Privacy Policy

1. Scope of this policy

This policy covers personal information collected through our website, enquiry and booking forms, email, telephone, WhatsApp, social media, in-person visits and the administration of our coworking, office, meeting-room, event-space, virtual-office and business-support services.

A specific membership agreement, booking confirmation, service order or third-party provider may include additional privacy information. Where another notice applies to a particular service, it should be read together with this policy.

2. Information we collect

Information you provide

• Contact and identity details: name, phone number, email address, company or organisation, job title and identification details where reasonably required for access, security, billing or virtual-office verification.
• Enquiry and booking details: preferred workspace, team size, dates, access requirements, meeting or event requirements, guest information and messages you send to us.
• Membership and service records: selected plan, office allocation, access period, attendance or visitor details, meeting-room credits, mail-handling instructions and support services requested.
• Payment information: invoices, amounts, payment status, transaction references and payment evidence. We do not ask you to submit online-banking passwords, PINs or card security codes.
• Communications: correspondence through email, WhatsApp, telephone, social media, forms, surveys and service-support conversations.
• Business-service information: documents and details you choose to provide when requesting registration, tax, accounting, legal, marketing, recruitment or other professional support.

Information collected automatically

Our website and embedded services may receive basic technical information such as IP address, browser type, device type, referring page, form interaction and date or time of access. Cookies or similar technologies may also be used by embedded Google services and other third-party platforms according to their own policies and settings.

3. How we use personal information

We use information where reasonably necessary to:

• respond to enquiries, arrange tours and recommend suitable workspace options;
• create and administer memberships, bookings, office access and customer accounts;
• manage meeting rooms, training sessions, events, guests, deliveries and virtual-office mail;
• issue quotes and invoices, verify payments, maintain records and recover amounts due;
• deliver requested business-support services or coordinate approved specialist providers;
• maintain site security, protect members and property, prevent misuse and investigate incidents;
• communicate service notices, operational changes and information relevant to your booking;
• improve our website, workspace experience, services and customer support;
• send marketing updates where you have requested them or where otherwise permitted, with an option to opt out; and
• meet legal, regulatory, accounting and dispute-resolution requirements.

4. How we share information

We do not sell personal information. We may share only the information reasonably necessary with:

• website, form, email, communications, IT, security and cloud-service providers that support our operations;
• banks, payment channels, accountants and financial-service providers for invoicing and payment administration;
• professional advisers and approved business-service providers when you request or authorise their involvement;
• your employer, team administrator or booking organiser where they manage or pay for your service;
• authorities, regulators, courts or law-enforcement bodies where disclosure is required by applicable law or reasonably necessary to protect rights, safety and property; and
• a successor or transaction adviser if our business or relevant assets are reorganised, financed, sold or transferred, subject to appropriate confidentiality safeguards.

Some providers may process information outside Pakistan. Where this occurs, their handling of information is also governed by their own terms, privacy policies and security practices.

5. Retention and security

We retain personal information only for as long as reasonably needed for the purposes described above, including the duration of a membership or service, operational and security requirements, payment and accounting records, legal obligations and the resolution of complaints or disputes. Retention periods may differ by record type.

We use reasonable administrative, physical and technical safeguards designed to protect information against unauthorised access, misuse, loss, alteration or disclosure. No website, email or storage system can be guaranteed to be completely secure, so please do not send unnecessary sensitive information through open communication channels.

6. Your choices and requests

Subject to applicable law and any records we must retain, you may ask us to:

• confirm whether we hold personal information about you;
• provide access to or correct inaccurate information;
• delete information that is no longer required;
• stop or limit particular marketing communications; or
• review a concern about how your information has been handled.

We may need to verify your identity before completing a request. You can unsubscribe from promotional messages by using the option provided in the message or by contacting us directly. Essential booking, billing, access and safety communications may continue while you use our services.

7. Third-party services and external links

Our website uses or links to third-party services, including Google Forms, Google Maps, WhatsApp and social-media platforms. Those services may collect information directly from you and operate under their own privacy policies. Vital Colabs does not control their independent data practices.

Our services are intended for adults and authorised representatives of organisations. We do not knowingly seek personal information directly from children through this website.

8. Changes to this policy

We may update this policy to reflect changes to our services, practices, technology or legal requirements. The latest version will be posted on this page with an updated date. Material changes may also be communicated through an appropriate service channel.

9. Contact us