Privacy Policy

Effective Date: August 16, 2026
Last Updated: August 16, 2026

Aikorax ("Aikorax," "we," "us," or "our") provides coworking management software and related services through our website, applications, and platform (collectively, the "Services").

This Privacy Policy explains how we collect, use, disclose, retain, and protect information when you visit aikorax.com, create an account, use the Aikorax platform, use our mobile applications, or otherwise interact with our Services.

By using the Services, you acknowledge that you have read and understood this Privacy Policy.

1. Information We Collect

We collect information that is necessary to provide, secure, maintain, and improve the Services.

1.1 Account and Organization Information

When an organization or user creates an Aikorax account, we may collect information such as:

• Name

• Email address

• Password or authentication credentials

• Phone number

• Organization or coworking-space name

• Business address

• Location information provided for a coworking location

• Account role and permissions

• Subscription and plan information

• Billing and payment-related information

• Profile information and preferences

Aikorax supports organization-based accounts and multiple locations, and information may be associated with the organization and location selected by the account administrator.

1.2 Member Information

Coworking-space operators using Aikorax may enter or manage information about their members, including:

• Member name

• Email address

• Phone number

• Membership information

• Membership plan

• Booking history

• Check-in and check-out information

• Account status

• Communication preferences

• Usage and activity information

The coworking-space operator is generally responsible for determining what member information is collected and how it is used within its organization.

1.3 Booking and Space Information

When you use booking functionality, we may process information related to:

• Desk reservations

• Dedicated desks

• Hot desks

• Meeting-room reservations

• Booking dates and times

• Booking status

• Check-in and check-out times

• Space and location information

• Amenities associated with a reservation

• Cancellation and modification information

1.4 Visitor Information

Aikorax may process visitor information entered by coworking-space operators or visitors, including:

• Visitor name

• Contact information

• Host or member being visited

• Visit date and time

• Check-in and check-out information

• Visitor purpose

• Badge or identification information

• Visitor history and security records

1.5 Payment and Billing Information

Aikorax provides subscription billing, invoicing, and payment functionality.

Payment transactions may be processed through third-party payment providers such as Stripe. We may receive information such as:

• Payment status

• Transaction identifiers

• Subscription information

• Invoice information

• Billing dates

• Refund information

• Payment method type

• Limited payment-related information provided by the payment processor

We do not intend to store full payment-card numbers when those details are handled directly by our payment providers.

1.6 Device and Technical Information

When you access the Services, we may automatically collect technical information such as:

• IP address

• Browser type

• Device type

• Operating system

• Application version

• General device identifiers

• Log information

• Time and date of requests

• Referring and exit pages

• Error and diagnostic information

• Network information

1.7 Usage and Analytics Information

We may collect information about how you use the Services, including:

• Pages and screens viewed

• Features used

• Bookings created

• Check-ins

• Login activity

• Interactions with the platform

• Performance information

• Feature usage

• Errors and system events

We use this information to operate, secure, troubleshoot, analyze, and improve Aikorax.

2. Information Collected Through the Mobile App

If you use an Aikorax mobile application, we may process information necessary to provide mobile features such as:

• Account authentication

• Booking management

• QR check-in

• Notifications

• Community features

• Space availability

• Event participation

• Mobile preferences

If the mobile application requests device permissions, we will use those permissions only for the applicable functionality and subject to the permissions granted by you.

3. QR Codes and Check-In

Aikorax may provide QR-code-based check-in functionality.

When a user scans an Aikorax QR code or uses a member QR badge, we may process information necessary to verify the user's account, booking, location, and check-in status.

Check-in and check-out records may be retained by the coworking-space organization according to its operational, legal, and security requirements.

4. Community and Event Information

Aikorax may provide community feeds, events, networking, RSVP, and related functionality.

Depending on how an organization configures its workspace, information submitted to community or event features may be visible to authorized members or administrators of that organization.

Users should avoid submitting sensitive personal information through public or community-facing areas unless it is necessary.

5. AI Features

Aikorax may provide AI-powered features such as:

• AI receptionist

• AI support assistant

• AI-generated reports

• AI invoice assistance

• Occupancy forecasting

• Pricing recommendations

• Meeting summaries

These features may process information submitted to or generated through the relevant Aikorax functionality.

AI-generated results may be based on information such as workspace data, booking information, operational information, invoices, reports, meeting content, or user requests, depending on the feature being used.

We use AI functionality to provide the requested service, generate recommendations, automate certain tasks, and improve operational efficiency.

AI-generated information should not be treated as professional legal, financial, accounting, security, or other professional advice.

6. How We Use Information

We may use information we collect to:

• Create and maintain accounts

• Provide coworking management functionality

• Process bookings

• Manage memberships

• Manage coworking locations and spaces

• Process check-ins and check-outs

• Manage visitors

• Process invoices and payments

• Manage subscriptions

• Send transactional notifications

• Provide customer support

• Provide AI-powered functionality

• Generate reports and analytics

• Monitor occupancy and usage

• Detect and prevent fraud, abuse, and security incidents

• Maintain platform security

• Troubleshoot technical problems

• Improve and develop the Services

• Communicate important service updates

• Comply with applicable legal obligations

• Enforce our agreements and policies

7. Legal Bases for Processing

Where applicable law requires a legal basis for processing personal information, we may rely on one or more of the following:

• Performance of a contract

• Compliance with legal obligations

• Legitimate interests

• Consent

• Protection of rights and safety

The appropriate legal basis depends on the circumstances and the type of information being processed.

8. How We Share Information

We may share information in the following circumstances.

8.1 With Your Coworking Organization

If you use Aikorax through a coworking organization, information associated with your membership or account may be accessible to authorized administrators, staff, or other authorized users of that organization according to its configuration and permissions.

8.2 Service Providers

We may use third-party service providers to help operate Aikorax, including providers for:

• Cloud hosting

• Database infrastructure

• Payment processing

• File storage

• Email delivery

• Push notifications

• Analytics

• Security

• Authentication

• AI functionality

• Customer support

• Error monitoring

These providers may process information on our behalf where necessary to provide their services.

8.3 Legal and Safety Requirements

We may disclose information when reasonably necessary to:

• Comply with applicable law

• Respond to valid legal requests

• Protect our rights or property

• Protect users or the public

• Investigate fraud, abuse, or security incidents

• Enforce our Terms of Service

8.4 Business Transfers

If Aikorax or substantially all of its assets are involved in a merger, acquisition, financing, reorganization, sale, or similar transaction, information may be transferred as part of that transaction, subject to applicable law.

9. Stripe and Payment Processing

Aikorax uses Stripe and other payment infrastructure as applicable to process payments and subscriptions.

Payment providers may independently process information under their own privacy policies and terms.

Aikorax does not control the privacy practices of third-party payment providers.

10. Data Retention

We retain information for as long as reasonably necessary to:

• Provide the Services

• Maintain your account

• Fulfill contractual obligations

• Maintain business and financial records

• Resolve disputes

• Prevent fraud and abuse

• Meet legal obligations

• Enforce agreements

• Maintain security and audit records

Retention periods may differ depending on the type of information and the purpose for which it is processed.

When information is no longer required, we may delete, anonymize, or securely dispose of it, subject to applicable legal and operational requirements.

11. Data Security

We use reasonable administrative, technical, and organizational measures designed to protect information against unauthorized access, loss, misuse, alteration, or disclosure.

Our security measures may include:

• Authentication and authorization controls

• Role-based access control

• Tenant-level data isolation

• Secure authentication sessions

• Encryption of sensitive information where appropriate

• Rate limiting

• Request validation

• Secure API practices

• Audit logging

• Security monitoring

• Controlled access to infrastructure

However, no internet-based service can guarantee absolute security.

12. Multi-Tenant Data Isolation

Aikorax is designed as a multi-tenant platform in which organizations operate within separate logical environments.

We use technical controls intended to prevent unauthorized access to information belonging to another organization.

However, organization administrators are responsible for properly managing users, roles, invitations, and permissions within their own workspace.

13. Cookies and Similar Technologies

Aikorax may use cookies and similar technologies for purposes such as:

• Authentication

• Maintaining sessions

• Security

• Preferences

• Analytics

• Performance monitoring

• Improving the Services

You may be able to control cookies through your browser settings. Disabling certain cookies may affect functionality.

14. Communications

We may send transactional communications relating to:

• Account activity

• Authentication

• Bookings

• Check-ins

• Visitors

• Events

• Invoices

• Payments

• Subscription changes

• Security alerts

• Service updates

Where applicable, users may also receive marketing communications. Marketing communications may include an unsubscribe mechanism.

15. Your Privacy Rights

Depending on where you live and applicable law, you may have rights concerning your personal information, which may include:

• Accessing personal information

• Requesting correction of inaccurate information

• Requesting deletion

• Requesting restriction of processing

• Objecting to certain processing

• Requesting data portability

• Withdrawing consent where processing is based on consent

• Filing a complaint with a relevant privacy authority

Some rights may be subject to legal limitations.

If you use Aikorax through a coworking organization, that organization may be the appropriate party to contact first regarding information it controls about you.

16. International Data Transfers

Aikorax and its service providers may process information in countries other than the country where you live.

Where required by applicable law, we will use appropriate safeguards for international transfers of personal information.

17. Children's Privacy

Aikorax is intended for business and workplace use and is not directed toward children.

We do not knowingly design the Services to collect personal information from children who are below the minimum age required by applicable law.

If you believe a child has provided personal information to us improperly, please contact us so that we can investigate and take appropriate action.

18. Third-Party Links and Services

The Services may contain links to third-party websites, applications, integrations, or services.

Aikorax is not responsible for the privacy practices of third parties.

We recommend reviewing the privacy policy of each third-party service before providing personal information to it.

19. Business Customer Responsibilities

Organizations using Aikorax are responsible for ensuring that their use of the Services complies with applicable privacy and data-protection laws.

This may include providing appropriate notices to their members, employees, visitors, and other individuals whose information they enter into Aikorax.

Organizations are also responsible for configuring access permissions appropriately and responding to privacy requests concerning information they control where required by applicable law.

20. Changes to This Privacy Policy

We may update this Privacy Policy from time to time.

When we make material changes, we may update the "Last Updated" date and provide additional notice where required by applicable law.

We encourage you to review this Privacy Policy periodically.

21. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or the handling of personal information, contact us at:

Aikorax

Privacy Email: hello@aikorax.com

For privacy requests, please include enough information for us to understand and respond to your request.

22. Governing Law

The interpretation and application of this Privacy Policy are subject to applicable law and any governing-law provisions contained in our Terms of Service.

Important: Replace the legal entity, address, privacy email, and governing-law details with your actual business information before publishing this policy.