Privacy Policy

Colega is a room-booking tool for shared buildings, operated by Andres Urena. For the data your building's members put in, the building is the controller and Colega is the processor — we hold it on the building's instructions, and only for running the service. Contact: privacy at meetcolega dot com.

• Members: name, email address, role — and an end date if you're a guest. Added by your building's reception, never by public signup.
• Bookings: which room, when, who booked it and who it's for, whether you checked in.
• Waiting list: if you asked us to get in touch — name, email, building, and whatever note you wrote.
• One cookie: the session that keeps you signed in, plus a signed-in hint carrying nothing but a count. No tracking, advertising or fingerprinting cookies, so no consent banner.
• Product analytics: named events counted server-side against a random identifier (a booking happened) — pseudonymous rather than anonymous, since an identifier that stays the same can be followed. Never a name or an address, never page-level tracking, never sold.
• Statistics your building's admins can see: the Analytics screen counts how often each member books, cancels, and fails to check in, and lists the highest counts by name for a date range they choose. Names are shortened by default — "Andrés U." — and an admin has to press Reveal to see the full name and email. Every reveal is recorded. This exists so a building can manage its rooms; it is not shared with anyone outside your building, and we do not use it to make decisions about you.

• Meeting subjects or content. There is no field for them. Every booking reads "Name's meeting" — to other members, to your admin, and to us.
• Your calendar. Colega never connects to Microsoft, Google or any calendar; it only sends invitations outward.
• Passwords (sign-in is by emailed link), payment cards (billing is invoiced), members' phone numbers, location profiles, or any special-category data.

• Hosted on Cloudflare; the database is contractually pinned to the EU and read replication is off, so there are no live copies elsewhere. The one other copy is our own backup: an encrypted snapshot the operator keeps in the UK, the newest twelve only, deleted along with your building's data when you leave.
• Sub-processors: Cloudflare (hosting and database), Resend (sending email), PostHog EU (pseudonymous counts). That's the complete list; it changes only with notice to your building.
• Colega's operator works from the United Kingdom. The EU and the UK each formally recognise the other's data-protection rules as adequate (the EU's decision was renewed in December 2025), so that flow needs no extra safeguards — and the live database itself stays in the EU.
• Every record is scoped to your building. Being a member of one grants nothing anywhere else.

• Member and booking data is kept while your building uses Colega. Deactivated members stop being visible and their sessions end immediately.
• You can ask your building's admin — or us directly — for a copy of your data or its deletion. Buildings get a full export (CSV) at any time, or complete deletion of everything: removed from the live service immediately, and out of the platform’s 30-day recovery window after that. A deletion an admin starts themselves waits 7 days first, so any admin can stop it.
• If you believe we've mishandled something, write to privacy at meetcolega dot com; you also have the right to complain to your data-protection authority (in the UK, the ICO).