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At OfficeBooking, we’re committed to maintaining your privacy and ensuring your data is handled responsibly. We understand the importance of personal data management, especially in a world that’s increasingly digital. If you’re looking to request the deletion of your account and associated data, here’s everything you need to know to proceed smoothly.

Understanding Your Account

Your account with us is set up as part of a service agreement with your “community” – this could be your employer, university, or the management of the campus you’re part of. For most users, logging in is facilitated through Single Sign-On (SSO), meaning your access is managed by our client, not directly by us.

We store data in accordance with our Service Level Agreement (SLA), the specific terms set by our clients, and in full compliance with GDPR legislation. This means your data is protected, but also that its management may be influenced by the preferences of the client we’re serving – your community. For instance, clients may choose to retain reservation data for a period of time, though our platform allows for full anonymization of user data after a certain period.

In our commitment to provide seamless access to our services while ensuring your privacy, we believe it’s important to be transparent about the types of data we store. This section outlines the specific kinds of information OfficeBooking.com keeps and how it’s used in the context of our services.

What Data Do We Keep?

• Email Address: Your email is essential for authentication purposes, allowing you to log in and access our platform.
• Password: For accounts not using Single Sign-On (SSO), a password may be used for secure access. This ensures that only you can access your account.
• Name: We store your first and last names to personalize your experience on our platform. However, you have the option to hide your name from peer users, should you prefer more privacy.
• Picture: You have the option to upload a picture to your account for a more personalized profile. We ask that any picture you upload complies with our End User Agreement to ensure a respectful and safe environment for all users.
• Location Data: For those who wish to utilize our location services for enhanced functionality, we temporarily store location data. This is solely for localisation purposes to improve your experience with our (mobile) apps, which can also run perfectly without this information. You have full control over this and can opt-out at any time.

Conditions for Data Deletion

You can request the deletion of your data if:

1. You are no longer authenticated to access the OfficeBooking apps.
2. The client with whom you are affiliated agrees to the data deletion.

How to Request Data Deletion

To initiate the deletion of your data, please follow these steps:

1. Write an Email: Your first step is to write a request by email to the OfficeBooking client. This could be your HR department or the designated OfficeBooking Primary Contact within your organization.

2. Internal Processing: The OfficeBooking Primary Contact will then forward this request to our Support Team for processing.

3. Confirmation and Deletion: Once approved, we will delete your data within 10 working days. The OfficeBooking Primary Contact will receive a confirmation once this process is complete.

Important Considerations

Client Agreement: Remember, the deletion of your data is subject to the agreement of the client you are affiliated with. This is because your data management is intertwined with the services provided to your community.

Compliance and Safety: Our data handling and deletion processes are designed to be fully compliant with GDPR and tailored to protect your privacy and security.

Communication: Keep in touch with your Support Team or HR department to stay updated on the status of your deletion request.

At OfficeBooking.com, we’re here to assist you every step of the way. If you have any questions or need further clarification about the account deletion process, feel free to reach out to us. We’re dedicated to ensuring that your data is managed with the utmost respect and care, in line with our commitment to privacy, security, and compliance.