PRIVACY POLICY
Introduction
Upflex Anarock India Pvt. Ltd. (referred to as "we", "us", or "our") is committed to protecting the privacy of everyone who uses our platform and services. This Privacy Policy explains what personal data we collect, why we collect it, how we use and protect it, and what rights you have in relation to it.
This policy applies to visitors and users of our website at myhqspaces.com and all related services, features, and applications we operate (collectively, the "Services"). Please read it carefully. By using our Services, you confirm that you have read and understood this Privacy Policy.
Where the law in your country affords you additional rights or requires us to provide additional disclosures, we will honour those obligations. If you have questions about how this policy applies to you, please contact us using the details in the "Contact Us" section.
Who We Are
Upflex Anarock India Pvt. Ltd. is a marketplace for office spaces - connecting businesses with workspace operators to find and book office space, coworking, meeting rooms, and related services such as business registration.
Scope of This Policy
This Privacy Policy applies to:
• Visitors to our website and applications
• Individuals who register for an account or submit an enquiry
• Business clients and their representatives
• Workspace members, tenants, and subscribers
• Workspace operators and space partners listed on our platform
This policy does not apply to third-party websites or services accessible via links on our platform. We recommend reviewing the privacy policy of any third-party site you visit. It also does not govern data that workspace operators independently collect from you - those operators are responsible for their own data practices.
Information We Collect
Information You Provide
When you register, enquire, book a workspace, or otherwise interact with our Services, we may collect:
• Identity information: name, username, and similar identifiers
• Contact information: email address, phone number, and postal address
• Professional information: company name, job title, team size, and company address
• Account information: login credentials and account preferences
• Booking and enquiry information: workspace requirements, search criteria, viewing notes, and booking history
• Payment information: billing details (full card details are processed by our payment provider and are not stored on our systems)
• Communications: messages, feedback, survey responses, and records of our correspondence with you
• Marketing preferences: your choices about receiving communications from us
Information We Collect Automatically
When you visit our website or use our Services, certain information is collected automatically by your browser or device, including:
• Technical data: IP address, browser type and version, device type, operating system, and unique device identifiers
• Usage data: pages viewed, time spent on each page, links clicked, search queries, and referral source
• Location data: approximate geographic location inferred from your IP address
• Cookie and tracking data: as described in the "Cookies and Tracking Technologies" section below
Information from Third Parties
We may receive information about you from:
• Workspace operators and space partners on our platform
• Analytics and data enrichment providers (for business contact information)
• Publicly available sources such as company websites and professional directories
• Social media platforms, where you interact with us via those channels
Special Category Data
We do not intentionally collect sensitive personal data such as health information, racial or ethnic origin, religious beliefs, political opinions, or biometric data. Please do not submit such information through our platform. If you believe this has occurred inadvertently, contact us at office@myhq.in and we will delete it promptly.
Business Registration and Company Formation Services
Where you use our business registration or company formation services, we collect additional personal data necessary to process your application with the relevant government authority, licensing body, or free zone. This may include:
• Government-issued identity documents: passport copies, national identity cards, and residence or entry visas
• Proof of address documentation: utility bills, bank statements, or official correspondence
• Shareholder and director information: names, nationalities, dates of birth, ownership percentages, and signatures
• Corporate documents: existing company certificates, memoranda of association, board resolutions, and power of attorney
• Tax and financial information: where required as part of the registration process
This data is collected solely for the purpose of delivering the registration service you have requested. It is processed on your behalf and submitted to the relevant authorities as a necessary part of that service. We do not use this data for any other purpose without your explicit consent.
How We Use Your Personal Data
We only use your data for the purpose for which it was collected, or a compatible purpose. If we need to use it for an unrelated purpose, we will notify you and explain our legal basis for doing so.
| Purpose | Data Used | Legal Basis |
|---|---|---|
| Creating and managing your account | Identity, Contact, Account | Contract performance |
| Processing workspace enquiries and bookings | Identity, Contact, Transaction, Communication | Contract performance |
| Sending booking confirmations and service communications | Identity, Contact | Contract performance |
| Supporting you during tenancy or membership | Identity, Contact, Transaction | Contract performance / Legitimate interests |
| Sending renewal reminders and market updates | Identity, Contact | Contract performance / Legitimate interests |
| Marketing communications (where permitted) | Identity, Contact, Marketing Preferences | Consent / Legitimate interests |
| Personalising your experience and recommendations | Usage, Profile, Technical | Legitimate interests |
| Improving and developing our platform and Services | Technical, Usage | Legitimate interests |
| Fraud prevention, security, and misuse prevention | Identity, Technical, Usage | Legitimate interests / Legal obligation |
| Complying with applicable law and regulation | All relevant categories | Legal obligation |
| Asserting or defending legal claims | All relevant categories | Legitimate interests / Legal obligation |
| Business transfers and restructuring | All relevant categories | Legitimate interests |
| Business registration and company formation services | Identity documents, Corporate documents, Shareholder / Director information | Contract performance / Legal obligation |
How We Share Your Personal Data
Workspace Operators and Space Partners
When you enquire about or book a workspace, we share relevant details - such as your name, contact information, company, and requirements - with the relevant workspace operator or host, to facilitate your enquiry, arrange viewings, and manage your occupancy.
Service Providers
We work with trusted third-party providers to operate our business. These may include providers of:
• Cloud hosting and IT infrastructure
• CRM and customer support software
• Payment processing
• Email delivery and marketing platforms
• Analytics and website performance tools
• Professional services including legal, accounting, and compliance advisory
All service providers are contractually required to process your data only on our instructions, maintain appropriate security standards, and comply with applicable data protection law. We do not permit them to use your data for their own purposes.
Group Companies
We may share your data within our group of companies for purposes consistent with this Privacy Policy, including for service delivery, operational efficiency, and group-level reporting.
Business Transfers
If we are involved in a merger, acquisition, restructuring, or sale of assets, your personal data may be transferred as part of that transaction. We will notify you of any such change and ensure your data continues to be protected in accordance with this policy.
Legal and Regulatory Disclosure
We may disclose your data to courts, regulators, law enforcement, or other authorities where required by law, or where we reasonably believe it is necessary to protect our rights, your safety, or the rights of others.
No Sale of Personal Data
We do not sell, rent, or trade your personal data to third parties for their marketing or commercial purposes.
Government Authorities and Regulatory Bodies - Business Registration Services
Where you have engaged us to assist with business registration or company formation, we will share the personal and corporate data you provide with the relevant government departments, licensing authorities, free zones, or other regulatory bodies as required to complete your registration. This sharing is an inherent and necessary part of the service - without it, the registration cannot be processed.
International Data Transfers
As a global platform, your personal data may be transferred to and processed in countries other than the one in which you are based. These countries may have data protection frameworks that differ from those in your home country.
Where we transfer personal data across borders, we ensure appropriate safeguards are in place - such as standard contractual clauses, binding corporate rules, adequacy decisions, or other mechanisms recognised under applicable law. All recipients are required to maintain standards of protection consistent with this Privacy Policy.
For further information about the safeguards we use for international transfers, please contact us at office@myhq.in.
Data Retention
We retain your personal data only for as long as is necessary to fulfil the purposes for which it was collected, including to satisfy any legal, regulatory, tax, or accounting obligations that apply to us. Once your data is no longer required, we securely delete or anonymise it. Where immediate deletion is not possible - for example, within backup systems - we isolate the data from further processing until it can be permanently removed.
You may request deletion of your personal data at any time by contacting us at office@myhq.in. We will action your request promptly, subject to any legal or regulatory obligations that require us to retain certain records for a defined period.
Your Privacy Rights
Depending on where you are located, you may have rights in relation to your personal data. These may include the right to:
Not all rights apply in every jurisdiction or in every circumstance. Where a right does not apply, we will explain why when you make a request.
| Right | What It Means |
|---|---|
| Access | Request a copy of the personal data we hold about you |
| Correction | Ask us to correct inaccurate or incomplete information |
| Erasure / Deletion | Ask us to delete your personal data in certain circumstances |
| Restriction of Processing | Ask us to pause certain uses of your data |
| Data Portability | Request your data in a structured, portable, machine-readable format |
| Object to Processing | Object to our use of your data based on legitimate interests or for direct marketing |
| Withdraw Consent | Withdraw consent at any time where we rely on consent as our legal basis, without affecting prior processing |
| Lodge a Complaint | Raise a concern with the data protection authority in your country of residence |
How to Exercise Your Rights
Contact us at office@myhq.in, marked for the attention of the Privacy Team. We will acknowledge your request promptly and respond within the timeframe required by applicable law - typically within 30 days. We may ask you to verify your identity before processing your request. There is generally no charge for making a request, unless it is manifestly unfounded or excessive.
Cookies and Tracking Technologies
We use cookies and similar tracking technologies - such as pixels and web beacons - on our website to enable essential functionality, understand how visitors use our platform, and support our marketing activities.
Cookies are small text files placed on your device by your browser when you visit a website. Some are set directly by us (first-party cookies); others are set by third-party services we use (third-party cookies). We use the following categories:
| Category | Purpose | Can You Opt Out? |
|---|---|---|
| Strictly Necessary | Essential for the website to function - session management, security, load balancing. The site cannot operate correctly without these. | No |
| Functional / Preference | Remember your choices such as language, location, and recent searches to give you a more consistent experience. | Yes |
| Performance / Analytics | Help us understand how visitors use the site - which pages are popular, where traffic comes from, and how we can improve. Data is typically aggregated and anonymised. | Yes |
| Marketing / Targeting | Used by us and our advertising partners to deliver relevant content and measure the effectiveness of campaigns across the web. | Yes |
Managing Your Cookie Preferences
When you first visit our website, you will be shown a cookie banner allowing you to accept, reject, or customise non-essential cookies. You can update your preferences at any time via the cookie settings link in our website footer.
You can also control cookies through your browser settings - most browsers allow you to block or delete cookies. Please note that disabling certain cookies may affect the functionality of our platform. For more information on managing cookies generally, visit http://www.allaboutcookies.org .
For third-party cookies, you can also opt out directly through each provider's own privacy controls (for example, Google's Ad Settings, Meta's Ad Preferences, or LinkedIn's advertising opt-out).
Marketing Communications
We may send you information about our Services, workspace market updates, and relevant promotions. We will only do this:
• Where you have given us consent to do so, or
• Where we have an existing relationship with you and applicable law permits contact on the basis of legitimate interests, subject always to your right to opt out
You can opt out at any time by:
• Clicking 'unsubscribe' in any marketing email
• Updating your preferences in your account settings
• Contacting us at office@myhq.in
Opting out will not affect transactional or service communications related to your account or active bookings.
Data Security
We implement appropriate technical and organisational measures to protect your personal data from unauthorised access, loss, misuse, disclosure, or alteration. Our measures include:
• Encryption of data in transit and at rest
• Role-based access controls limiting data access to those with a legitimate need
• Regular security testing and ongoing system monitoring
• Documented procedures for detecting, reporting, and responding to data security incidents
• Staff training on data protection responsibilities
Where a security incident occurs that poses a risk to your rights or interests, we will notify the relevant supervisory authority and, where required, affected individuals, within the timelines required by applicable law.
While we take all reasonable steps to protect your data, no method of electronic transmission or storage is completely secure. You are responsible for keeping your account credentials confidential and should not share them with others.
Children's Privacy
Our Services are intended for use by adults and are not directed at children. We do not knowingly collect personal data from anyone under the age of 18. If you believe a child has submitted personal data to us, please contact us at office@myhq.in and we will take steps to delete it promptly.
Contact Us
If you have any questions about this Privacy Policy, wish to exercise your privacy rights, or want to raise a concern, please get in touch at office@myhq.in.
If you are not satisfied with our response, you have the right to raise a complaint with the data protection authority in your country of residence. We would always welcome the opportunity to address your concern directly first.
Third-Party Links
Our platform may contain links to third-party websites and services. Clicking these links will take you away from our platform, and this Privacy Policy will not apply to those sites. We have no control over, and take no responsibility for, the privacy practices of third-party sites. We encourage you to read their privacy policies before sharing any personal data with them.
Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, our Services, or applicable law. When we make material changes, we will post the updated policy on our website with a revised effective date and, where appropriate, notify you by email or through our platform.
We encourage you to review this policy periodically. Your continued use of our Services after any update constitutes your acceptance of the revised policy.