Perfect Office Solutions ("Perfect Office," "we," "us," or "our") respects your privacy and is committed to protecting your personal information. This Privacy Policy explains what personal information we collect, how we use it, who we share it with, and the rights you have over your data.
This Privacy Policy applies to information collected through our website at goperfectoffice.com (the "Site"), our booking platform at perfectoffice.setmore.com, and through our physical locations. By using our Site or services, you agree to the practices described in this Privacy Policy.
1. Information We Collect
1.1 Information You Provide Directly
We collect personal information that you voluntarily provide when you:
- Request a tour or book a space — your name, email address, phone number, preferred location, and preferred date/time.
- Sign up for a membership — your name, business name, email address, phone number, mailing address, government-issued identification (for identity verification), and payment information (credit card or debit card details processed through our secure payment provider).
- Subscribe to our newsletter or mailing list — your name and email address.
- Contact us through forms or email — your name, email address, phone number, and the content of your message.
- Use our virtual mail services — your business name, mailing address, and identification documents required for mail handling compliance.
1.2 Information We Collect Automatically
When you visit or use our Site, we automatically collect:
- Device and browser information — IP address, browser type and version, operating system, and device type.
- Usage data — pages visited, time spent on pages, referring website, clickstream data, and actions taken on the Site.
- Location information — general geographic location derived from your IP address.
- Cookies and similar technologies — see Section 6 for details.
1.3 Information Collected at Physical Locations
When you visit or use our coworking spaces, we may collect:
- Access data — building entry logs, key fob or access card usage data, and security camera footage.
- Payment data — records of payments made for memberships, conference room bookings, and other services.
- Communication records — records of interactions with our reception staff and community managers.
2. Cookies and Analytics
We use cookies and similar tracking technologies to improve your experience on our site. Specifically, we use:
- Google Analytics — to understand how visitors find and use our site (pages visited, session duration, traffic sources).
- Microsoft Clarity — to record anonymized session behavior such as clicks, scrolls, and navigation patterns.
- Vercel Analytics — to measure page views, traffic sources, and visitor trends in aggregate.
- Vercel Speed Insights — to monitor real-user performance metrics such as page load times and responsiveness.
These tools collect data in aggregate and do not identify you personally. You can opt out of Google Analytics at tools.google.com/dlpage/gaoptout and of Microsoft Clarity by adjusting your browser's cookie settings.
For more information on how we handle your data, contact us at info@goperfectoffice.com.
3. How We Use Your Personal Information
We use your personal information for the following purposes:
- Providing services — managing your membership, processing payments, booking spaces, providing virtual mail services, and delivering the services you have requested.
- Communication — sending you important account information, service updates, booking confirmations, and responding to your inquiries.
- Security and safety — monitoring access to our facilities, maintaining security systems, and ensuring the safety of our members and staff.
- Improving our services — analyzing usage patterns, gathering feedback, and enhancing our website, spaces, and services.
- Marketing — sending you information about promotions, new locations, and special offers. You may opt out of marketing communications at any time.
- Legal compliance — complying with applicable laws, regulations, and legal processes, including record-keeping requirements.
- Business operations — managing our business operations, accounting, billing, and internal analytics.
4. Legal Basis for Processing
We process your personal information based on the following legal grounds:
- Contractual necessity — to provide the services you have requested and to fulfill our contractual obligations to you.
- Legitimate business interests — to operate our business, maintain security, and improve our services.
- Legal obligation — to comply with applicable laws and regulations.
- Consent — for marketing communications and other activities where we ask for your consent. You may withdraw consent at any time.
5. Sharing Your Personal Information
We do not sell your personal information. We may share your information with:
- Service providers — third-party companies that provide services on our behalf, including payment processing, booking platforms (Setmore), email service providers, website hosting, and IT support. These providers are contractually obligated to protect your information and may only use it to provide services to us.
- Affiliates and partners — we may share information with our business partners in connection with events, promotions, or co-branded services, but only with your consent where required by law.
- Legal authorities — when required by law, court order, or government regulation, or when we believe disclosure is necessary to protect our rights, property, or safety, or the rights, property, or safety of others.
- Business transfers — in the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you before your information is transferred or becomes subject to a different privacy policy.
6. Cookies and Tracking Technologies
We use cookies and similar tracking technologies on our Site to enhance your browsing experience, analyze traffic, and understand how visitors use our website.
7. Data Retention
We retain your personal information only for as long as necessary to fulfill the purposes described in this Privacy Policy, unless a longer retention period is required by law. Specifically:
- Active member data — retained for the duration of your membership plus 3 years after termination.
- Inquiry data (tour requests, contact form submissions) — retained for 2 years.
- Payment records — retained for 7 years as required by tax and accounting regulations.
- Marketing data — retained until you opt out or for 3 years from last interaction, whichever comes first.
- Security footage — retained for 30 days unless needed for an investigation.
8. Data Security
We implement and maintain reasonable administrative, technical, and physical security measures designed to protect your personal information against unauthorized access, disclosure, alteration, or destruction. These measures include:
- Encrypted transmission of data using SSL/TLS protocols.
- Secure storage of payment information through PCI-compliant payment processors (we do not store full credit card numbers on our servers).
- Restricted access to personal information on a need-to-know basis.
- Regular security assessments and staff training.
However, no method of transmission or storage is completely secure. We cannot guarantee absolute security of your information.
9. Your Privacy Rights
Depending on your state of residence, you may have certain rights regarding your personal information. If you are a resident of Maryland or Virginia, you have the following rights:
Maryland Residents (under MODPA)
- Right to limit — You have the right to limit the use and disclosure of your personal data.
- Right to opt out — You may opt out of the sale or sharing of your personal data.
- Right to correct — You may request correction of inaccurate personal information.
- Right to equal treatment — We will not discriminate against you for exercising your privacy rights.
- Right to delete — You may request deletion of your personal information, subject to certain exceptions.
- Right to obtain a copy — You may request a copy of your personal data.
- Right to appeal — If we deny your request, you may appeal the decision.
Virginia Residents (under VCDPA)
- Right to confirm — You may request confirmation of whether we process your personal data.
- Right to correct — You may request correction of inaccurate personal data.
- Right to delete — You may request deletion of your personal data.
- Right to obtain a copy — You may request a copy of your personal data.
- Right to opt out — You may opt out of processing for targeted advertising, the sale of personal data, or profiling.
- Right to appeal — If we deny your request, you may appeal. If your appeal is denied, you may submit a complaint to the Virginia Attorney General.
How to Exercise Your Rights
To exercise any of these rights, please contact us using the information provided in Section 12 below. We will respond to your request within 45 days. If we need additional time, we will inform you of the reason and extension period (up to an additional 45 days where permitted by law). We may verify your identity before processing your request.
10. Children's Privacy
Our services are not directed to children under 13, and we do not knowingly collect personal information from children under 13. If you believe a child has provided us with personal information, please contact us immediately, and we will take steps to delete such information.
11. Data Breach Notification
In the event of a data security breach involving your personal information, we will conduct a prompt investigation and notify affected consumers as required by Maryland law (within 45 days of determining that notification is required) and Virginia law. We will also notify the Maryland Office of the Attorney General and/or the Virginia Office of the Attorney General as required.
12. Contact Information
If you have questions about this Privacy Policy or wish to exercise your privacy rights, please contact us at:
Perfect Office Solutions
Attn: Privacy / Data Protection
8101 Sandy Spring Rd, Suite 300, Laurel, MD 20707
Email: info@goperfectoffice.com
13. Updates to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will post the updated policy on this page and update the "Last Updated" date. If we make material changes, we will provide a more prominent notice (such as on the homepage or via email). Your continued use of our Site and services after any changes constitutes acceptance of the updated Privacy Policy.