01What this is
Coworking OS is a private tool a coworking space's own staff use to run rent, invoicing, member communication, leads and agreements. It is not a public app, and it is not directed at children. Anyone using it has been added to a specific organization by that organization's admin, or is a member of one of those organizations following a link that organization sent them.
02What we collect, and why
We collect only what the organization's own staff enter, or what is needed to run the features below. We never sell any of it, and we never use it for advertising.
- Account: your name, email and role, so you can sign in and see only what your role allows.
- Organization data: business name, logo, address and bank details, used on the invoices and receipts it sends.
- Member and client data: name, phone number, email, company name, address, rent and payment records, deposits, and the documents (invoices, receipts, statements, agreements) generated from them, entered by the organization to run its business.
- WhatsApp and email messages sent and received through the app, so the conversation is visible to staff who need it.
- Photos and files people upload: helpdesk photos, signed agreements and other documents, kept with the record they belong to.
- Location, for staff attendance only: when a staff member taps Check in or Check out, the app reads the phone's location once and saves it with that attendance record, so the organization can see the check-in happened at the building. Location is never tracked in the background, and members are never asked for it.
- Payment references: amount, date and a reference number for online payments. Card and bank details themselves are handled by the payment gateway (Razorpay, Cashfree or Zoho Payments), never stored by us.
- A push-notification address for your device, if you turn notifications on, so we know where to send them.
- Basic crash reports (what went wrong, which screen, which browser) if the app breaks, so we can fix it. These carry no member data.
03Visiting coworkingos.in
When you visit coworkingos.in our own counting uses no cookies: the page, the site that sent you, your screen size and whether your browser has been here before (a small flag kept in your browser, not a cookie). To let our team know someone is visiting, we look up your approximate city from your internet address using ip-api.com and send a short note to our team on Telegram. Your internet address itself is not stored.
If you send the demo or free-month form, we keep your name, WhatsApp number, email and the name of your space so we can reply, and the demo time if you pick one. We email you a confirmation and add you to our own list of enquiries. If you download the free rent tracker, we keep your name, email, the number of seats in your space and your WhatsApp number if you give it, email you the download link, and add you to our own list of enquiries. We don't send you offers unless you tick the box for them. If you ask us from the live demo to set up Coworking OS for you, we keep your name, email, city, the number of seats, your WhatsApp number if you give it and which demo screens you opened, email you a confirmation, and add you to our own list of enquiries. We don't send you offers unless you tick the box for them. Add ?notrack=1 to any page address to stop visit notes for your browser.
We also use Google Analytics on coworkingos.in to see which pages are useful. It sets cookies to tell a returning browser from a new one, and sends Google the page, the site that sent you, your device and browser type and your approximate location. We have switched off Google's advertising features, Google signals and data sharing for Google's own products, and we never use it to identify you. The app's public sign-up page (app.coworkingos.in/signup) uses the same Google Analytics, only to count sign-ups and the site that sent you there; the sign-up event carries no name, email or space name. Google Analytics is not used anywhere inside the app once you are signed in, or on any coworking space's or member's pages.
04Where you came from (lead source)
So we know which channel brought an enquiry, the website keeps a small note in your browser's local storage, under the name co_src. It records where you first came from (the utm_source, utm_medium and utm_campaign in the link you followed, the site that linked to us, and any ?ref= referral code) and the first page you landed on. It stays in that browser only and is reset after 90 days.
This note is sent to us when you send the Book a demo form, when you download the free rent tracker, or when you ask us from the live demo to set up Coworking OS (the live demo keeps its own note only for that visit). When you click Start free, the source, medium, campaign, referral code, landing page and the address of the site that linked to us (just the site, not the page) are added to the sign-up link, so the app can record them too.
On our own team's devices only, opening a page with ?internal=1 sets cos_internal and plausible_ignore, so our own visits are left out of the visitor statistics; ?internal=0 removes them.
The site also keeps a few small flags in your browser: co_seen (this browser has visited before), co_visit (a visit has already been noted in this browser session) and co_notrack. Opening any page with ?notrack=1 sets co_notrack and turns off visit alerts for that browser.
05Cookies
Google Analytics 4 sets its own cookies on coworkingos.in (for example _ga) to tell a returning browser from a new one. Ads signals and ad personalisation are switched off. We set no advertising cookies. Our own notes are kept in your browser's local storage, as described above, not in cookies.
To clear all of it, delete the cookies and site data for coworkingos.in in your browser settings. To stop visit alerts without clearing anything, open any page with ?notrack=1. This does not turn off Google Analytics.
06Face ID, Touch ID, fingerprint and the phone app
If you turn on the app lock in the iPhone or Android app, your face or fingerprint is checked by your phone's own operating system. It never reaches our servers and we never see or store it. The app only receives a yes/no answer from your phone.
07Who can see it
Only your organization's own staff, according to their role. Hemanth (who builds and runs this service) can access data to provide support or fix a problem, and for nothing else.
08Who we share it with
Only the services that make the app work, each bound by its own privacy terms:
- Oracle Cloud: the server that runs Coworking OS and stores its database and files (with Supabase, open-source database software we run ourselves).
- Meta (WhatsApp Business): delivers WhatsApp messages.
- Razorpay, Cashfree and Zoho Payments: process online rent payments.
- ZeptoMail: delivers emails (invoices, receipts, reminders).
- ip-api.com: looks up the approximate city of visitors to coworkingos.in.
- Google Analytics: counts visits to the coworkingos.in website and sign-ups on the app's public sign-up page (nothing inside the app), with advertising features off.
- Telegram: carries visit and enquiry notes from coworkingos.in, and alerts when something on the server goes wrong, to our team.
- Google (Firebase) and Apple (APNs): deliver push notifications on Android and iPhone.
09Keeping it safe
Everything travels over an encrypted connection (HTTPS). Access to a piece of data is limited by your role and by which organization you belong to. Backups are kept for a short retention window in case of accidental loss.
10How long we keep it, and deleting it
Data is kept for as long as the organization uses the app. A member or staff member who wants their personal data removed, or an organization that wants to close its account entirely, can write to the address below and we will act on it.
To delete your account: see Delete your account for how to ask, what is deleted and what a coworking space may have to keep. In the phone app, More → Delete my account opens it.
11Our YouTube channel and YouTube API Services
We post our own product videos to the Coworking OS YouTube channel using YouTube API Services. That tool runs only on our server and only uploads videos to our own channel. It does not read, collect or store data about anyone else's YouTube account, and Coworking OS customers and members never connect a YouTube account.
YouTube features are covered by the YouTube Terms of Service, and Google's handling of data by the Google Privacy Policy. Access to our channel can be revoked at any time from Google security settings.
12Changes to this policy
If this policy changes in a way that matters, we will update the date above.