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Privacy Policy

Welcome to The Square Offices (TSO). This Privacy Policy governs how The Square Offices Limited ("we," "our," or "us") collects, uses, stores, and shields the data of website visitors, workspace members, enterprise tenants, and event delegates across our active prototype (The Phoenix, Ikeja), our financial district assets (Elephant House, Marina), and our upcoming expansion networks (Ikoyi, Victoria Island, and Apapa).

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By utilizing our platform (https://www.thesquareoffices.com) or accessing our physical infrastructure, you consent to the data practices outlined below.

POLICY 1: COWORKING AND PRIVATE SUITES (THE MEMBERSHIP DATA ENGINE)

This policy governs data processed for turnkey private offices, C-suite remote hotdesks, and dedicated desk members.

1. Data Collection & Sourcing During onboarding, corporate KYC verification, or workspace deployment, we collect: Corporate Entity Data: Legal business name, Corporate Affairs Commission (CAC) registration numbers, Tax Identification Numbers (TIN/LIRS), and official business addresses. Authorized Personnel Data: Full names, institutional email addresses, phone/WhatsApp numbers, and government-issued identification numbers (NIN, Driver’s License, or International Passports) of all landing teams or C-suite executives. Financial Records: Corporate bank account details, transaction receipts, and proof of refundable caution deposits remitted to our corporate Providus Bank account. 2. Purpose of Processing We utilize this data strictly to: Execute legally binding Service Agreements and process quarterly or annual lease configurations. Issue physical and digital secure access badges for the Ground Floor perimeter. Mitigate institutional risk and prevent financial or identity fraud within our commercial ecosystem. 3. Data Retention & Safeguards Retention: Permanent tenant data is securely archived for the duration of the active lease plus seven (7) years post-termination to satisfy statutory commercial tax audits in Nigeria. Security: All corporate data is encrypted at rest using AES-256 stands and stored within firewalled, role-restricted database architectures.

POLICY 2: VENUE BOOKING AND EVENT HOSTING (THE TRANSACTIONAL ENGINE)

This policy governs data processed for short-duration users booking the Meeting Rooms or the Auditorium.

1. Data Collection & Sourcing When a prospect or external event coordinator requests a commercial quote, we collect: Coordinator full name, corporate title, and contact metadata. Estimated delegate/guest headcount, targeted date blocks, and chosen dietary logistics tiers (Essential, Executive, or Elite Catering). External media, DJ, or equipment vendor lists. 2. Purpose of Processing To calculate and generate precise all-inclusive Day Delegate Rates (DDR) and flat-fee facility rental invoices. To coordinate logistics with our master facility managers, Swindon Facility Management Ltd (SPS Facility Management), ensuring secure visitor entry, pre-vetted gate manifests, and parking/valet routing configurations. 3. Data Sharing with Third Parties We share anonymized event headcounts and VIP vehicle plate numbers with Swindon Facility Management (SPS) solely for traffic and security optimization. We share dietary counts and timing sheets with our contracted premium catering partners to execute culinary logistics. We never sell or expose delegate email addresses or personal identities to third-party vendors.

POLICY 3: THE B2B EXECUTIVE TRAINING PACKAGE POLICY

This policy governs data processed for professional training organizations running technical bootcamps, recurring monthly classes, or full-quarter academies.

1. Data Collection & Sourcing For recurring or block training operations, we collect: The training academy's corporate profile and operational calendar. Complete student/learner manifests, including names, organization names, and designated contact nodes. Network Utilization Metadata: Device MAC addresses and connection logs generated via our Premium Dedicated Bandwidth Allocation system. 2. Managing Public/Mixed Learner Groups When a training firm runs a mixed public cohort (individual learners arriving from multiple disparate locations), TSO acts as a secure processing bridge. We utilize student names strictly to generate unique, temporary secure guest Wi-Fi vouchers on our isolated guest VLAN, protecting our core enterprise network while ensuring seamless 4K video conferencing capability for the classroom. 3. Financial Drawdown Logs For training organizations operating under our Retainer Framework (Monthly Credits Model), we log exact room usage metrics. Unused monthly training credits are automatically audited and expired at month-end per our strict commercial rules, with data preserved in a transparent account statement.

POLICY 4: DIETARY LOGISTICS AND CATERING POLICY

This policy governs the handling of dietary preferences, health flags, and catering transaction records.

1. Data Collection & Sourcing To deliver our Grade-A culinary standard, we collect: Individual or group dietary restrictions, specific seafood/nut allergies, and cultural/religious culinary preferences. Selection logs across our food tiers (Continental Breakfasts, Executive Buffets, or our signature take-home "Resilience Pack" dinner boxes). 2. Purpose of Processing To ensure absolute physical safety and prevent medical emergency or allergy friction inside our executive dining spaces. To calibrate kitchen volumes, maintain surgical hygiene standards, and minimize food waste across our restaurant and cafeteria networks. 3. De-identification Protocols All specific medical and dietary allergies are handled with strict operational privacy. Once an event concludes, individual allergy logs are decoupled from personal names and aggregated into generic corporate statistical reports (e.g., "Event X required 5 non-dairy packs"), protecting user health metadata from long-term storage risks.

POLICY 5: INTERNAL NEIGHBORHOOD AND FACILITY LOGISTICS POLICY

This policy governs data processing tied specifically to the physical infrastructure, co-tenants, and ground floor shared assets of The Phoenix building

1. Floor Hierarchy & Co-Tenant Isolation The Square Offices is an elite anchor tenant managing the Ground Floor ecosystem of The Phoenix (a 7-story commercial landmark housing global giants such as Sidel, TALP, Tetra Pak, Beiersdorf, and Merck etc.). To preserve the absolute confidentiality and data sovereignty of our high-profile neighborhood, TSO’s local area networks (LAN) are completely separated from upper-floor corporate infrastructures. 2. Surveillance & CCTV Operations In compliance with our proprietary Operational Manual, continuous 24/7 CCTV surveillance is actively deployed across all ground floor public spaces, the reception lounge, the multi-level carpark, and perimeter access gates. Purpose: To maintain physical security sovereignty and prevent public disruptions. CCTV video footage is securely overwritten on a rolling 30-day loop, except where a formal security incident requires an isolated archive extraction under legal warrant.

POLICY 5: INTERNAL NEIGHBORHOOD AND FACILITY LOGISTICS POLICY

This policy governs data processing tied specifically to the physical infrastructure, co-tenants, and ground floor shared assets of The Phoenix building

1. Floor Hierarchy & Co-Tenant Isolation The Square Offices is an elite anchor tenant managing the Ground Floor ecosystem of The Phoenix (a 7-story commercial landmark housing global giants such as Sidel, TALP, Tetra Pak, Beiersdorf, and Merck etc.). To preserve the absolute confidentiality and data sovereignty of our high-profile neighborhood, TSO’s local area networks (LAN) are completely separated from upper-floor corporate infrastructures. 2. Surveillance & CCTV Operations In compliance with our proprietary Operational Manual, continuous 24/7 CCTV surveillance is actively deployed across all ground floor public spaces, the reception lounge, the multi-level carpark, and perimeter access gates. Purpose: To maintain physical security sovereignty and prevent public disruptions. CCTV video footage is securely overwritten on a rolling 30-day loop, except where a formal security incident requires an isolated archive extraction under legal warrant. 3. EV Charging Station Telemetry For members utilizing our on-site Electric Vehicle (EV) charging stations, our digital grid infrastructure logs vehicle charging rates, energy consumption metrics, and duration timestamps. This data is processed strictly for utility billing, load-balancing the building’s heavy-duty industrial diesel generators, and optimization of power sovereignty.

GENERAL PROVISIONS (APPLICABLE TO ALL LAYERS)

1. Data Subject Rights Under NDPR

Every individual whose data is processed by The Square Offices retains the right to:

  • Request an uncompressed digital copy of all personal records we hold.

  • Mandate immediate correction of incorrect data fields (such as mathematical errata or layout updates).

  • Request absolute deletion ("The Right to be Forgotten") of their data, provided it does not conflict with active commercial leases, unresolved caution deposit disputes, or Lagos State statutory tax tracking laws.

2. Policy Enforcement & Audit

The Square Offices appoints a dedicated Data Protection Compliance Officer to review our physical and digital infrastructure pipelines quarterly. Any detected anomalies, unauthorized data exposures, or breach attempts are legally reportable to the National Information Technology Development Agency (NITDA) within 72 hours.

For all privacy inquiries, data modifications, or institutional compliance audits, contact our command center:

📩 info@thesquareoffices.com | 📞 +234 916 921 9591

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