you with customized marketing. We use profiling because without it, you would instead receive offers and information which you probably not are interested in. You have the right to object to profiling as described below under the section explaining your rights.

Improve our services by concluding surveys during your membership

What processing we perform

What personal data we process

Our lawful basis for the processing

  • Send requests for you to participate in surveys during your membership
  • Name
  • E-mail address
  • IP-address

Consent

The personal data will be processed based on your consent to improve our services by sending you surveys regarding your membership. You can withdraw such consent at any time.

If you participate in our surveys, we will:

  • Administrate any answers you leave in our surveys
  • Compile statistics from the answers you have provided in our surveys
  • Answers you leave in our surveys

Consent

The personal data will be processed based on your consent to improve our services by administrate the surveys regarding your membership. You can withdraw such consent at any time.

Storage period: We will send a request for you to participate in our surveys sometimes during your membership. We will stop sending requests for you to participate in surveys if you object to receiving such e-mails/sms.

We will store the answers you leave in our surveys. Please note that we will anonymise your personal data the latest one year after you have concluded the survey.

If you object to receiving marketing from us

We will store information about you who have chosen to object to receiving marketing communication from us.

To comply with marketing legislation

What processing we perform

What personal data we process

Our lawful basis for the processing

  • If you have stated that you do not wish to receive marketing communication from us we will store such information in a “unsubscribe-list” to make sure we do not send any marketing to you
  • Name
  • E-mail address
  • Phone number

Legal obligation

The processing is necessary to comply with legal obligations to which we are subject, i.e. marketing law which require us to not send marketing material to individuals who have objected to receiving such marketing.

We cannot make sure you will not receive marketing from us without processing your personal data for this purpose and you are therefore required to provide your personal data to us.

Storage period: You will be listed in our “unsubscribe-list” until further notice.

Who can gain access to your personal data and why?

Your personal data is initially collected and processed by us as controllers and we do not sell your personal data. This means that your personal data will be handled by our employees, but only personnel who need such access to conduct their work.

We also use processors that carry out processing on our behalf to conduct our business, such as suppliers and partners which therefore will process your personal data. We are responsible for any sharing of your personal data to such suppliers or partners and to make sure your personal data is safe when shared with third parties as set out below. We only use processors providing sufficient guarantees that the processing will meet all legal requirements and ensure the protection of the rights of the data subject.

We will share your personal data with the following recipients:

  • We will share your personal data with our IT suppliers who will process these on our behalf and on our instructions to ensure good and secure IT operations. We only share your personal data with our IT suppliers if it is necessary for them to fulfil their obligations towards us according to the contract that we have with them.
  • When you receive our marketing communication we will share your personal data with the company which provide the marketing services we use.
  • To handle your membership in the most efficient way we share your personal data within the company group.

Where are your personal data processed?

As a main rule we only process your personal data in the EU/EEA and choose suppliers based within the EU/EEA. The use of our suppliers will however in some instances mean that your personal data is transferred outside of the EU/EEA.

We only transfer your personal data outside of the EU/EEA if we can make the transfer according to the data protection rules. This means that the transfer either is governed by an adequacy decision or that we rely on Standard Contractual Clauses and supplementary measures to provide a safe transfer of your personal data.

If you want to know more about who we share your personal data with, please feel free to contact us. Our contact information can be found at the beginning of this privacy policy.

What are your rights when we process your personal data?

You have certain rights that you can exercise to affect how we process your personal data. You can read about what those rights are below. Contact us if you want to exercise any of your rights.

  • Right to lodge a complaint with a supervisory authority
    You always have the right to lodge a complaint with a supervisory authority. You may do this in the EU/EEA member state where you live, work or where an infringement of applicable data protection laws is alleged to have occurred.

  • Right to withdraw your consent and object to processing
    You have a right to withdraw any consent you have given us, partly or completely.For example you always have a right to withdraw your consent and object to our processing of your personal data when the processing is performed for marketing purposes, such as display marketing/newsletters/sms.
  • Right to information and access
    You have the right to obtain confirmation as to whether we are processing personal data about you or not. If we do process your personal data, you also have a right to obtain a copy of the personal data processed by us as well as information about how we process your personal data.
  • Right to rectification
    You have a right to correct any inaccurate personal data concerning you that we may be processing and to ask us to have incomplete personal data completed.
  • Right to erasure (“the right to be forgotten”) and restriction of processing
    You have a right to request that we delete your personal data. We will delete the personal data for example if you have withdrawn your consent and there is no other lawful basis for processing.You also have a right to request that we restrict our processing of your personal data. We will do so for example when the accuracy of the personal data is contested by you, or the processing is unlawful, and you do not want us to delete your personal data but instead you request that we restrict our use of them.
  • Right to data portability
    Under certain circumstances, you have a right to receive your personal data from us in a structured, commonly used and machine-readable format and, where technically feasible, have your personal data transferred to another company (“data portability”). This applies to personal data that you have provided to us in a structured, commonly used and machine-readable format, if our processing of your personal data is carried out by automated means and the lawful basis for our processing is based on the performance of a contract or consent.

This policy was adopted on 2023-05-10.