Privacy Policy

At Ocupie (“Platform”, “we”, “us”, or “our”), we are committed to protecting the Personal Data of individuals who interact with the Platform and ensuring that such Personal Data is collected, used, stored, shared, retained, and protected in a lawful, transparent, fair, and secure manner. The Platform is owned and operated by Beelogical Software Solutions Private Limited (“ Beelogical”, “Company” or “Data Fiduciary”).

This Privacy Policy (“Policy”) explains how we process Personal Data collected through our Platform, the purposes for which such Personal Data is processed, the safeguards we maintain, and the rights available to individuals in relation to such Personal Data, in accordance with the Digital Personal Data Protection Act, 2023 (“DPDP Act”), the rules made thereunder, and other applicable laws.

This Policy applies to all Personal Data processed by the Platform in relation to:

• visitors accessing the Platform;
• guest users browsing available spaces;
• registered users creating accounts on the Platform;
• customers making enquiries, reservations, bookings, payments, or cancellations;
• individuals submitting quotations, contact requests, support requests, or grievances;
• representatives, employees, agents, or authorised personnel of coworking space operators and business customers;
• users subscribing to newsletters, promotional campaigns, marketing communications, loyalty programmes, or engagement initiatives; and
• any other individual whose Personal Data is processed through the Platform.

This Policy applies throughout the lifecycle of the relationship between the Data Principal and the Platform, including account registration, platform usage, booking activities, customer support interactions, marketing communications, grievance management, account closure, and post-termination retention of records where required for lawful purposes.

For the purposes of this Policy, the following terms shall have the meanings assigned to them below:

• “Applicable Law” shall mean and include the Digital Personal Data Protection Act, 2023, the rules, regulations, notifications, directions, clarifications, and any other applicable law relating to privacy, cybersecurity, electronic commerce, consumer protection, payment processing, record retention, or lawful disclosure obligations, as amended from time to time.
• “Booking” shall mean and include any reservation, enquiry, quotation, request, payment, confirmation, cancellation, extension, modification, or use of a workspace, meeting room, coworking facility, office space, event space, or any other facility offered through the Platform.
• “Consent” shall mean and include free, specific, informed, unconditional, and unambiguous consent given through a clear affirmative action, signifying agreement to the processing of Personal Data for the specified purpose and limited to such Personal Data as is necessary for that purpose.
• “Data Fiduciary” shall mean Beelogical Software Solutions Private Limited, being the entity that determines the purpose and means of Processing Personal Data through the Platform.
• “Data Principal” shall mean and include the natural person to whom the Personal Data relates.
• “Data Processor” shall mean and include any third-party service provider, technology provider, payment gateway, cloud service provider, communication platform, consultant, professional advisor, contractor, or other entity processing Personal Data on behalf of the Data Fiduciary.
• “Personal Data” shall mean and include any data about an individual who is identifiable by or in relation to such data, whether directly or indirectly, including through any identifier, behavioural information, technical metadata, booking history, account information, or any combination of information capable of identifying such individual.
• “Processing” shall mean and include any operation or set of operations performed on Personal Data, whether automated or otherwise, including collection, recording, organisation, storage, retrieval, consultation, use, disclosure, sharing, transmission, dissemination, alignment, restriction, archival, deletion, anonymisation, destruction, or any other handling of Personal Data.

The Platform may collect Personal Data directly from users through account registration forms, booking workflows, payment processes, profile updates, customer support interactions, contact forms, communications, surveys, promotional campaigns, and other lawful interactions with the Platform.

The categories of Personal Data collected and processed by the Platform include the following:

1. Identification Information

• full name;
• date of birth;
• gender;
• profile photograph, where voluntarily provided;
• account identifiers and user profile information.

2. Contact Information

• email address;
• mobile phone number;
• residential address;
• correspondence address;
• city, state, and location information.

3. Business and Organisation Information

• organisation name;
• business affiliation;
• GST details, where applicable;
• business contact details;
• authorised representative information.

4. Booking and Reservation Information

• booking requests;
• reservation history;
• workspace preferences;
• occupancy requirements;
• booking duration;
• cancellation records;
• quotation requests and quotation history;
• invoice records and booking-related communications.

5. Transaction and Payment Information

• transaction identifiers;
• payment status;
• invoice information;
• tax-related information;
• booking charges and payment history.

The Platform does not store complete debit card, credit card, banking, UPI credentials, CVV information, or similar payment instrument authentication data. Such payment information is processed through authorised payment gateway service providers.

6. Usage and Behavioural Information

• login history;
• session activity;
• booking activity;
• search activity;
• clickstream behaviour;
• platform interaction records;
• feature usage patterns;
• customer engagement metrics;
• navigation preferences.

7. Device and Technical Metadata

• IP address;
• browser information;
• device identifiers;
• operating system details;
• access logs;
• session records;
• network and connectivity information.

8. Communication and Support Information

• customer support requests;
• grievance submissions;
• enquiry forms;
• feedback provided by users;
• communications exchanged with the Company.

9. Marketing and Preference Information

• communication preferences;
• promotional preferences;
• campaign interaction history;
• birthday information used for customer engagement initiatives;
• offer redemption records;
• loyalty and promotional participation records.

The Platform may collect Personal Data from one or more of the following sources:

1. Directly from Data Principals

Personal Data may be collected directly from Data Principals through account registration, profile creation, booking requests, reservation workflows, payment transactions, enquiries, customer support interactions, grievance submissions, surveys, promotional campaigns, marketing communications, and other interactions with the Platform.

2. Through Automated Means

The Platform may automatically collect certain Personal Data and technical information through the use of cookies, log files, analytics tools, software development kits (SDKs), tracking technologies, and similar technologies when users access or interact with the Platform.

3. From Business Customers and Space Operators

The Platform may receive Personal Data from coworking space operators, property managers, business customers, authorised representatives, or other users where such information is necessary to facilitate bookings, reservations, enquiries, occupancy management, customer support, or other Platform-related services.

4. Personal Data Provided on Behalf of Others

Certain features of the Platform may permit users to make bookings, reservations, enquiries, or service requests on behalf of other individuals, employees, representatives, attendees, or authorised users.

Where a user provides Personal Data relating to another individual, such user represents and warrants that:

• such user is duly authorised to provide such Personal Data;
• the relevant individual has been informed of the collection, use, disclosure, and processing of such Personal Data in accordance with this Policy; and
• all necessary consents, permissions, and authorisations required under Applicable Law have been obtained.

The Company shall not be responsible for verifying the authority of any user providing Personal Data relating to another individual.

We collect, use, store, share, retain, and otherwise process Personal Data only for specific, lawful, legitimate, and clearly identified purposes, as determined prior to such collection and in accordance with Applicable Law.

Without prejudice to the generality of the foregoing, such purposes may include, without limitation:

1. Platform Registration and Account Administration

• creation and maintenance of user accounts;
• authentication and verification of user identity through login credentials, OTP verification, or other authentication mechanisms;
• profile management and account administration;
• administration of user preferences and settings.

2. Booking, Reservation and Service Delivery

• enabling users to discover, evaluate, compare, reserve, and book coworking spaces, meeting rooms, office spaces, and other facilities;
• processing booking requests, confirmations, modifications, cancellations, extensions, and related transactions;
• facilitating communication between users and space operators;
• generation of quotations, invoices, confirmations, and booking-related documentation;
• management of occupancy records and booking schedules.

3. Payment Processing and Financial Administration

• facilitating payment processing through authorised payment service providers;
• maintaining transaction records;
• invoice generation and tax compliance;
• dispute management, reconciliation, chargeback handling, and payment verification.

4. Customer Support and Grievance Management

• responding to enquiries, complaints, grievances, and support requests;
• investigating disputes and service-related concerns;
• maintaining records of customer interactions and resolutions.

5. Platform Operations and Business Administration

• administering, maintaining, monitoring, and improving the Platform;
• managing service availability, performance, and reliability;
• ensuring business continuity and operational effectiveness;
• conducting internal reporting, auditing, and governance activities.

6. Security, Fraud Prevention and Risk Management

• protecting the Platform from unauthorised access, misuse, abuse, fraud, cyber threats, and unlawful activities;
• monitoring login activity, session activity, and platform usage patterns;
• conducting security investigations and incident response activities;
• enforcing platform policies and contractual obligations.

7. Analytics, Product Improvement and User Experience Enhancement

• understanding user behaviour, booking trends, and platform engagement patterns;
• improving platform functionality, performance, and usability;
• developing new products, services, features, and enhancements;
• conducting statistical analysis and business intelligence activities.

8. Marketing, Promotions and Customer Engagement

• sending promotional communications, newsletters, service updates, and marketing materials;
• informing users about offers, discounts, loyalty programmes, campaigns, and promotional opportunities;
• sending birthday greetings, personalised offers, and customer engagement communications based on voluntarily provided information including date of birth;
• conducting customer engagement and retention initiatives.

9. Legal and Regulatory Compliance

• complying with Applicable Law;
• responding to lawful requests from governmental authorities, regulators, courts, tribunals, and law enforcement agencies;
• establishing, exercising, defending, or enforcing legal rights and contractual obligations;
• maintaining records required for audits, investigations, litigation, dispute resolution, and regulatory inspections.

10. Communications

The Platform may process Personal Data for the purpose of communicating with users in connection with:

• account registration and verification;
• booking confirmations and booking-related updates;
• payment confirmations and transaction notifications;
• customer support interactions;
• service announcements and operational updates;
• security alerts and fraud-prevention notifications;
• grievance management communications; and
• other communications reasonably necessary for the administration of the Platform and provision of services.

The Data Fiduciary shall at all times adhere to the principle of data minimisation and shall restrict the Processing of Personal Data strictly to what is necessary, proportionate, and relevant for the identified purpose, with access limited to authorised personnel on a need-to-know basis.

The Platform may utilise cookies, web beacons, pixels, SDKs, local storage technologies, analytics tools, log files, and similar technologies to collect information relating to user interactions with the Platform. Such technologies may be used for purposes including:

• enabling Platform functionality;
• authenticating users;
• maintaining user sessions;
• remembering user preferences;
• improving Platform performance;
• analysing user behaviour and usage patterns;
• supporting security and fraud prevention measures;
• measuring engagement and platform effectiveness; and
• facilitating marketing and promotional activities.

Users may manage or disable certain cookies through browser settings or other mechanisms made available by the Company. However, disabling certain technologies may impact the availability or functionality of certain features of the Platform.

The Platform shall process Personal Data only for lawful purposes recognised under the DPDP Act and strictly to the extent necessary for the specified purpose identified under this Policy.

The Data Fiduciary may disclose, share, transmit, or otherwise make available Personal Data strictly on a need-based, purpose-specific, and lawful basis, and only to the extent necessary for the identified purpose of Processing.

1. Within the Company

Personal Data may be shared within the Company with authorised personnel, departments, administrators, customer support representatives, finance personnel, legal personnel, compliance personnel, technology teams, and management personnel solely for legitimate operational, administrative, compliance, security, audit, and customer service purposes. Internal access shall remain role-based and restricted to the minimum information necessary for the relevant function.

2. Space Operators and Business Customers

Where a user submits a booking request, reservation, enquiry, quotation request, or similar service request, the Platform may disclose relevant Personal Data to the applicable coworking space operator, property manager, facility provider, or business customer for the purpose of facilitating, confirming, administering, supporting, or fulfilling the relevant booking or service request.

3. Third-Party Service Providers

The Platform may disclose Personal Data to authorised third-party service providers including:

• payment gateway providers;
• cloud hosting providers;
• data storage providers;
• email service providers;
• SMS and OTP service providers;
• analytics and monitoring providers;
• customer communication providers;
• cybersecurity and infrastructure providers;
• auditors, consultants, legal advisors, and professional advisors.

All such disclosures shall remain subject to confidentiality obligations, contractual safeguards, security controls, and documented processing instructions wherever applicable.

4. Disclosure to Authorities and Legal Bodies

The Company may disclose Personal Data pursuant to any court order, summons, notice, direction, inquiry, investigation, lawful request, or legal process issued by courts, tribunals, regulators, law enforcement agencies, statutory authorities, governmental bodies, or any authority having jurisdiction. Such disclosure shall be limited strictly to the extent required under Applicable Law.

In all instances of sharing or disclosure, the Company shall ensure that the disclosure is restricted to the minimum data necessary, is made only for a lawful and specified purpose, and remains subject to appropriate confidentiality, security, and access governance controls.

5. Marketing Communications

The Platform may use Personal Data to communicate with users regarding promotions, campaigns, loyalty programmes, platform updates, product announcements, discounts, offers, referral programmes, customer engagement initiatives, and similar commercial communications.

Where users voluntarily provide information such as date of birth, the Company may use such information for customer engagement purposes, including birthday greetings, promotional offers, personalised communications, and loyalty benefits.

Users may opt out of non-essential marketing communications at any time through the unsubscribe mechanisms provided within such communications or by contacting the Company through the channels specified under this Policy.

Withdrawal of consent for marketing communications shall not affect communications that are necessary for account administration, booking management, payment processing, customer support, legal compliance, security, or other essential service-related purposes.

The Data Fiduciary shall retain Personal Data only for as long as is necessary to fulfil the specified purpose of Processing, provide services through the Platform, maintain user accounts, administer bookings and transactions, resolve disputes, respond to grievances, comply with Applicable Law, and protect the legitimate interests of the Company and its stakeholders.

Without prejudice to the generality of the foregoing, Personal Data may be retained for purposes including:

• account administration and platform operations;
• booking management and historical booking records;
• financial reporting, taxation, invoicing, and audit requirements;
• fraud prevention, cybersecurity, and risk management;
• dispute resolution and grievance handling;
• internal investigations and compliance reviews;
• defence, establishment, or enforcement of legal rights and claims; and
• compliance with Applicable Law, court orders, regulatory directions, or governmental requirements.

Where a user requests deletion of their account, the Company may deactivate such account and remove it from active operational use. However, certain Personal Data, transaction records, booking history, audit logs, communication records, grievance records, security logs, and related information may continue to be retained in archived, backup, restricted-access, or record-management systems for such period as may be reasonably necessary for the purposes specified under this Policy and Applicable Law.

Upon expiry of the applicable retention period and where retention is no longer necessary, the Company shall securely delete, anonymise, archive, or otherwise restrict access to such Personal Data in accordance with its internal data retention standards, Applicable Law, and operational requirements.

Subject to Applicable Law, Data Principals shall have the following rights in relation to their Personal Data:

*The Company may require reasonable verification of identity before processing any rights request to ensure the security and integrity of Personal Data. To exercise any of these rights, contact us at support@ocupie.co.

The Company shall implement and maintain appropriate technical, organisational, administrative, and physical safeguards to protect Personal Data against unauthorised access, acquisition, disclosure, misuse, alteration, destruction, corruption, loss, or any compromise of its confidentiality, integrity, or availability.

The Company shall further ensure that access to Personal Data remains restricted to authorised personnel strictly on a need-to-know basis and shall periodically review such access to ensure continued necessity and proportionality.

Any actual or suspected Personal Data Breach, cybersecurity incident, unauthorised disclosure, or compromise of Company systems shall be investigated and addressed in accordance with the Company’s internal security and incident response framework and Applicable Law.

If you wish to exercise any of your rights under this Policy or Applicable Law, or raise any concern regarding the manner in which your Personal Data is collected, processed, shared, retained, or protected, you may contact our Grievance Officer at:

To facilitate efficient processing, users may be required to provide their name, registered contact details, account information, booking reference number, and any supporting information relevant to the request.

Upon receipt of a grievance or request, the Company shall:

• acknowledge receipt of the request within a reasonable period;
• review the request and undertake verification, where necessary;
• seek additional information or clarification if required;
• investigate the matter and undertake appropriate corrective measures, where applicable; and
• endeavour to respond and resolve the grievance within the timelines prescribed under Applicable Law.

*All grievances and rights requests shall be handled confidentially and shall be accessible only to personnel involved in reviewing and resolving the matter. If you have a concern about how your personal data is handled on this Site, contact our grievance officer at support@ocupie.co. We will acknowledge and address your grievance within a reasonable time.

The Company reserves the right to amend, modify, update, review, replace, or supplement this Policy from time to time to reflect changes in Applicable Law, technological developments, business operations, platform functionality, regulatory guidance, security requirements, or governance standards. Any revised version of this Policy shall become effective from the date specified therein and shall supersede all previous versions to the extent of such revision.

Users are encouraged to periodically review this Policy to remain informed regarding the Company’s privacy practices.