Privacy policy

1. Who we are

DevonDesk is a trading name of Aerolytica Ltd. In this policy, “we”, “us” and “our” mean Aerolytica Ltd.

2. Two kinds of people, two roles

DevonDesk is booking software for coworking and hot desk spaces. That means we hold personal data about two different groups, and our role is different for each.

• Space operators and their staff, who sign up for DevonDesk and use the dashboard. For this data we are the data controller: we decide what is collected and why. Sections 3 to 5 cover it.
• People who book a desk or join a membership through a space that uses DevonDesk. Here the space is the data controller and we are its processor: we hold and use the data only to provide the booking service to that space, on its instructions. Section 6 covers it.

3. What we collect from operators, and why

Your account

Your name, email address and password (stored only as a one-way scrypt hash, never in readable form), your role in the workspace, and the same for any staff you invite. We need these to give you an account and keep it secure. Lawful basis: performance of our contract with you.

Your workspace

The venue details you enter — its name, address, contact phone and email, website, opening hours, floor plan, prices, membership plans and appearance settings — so that we can run your booking pages. Lawful basis: contract.

Billing and payments

If you choose a monthly plan, Stripe takes your card details on its own payment pages; we never see or store card numbers. We keep the references Stripe gives us (your customer and subscription identifiers) and your plan and billing status. If you connect a Stripe account to take your customers’ payments, we store that account’s identifier and whether it can take payments. Lawful basis: contract, and legal obligation for the financial records we must keep.

Talking to us

If you email us, we keep the conversation so that we can help and refer back to it. Lawful basis: legitimate interests in supporting our customers.

4. Visiting our website

We do not use analytics, advertising or tracking of any kind: no tracking scripts, no pixels, no tag managers, and fonts are served from our own server rather than a third party’s.

Like any website, our server records basic technical details of each request — IP address, browser type, the page asked for and when — to keep the service secure, stop abuse and fix faults. We also briefly use IP addresses, in memory only, to limit repeated attempts to sign in or book. Lawful basis: legitimate interests in running a secure service.

5. Cookies

We only set cookies that are strictly necessary for the service to work, which is why there is no cookie banner. None is used for tracking or advertising.

6. If you booked with a space that uses DevonDesk

When you book a desk or join a membership, the space you are dealing with decides how your information is used, and its own privacy policy applies. We store and process it for them so that they can take your booking.

That information is what you enter: your name, email address, company and any notes for a booking; and for a member account, your name, email, company, phone number, a hashed password and your membership status. We also keep the history of your bookings with that space.

If you pay by card, payment is made to the space through Stripe, which handles your card details under its own privacy policy. We never see your card number.

To see, correct or delete your information, contact the space first. If you contact us instead, we will pass your request to them and help them answer it.

7. Who else processes personal data

We use a small number of trusted providers. We do not sell personal data, and we do not share it for advertising.

We may also share information with our professional advisers, such as accountants and lawyers, or where the law requires us to, for example in response to a valid request from a court or regulator.

8. International transfers

Where personal data goes outside the UK, as with Stripe and Resend in the United States, it is protected by safeguards the UK recognises — such as the UK International Data Transfer Addendum to the EU standard contractual clauses, or the UK extension to the EU–US Data Privacy Framework.

9. How long we keep it

• Operator accounts and workspaces: for as long as your account is open. When you close it, we delete your workspace, including your customers’ booking and member data, within 90 days, unless you ask us to export it first.
• Financial records (plans, invoices and payments to us): six years, as UK tax law requires.
• Space customers’ data: for as long as the space keeps it, or until the workspace is closed, as above.
• Server logs and backups: kept for a limited period for security and recovery, then deleted.

10. Keeping it secure

Everything is sent over encrypted HTTPS connections. Passwords are stored only as scrypt hashes and sign-in sessions only as hashes of their tokens, so neither can be read back from our database. Each workspace’s data is kept apart from every other’s, and only Aerolytica Ltd staff who need it can reach the servers.

11. Your rights

Under UK data protection law you can ask us to:

• give you a copy of the personal data we hold about you;
• correct anything that is wrong or incomplete;
• delete it, where we have no good reason to keep it;
• restrict how we use it, or object to our using it on the basis of legitimate interests;
• give it to you, or another provider, in a portable format.

Email hello@devondesk.com and we will reply within one month. There is no charge. We may need to confirm who you are first. If you booked through a space, see section 6.

If you are unhappy with how we have handled your data, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk.

12. Changes to this policy

If we change this policy, we will update the date at the top. For significant changes we will also tell operators by email or in the dashboard before they take effect. Our terms of service explain how we process data on behalf of spaces.