MinorOak Privacy Policy

Who we are

MInorOak Coworking is a sole proprietorship owned by:


Deidre L. Miller



MinorOak is registered with the ICO as a data controller, Reference: A8304605


This privacy policy sets out how MinorOak Coworking uses and protects any information that you give us. MinorOak is committed to protecting your privacy.


MinorOak will sometimes request and store client and member personal information in order to better understand and serve your needs. This includes for,



When we ask you to provide identifying information, it will be used in accordance with this privacy statement.


Please be assured that MinorOak Coworking will never sell, rent or trade email lists, client lists or any other personal information with other companies and businesses.

Types of data we collect

We may collect the following information from clients and members for billing, communication, safety, and record-keeping purposes:


(for members)

(for Virtual Office clients, as required by anti-money laundering regulations)


A cookie is a small file that asks permission to be placed on your computer’s hard drive.


Once you agree, the file is added and the cookie helps us analyse web traffic. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.


We use traffic log cookies to identify which pages are being used. This helps us analyse data about webpage traffic and improve our website in order to tailor it to customer needs.


Overall, cookies help us provide you with a better website by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.


You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer.

Collecting Website Data

When someone visits www.minoroak.com, we use Google Analytics and Wordpress.org to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. Hubspot may collect more detailed information on personal use of the MinorOak website.

MinorOak Wifi

When you use MinorOak Coworking’s wifi networks we may collect data about:

a) the type of device you are using;

b) the volume of data you use;

We do not collect information on the your usage by access time, frequency or location. We will never collect information about the websites and applications you access.

Mailing Lists

As part of the registration process for our newsletters and announcement e-mails, we collect personal information. We may use that information:

·     to make sure you get more of the kind of information you want and less of the kind you don’t

·     to contact you if we need to obtain or provide additional information

·     to keep our records up to date and to check every now and then that you’re happy and satisfied.

We don't rent or trade email lists with other organisations and businesses. Ever.

We use a third-party provider, MailChimp, to deliver our newletter and other group e-mails. We gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our e-newsletter. For more information, please see MailChimp’s privacy notice. You can unsubscribe to general mailings at any time by clicking the unsubscribe link at the bottom of any of our emails or by emailing our data protection officer Dee Miller.

Transaction Data

When you manage your membership, make a booking, buy a ticket (or tickets), buy merchandise through the MinorOak Coworking website, Eventbrite, Gigantic or a similar events manager, your name, address data, email and contact number may be stored by MinorOak and the events manager. This information will only be used in conjunction with the event booking, for example to provide updates, reminders, cancellation notices, refunds, and follow-ups.

Social Media

We occasionally use social media platforms such as Facebook, Twitter, and Instagram to deal with inquiries; e-mail addresses and phone numbers may be exchanged in those conversations.

Photography and Video

Under GDPR legislation, a photograph or video that can be processed to allow identification of a person may constitute a form of personal data.

Coworking members and guests at events may appear in photos or videos taken by MinorOak Coworking. The rights of people captured in portraits or in group photos are protected by MinorOak Coworking as detailed in this privacy policy.

MinorOak members, clients and guests may be photographed or recorded on video within the parameters of GDPR legislation on the basis of ‘legitimate interests’. Even when viewed as a form of personal data, the use of photos and videos in marketing may be necessary to support the legitimate interests of MinorOak Coworking. However, members and event attendees also have a legitimate interest in protecting their personal data. This policy attempts to balance the legitimate interests of MinorOak Coworking with those of members, clients and guests.

Photography and video of members

Any photography or videography that takes place during the work day at MinorOak will be dependant on the consent and participation of everyone involved. For photos and videos posted on social media, verbal consent will be considered adequate. Written consent will be sought for images posted on the MinorOak website or used in printed materials or list-based e-mails.

Photography and video at events

Operating within the parameters of legitimate interests as laid out in GDPR legislation, the disproportionate effort involved in providing privacy policy information to all guests at events renders it infeasible to do. Event attendees are therefore requested to read this privacy policy in advance and to contact MinorOak Coworking if they do not wish to be photographed or recorded.

Storage of images

All images taken by MinorOak Coworking will be stored securely within a password protected phone, computer and/or backup server. Where cloud technology is used for storage or backup, the provider will be vetted to ensure they comply with the relevant regulations on data privacy and data security. Below shows an up to date list of any cloud technology that I am currently using to store some images.

Other Accounts and Partners

MinorOak also stores or shares information with:

Access to your personal information

If you have previously agreed to us using your personal information for MinorOak news and marketing, you may change your mind at any time by writing to or emailing us at dee@minoroak.com.


We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so.


You may request details of personal information that we hold about you under the GDPR. A small fee will be payable. If you would like a copy of the information held on you please email us dee@minoroak.com


If you believe that any information we are holding on you is incorrect or incomplete, please email us as soon as possible at the above address. We will promptly correct any information found to be incorrect.


We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.

We will hold information on members and clients for no more than eight years following our last contact.

Changes to this Privacy Notice

This policy was last reviewed in June, 2018

This policy is due to be reviewed again in June of 2019.