theDock Privacy Policy

Last Updated: August 17, 2026

theDock Centre for Social Impact (“theDock”, “we”, “us” or “our”) is committed to protecting the personal information entrusted to us.

This Privacy Policy explains how THEDOCK - CENTRE FOR SOCIAL IMPACT INC., operating as theDock Centre for Social Impact, collects, uses, discloses, stores and protects personal information in connection with theDock’s website, Member Portal, memberships, workspace, bookings, events, communications and other services.

It also explains the choices and rights available to individuals regarding their personal information.

1. Scope of This Policy

This Privacy Policy applies to personal information under theDock’s control relating to individuals such as:

  • members and prospective members;

  • private office and dedicated desk occupants;

  • coworking and Community Members;

  • meeting and event space customers;

  • Member Portal users;

  • event participants and booking contacts;

  • website visitors;

  • newsletter subscribers;

  • individuals who contact or interact with theDock;

  • guests where we collect information about them; and

  • staff, contractors and volunteers where applicable.

Additional notices or internal policies may apply to employee, contractor or volunteer information.

This Policy does not apply to information that is not considered personal information under applicable law.

2. Accountability

theDock is responsible for personal information under its control, including information processed or stored on our behalf by service providers.

We designate a Privacy Officer who is responsible for overseeing our privacy practices, responding to questions and complaints, and managing requests relating to personal information.

Privacy Officer
Lee Herrin
hello@thedockvictoria.com
100 - 722 Cormorant Street
Victoria, BC, V8W 1P8
Canada

3. What Personal Information We Collect

The personal information we collect depends on your relationship with theDock and the services you use.

Contact and Identification Information

This may include:

  • name;

  • email address;

  • telephone number;

  • mailing or billing address;

  • organization name;

  • role or position; and

  • other contact information you provide.

Membership and Account Information

When you become a member, create a Member Portal account or are registered as an occupant or user, we may collect information such as:

  • account and profile information;

  • membership type;

  • workspace or membership allocation;

  • organization affiliation;

  • registered occupants or team members;

  • Community Membership information;

  • membership start and end dates;

  • membership history;

  • keycard or access credential information;

  • Member Portal activity related to your membership or bookings; and

  • information you choose to include in a member profile.

If you choose to make a profile or other information visible to theDock community through the Member Portal, that information may be visible to other authorized users as indicated within the platform.

Booking and Event Information

When you book or use meeting, event or coworking space, we may collect:

  • booking contact information;

  • organization information;

  • booking dates and times;

  • rooms or services booked;

  • event or meeting details needed to provide the booking;

  • attendee or guest information where required;

  • booking history;

  • setup or service requirements; and

  • information relating to cancellations, changes, damages or other booking matters.

Billing and Transaction Information

We may collect information required to administer memberships, bookings and other payments, including:

  • billing contact information;

  • invoice and payment history;

  • transaction amounts and dates;

  • payment status;

  • credits and account balances; and

  • other information required for accounting, payment administration or collection.

Payment card information may be processed through third-party payment providers. Where a third-party payment provider processes payment information, its handling of that information is also subject to its own privacy practices.

Communications and Service Information

We may collect information you provide when you:

  • contact our team;

  • request information or support;

  • participate in surveys;

  • provide feedback;

  • report an issue or concern;

  • request a service or accommodation; or

  • otherwise communicate with us.

Newsletter and Marketing Information

If you subscribe to our newsletter or other communications, we may collect:

  • your name and email address;

  • communication preferences;

  • consent and unsubscribe information; and

  • information about interactions with our communications where available through our email platform.

Website and Technical Information

When you use our website or online services, certain technical information may be collected automatically, such as:

  • IP address;

  • browser and device information;

  • operating system;

  • pages visited;

  • date and time of access;

  • referring pages or websites; and

  • other technical information used to operate, secure and understand use of our online services.

Event Photography and Video

At some theDock events, programs and community activities, we may take photographs or video recordings that include identifiable individuals.

Where photographs or video are collected for marketing, communications or promotional purposes, we will provide appropriate notice and obtain consent where required by applicable law.

4. How We Collect Personal Information

We generally collect personal information directly from you when you:

  • contact theDock;

  • submit a website form;

  • create or use a Member Portal account;

  • purchase or register for a membership;

  • enter into a workspace agreement;

  • book meeting, event or coworking space;

  • register for an event or program;

  • make a payment;

  • subscribe to communications;

  • interact with our team

  • participate in an event, program or community activity where theDock is taking photographs or video recordings; or

  • otherwise provide information to us.

We may also receive personal information from another organization or person where theDock is authorized to collect it under applicable law. For example, an organization may provide information about an employee or team member who will be a registered workspace occupant or Member Portal user.

Where we collect personal information from another organization without the individual’s consent, we will provide that organization with the information about the purpose of the collection required by applicable law.

An organization or person providing personal information about another individual to theDock is responsible for having appropriate authority to disclose that information.

We may also collect information automatically through our website and technology systems as described in this Policy.

5. Why We Collect and Use Personal Information

We collect and use personal information only for purposes that are appropriate to our operations and the services we provide.

These purposes may include:

Providing Memberships and Workspace Services

We may use information to:

  • establish and administer memberships;

  • provide workspace access;

  • register authorized occupants;

  • administer keys and access credentials;

  • provide Member Portal accounts;

  • manage membership benefits and services; and

  • communicate information relevant to your membership.

Managing Meeting, Event and Coworking Bookings

We may use information to:

  • process and confirm bookings;

  • provide access to booked spaces;

  • coordinate room setup and other requirements;

  • communicate about bookings;

  • process changes and cancellations; and

  • administer applicable fees, credits or charges.

Managing Accounts, Billing and Payments

We may use information to:

  • prepare invoices;

  • process or administer payments;

  • maintain financial records;

  • administer credits and account balances;

  • resolve billing questions;

  • collect amounts owing; and

  • meet accounting, tax and other legal requirements.

Communicating With You

We may use your contact information for operational communications such as:

  • membership information;

  • booking confirmations;

  • invoices;

  • service notices;

  • Member Portal communications;

  • changes affecting your access or services;

  • event or program information you have registered for;

  • safety or emergency communications; and

  • responses to your questions or requests.

Operational communications are separate from optional marketing communications.

Supporting theDock Community

Where applicable, we may use information to:

  • administer Member Portal profiles and community features;

  • facilitate connections between members where users choose to participate;

  • manage member events and programming; and

  • support community activities and member services.

We will not make information from a private account or profile publicly available unless the individual has chosen to provide or publish it for that purpose or disclosure is otherwise authorized by law.

Providing Customer and Member Support

We may use information to:

  • respond to questions;

  • troubleshoot account or service issues;

  • address concerns or complaints;

  • provide requested assistance; and

  • improve the member and customer experience.

Safety, Security and Protection of theDock

We may use information where reasonably necessary to:

  • maintain safe and secure premises;

  • manage access to secured areas;

  • investigate suspected misuse of theDock or its services;

  • respond to incidents;

  • protect members, guests, staff and property;

  • prevent or investigate fraud or unlawful activity; and

  • establish, exercise or defend legal rights.

Improving Our Services

We may use information to understand how our services are used and to improve:

  • workspace services;

  • booking processes;

  • Member Portal use;

  • events and programming;

  • website performance;

  • communications; and

  • the overall member experience.

Where practical, we may use aggregated or de-identified information for analysis and planning.

Marketing and Newsletters

We may send newsletters, event information or promotional communications where you have consented to receive them or where otherwise permitted by applicable law.

Where appropriately authorized, we may also use photographs or video taken at theDock events, programs or community activities in theDock’s website, newsletters, social media, community communications and other marketing or promotional materials.

Where consent is required for an identifiable photograph or video, individuals may decline or withdraw that consent in accordance with this Policy and applicable law.

Marketing emails will include an unsubscribe mechanism where required. You may unsubscribe from optional marketing communications at any time.

Unsubscribing from marketing does not prevent theDock from sending operational communications that are reasonably necessary for an active membership, booking, account or other service relationship.

6. Consent

Where consent is required, theDock will seek consent that is appropriate to the nature and sensitivity of the personal information and the purpose for which it will be collected, used or disclosed.

In some circumstances, consent may be implied where the purpose is obvious and an individual voluntarily provides information for that purpose.

For example, if you provide your contact and booking information to reserve a meeting room, we may use that information to administer the booking and communicate with you about it.

We may also collect, use or disclose personal information without consent where permitted or required by applicable law.

We will not require an individual to consent to the collection, use or disclosure of personal information beyond what is reasonably necessary to provide the requested product or service.

Withdrawing Consent

Where our handling of personal information is based on consent, you may withdraw that consent by giving us reasonable notice, subject to any limitation permitted by applicable law.

We will explain any material consequences of withdrawing consent where applicable. For example, withdrawal may affect our ability to provide a service where the information is reasonably necessary for that service.

After consent is withdrawn, we will stop the applicable collection, use or disclosure unless continued handling is permitted or required by law.

7. When We Disclose Personal Information

theDock does not sell personal information.

We disclose personal information only for purposes that are appropriate in the circumstances and where the individual has consented or the disclosure is otherwise permitted or required by applicable law.

We may disclose personal information in the following circumstances.

Service Providers

We use third-party service providers to operate aspects of theDock and provide services on our behalf.

Our principal technology platforms currently include:

  • Squarespace, for our website and related website functionality;

  • OfficeRnD, for coworking, membership, account and booking management;

  • Google Workspace, for email, documents, cloud-based business systems and internal collaboration; and

  • Mailchimp, for newsletter and email marketing management.

We may also use payment processors, financial institutions, technology providers, professional advisers and other suppliers where required to operate our services.

Service providers receive only the information reasonably required for the services they perform. Where a service provider processes personal information on our behalf, theDock remains responsible for personal information under our control and takes reasonable steps to require appropriate privacy and security protections.

theDock remains responsible for personal information under our control when it is processed on our behalf by a service provider.

Organizations and Account Administrators

Where an organization purchases a membership, workspace or service for its staff or team, we may share information reasonably necessary to administer that organizational account with authorized representatives of that organization.

Other Members

Information may be shared with other Member Portal users where you choose to make that information visible through a member profile, directory or community feature.

Legal and Safety Requirements

We may disclose personal information where permitted or required by applicable law and reasonably necessary for the applicable purpose, including to:

  • comply with a law, court order, subpoena or other lawful requirement;

  • respond to law enforcement or regulatory authorities;

  • investigate a breach of an agreement or suspected unlawful activity;

  • collect a debt;

  • protect the health or safety of an individual;

  • protect the rights or property of theDock or others; or

  • obtain legal or professional advice.

Organizational Transactions

If all or part of theDock’s operations are reorganized, transferred or combined with another organization, personal information may be disclosed or transferred where permitted by law and subject to appropriate restrictions on its use.

Event Photography and Video

Where appropriately authorized, photographs or video from theDock events, programs or community activities may be published through theDock’s website, newsletters, social media or other marketing and community communications. Information published through public channels may be accessible to individuals outside theDock community.

With Your Consent

We may disclose personal information for another purpose where you have provided consent.

8. Service Providers and Processing Outside British Columbia

Some of the service providers used by theDock may store or process personal information outside British Columbia or outside Canada.

When information is processed in another jurisdiction, it may be subject to the laws of that jurisdiction, including lawful access by courts, law enforcement or government authorities.

We take reasonable steps appropriate to the nature and sensitivity of the information when selecting and working with service providers that process personal information on our behalf.

9. Cookies and Website Technologies

Our website may use cookies and similar technologies to operate properly, maintain security, remember preferences and understand website use.

Cookies are small data files stored on or associated with a browser or device.

Cookies may include:

  • essential cookies, required for the website to function;

  • functional cookies, used to remember preferences or provide requested features; and

  • analytics or performance technologies, where enabled, used to understand how visitors interact with the website.

Third-party services integrated with our website may also use cookies or similar technologies in accordance with their own privacy practices.

You can control or delete many cookies through your browser settings. Disabling certain cookies may affect website functionality.

Where additional consent is required for particular cookies or tracking technologies, we will seek that consent through an appropriate mechanism.

10. Email and Newsletter Communications

theDock uses Mailchimp to manage newsletter and certain marketing communications.

We send commercial or promotional electronic communications only where we have consent or another lawful basis to do so.

Marketing communications will identify the sender and provide a method to unsubscribe where required by law.

We maintain information reasonably necessary to record communication preferences and honour unsubscribe requests.

You may unsubscribe from marketing communications using the link provided in an email or by contacting us.

11. Accuracy of Personal Information

theDock makes reasonable efforts to ensure that personal information is accurate and complete where it is used to make a decision affecting an individual or is disclosed to another organization.

Users should keep their Member Portal and contact information current where they are able to update it directly.

You may contact us if you believe personal information under our control is inaccurate or incomplete.

12. Retention and Disposal

theDock retains personal information only for as long as reasonably necessary to:

  • provide the services for which it was collected;

  • administer an ongoing membership, booking or business relationship;

  • satisfy accounting, tax, contractual or other legal requirements;

  • resolve disputes or complaints;

  • establish or defend legal rights; or

  • meet another legitimate business or legal purpose.

Where personal information has been used to make a decision that directly affects an individual, we will retain the relevant information for at least one year after using it, or for any longer period required by applicable law, so the individual has a reasonable opportunity to obtain access to it.

When personal information is no longer required for the purposes for which it was collected and is not required for legal or business purposes, we will take reasonable steps to securely destroy it, delete it or remove identifying information.

Retention periods may vary depending on the nature of the information and the purpose for which it is held.

13. Security

theDock uses reasonable administrative, physical and technological safeguards appropriate to the nature and sensitivity of the personal information under our control.

These measures are intended to protect personal information against risks such as:

  • unauthorized access;

  • unauthorized collection, use or disclosure;

  • loss or theft;

  • unauthorized copying or modification; and

  • improper disposal.

Access to personal information is limited to individuals and service providers who require it for legitimate operational purposes.

No system or method of electronic transmission or storage can be guaranteed to be completely secure. We therefore continually consider appropriate safeguards in light of the information we hold and the systems we use.

14. Privacy and Security Incidents

If theDock becomes aware of a suspected loss, unauthorized access, use, disclosure or other privacy or security incident involving personal information, we will take reasonable steps to:

  • investigate the incident;

  • contain and mitigate potential harm;

  • address the cause where reasonably possible;

  • document the incident and retain records where required by applicable law;

  • assess whether notification to affected individuals, regulators or other parties is required or appropriate having regard to applicable law and the risk of harm; and

  • provide any notifications required by applicable law.

15. Access to Your Personal Information

Subject to exceptions provided by law, you may request:

  • access to personal information about you that is under theDock’s control;

  • information about the ways in which that personal information has been or is being used; and

  • the names of individuals and organizations to whom that personal information has been disclosed.

Requests for access must be made in writing and contain enough information for us to identify the information being requested.

We may need to verify your identity before responding.

We will respond within the period required by applicable law. Under British Columbia PIPA, this is generally within 30 days after receiving the request, subject to any extension permitted by law.

Access may be limited or refused where permitted or required by law, including where disclosure would reveal another individual’s personal information or legally protected information. If access is refused in whole or in part, we will provide the reasons, applicable legal basis, contact information and information about applicable review rights as required by law.

16. Correcting Your Personal Information

You may ask us to correct an error or omission in personal information about you that is under our control.

If we determine on reasonable grounds that a correction should be made, we will correct the personal information as soon as reasonably possible and, where required by applicable law, send the corrected personal information to each organization to which we disclosed it during the year before the correction was made.

If we do not make a requested correction, we will annotate the personal information with the correction that was requested but not made, where required by applicable law.

17. Privacy Questions and Complaints

If you have a question, concern or complaint about theDock’s handling of personal information, please contact our Privacy Officer.

We will review privacy complaints and make reasonable efforts to investigate and respond appropriately.

Privacy Officer
THEDOCK - CENTRE FOR SOCIAL IMPACT INC., operating as theDock Centre for Social Impact
hello@thedockvictoria.com
100 - 722 Cormorant Street
Victoria, BC, V8W 1P8
Canada

If you are not satisfied with our response, you may have the right to ask the Office of the Information and Privacy Commissioner for British Columbia for a review or to make a complaint, as applicable. Where the Personal Information Protection and Electronic Documents Act applies, you may also have the right to make a complaint to the Office of the Privacy Commissioner of Canada.

18. Requests to Withdraw Consent, Access or Correct Information

Requests for access to or correction of personal information must be submitted in writing to the Privacy Officer.

Requests to withdraw consent and privacy questions or complaints should be directed to the Privacy Officer using the contact information provided in this Policy.

We may request information reasonably necessary to confirm your identity before processing a request.

We will not disclose personal information in response to a request unless we are reasonably satisfied that the person making the request is entitled to receive it.

19. Third-Party Websites and Services

Our website, Member Portal, emails or other communications may contain links to websites or services operated by third parties.

theDock does not control the privacy practices of independent third parties. Information you provide directly to those organizations is subject to their own privacy policies and terms.

We encourage users to review the privacy practices of third-party services they choose to use.

20. Employee, Volunteer and Contractor Personal Information

Where applicable, theDock may collect, use and disclose employee personal information about employees and volunteers without consent where permitted by applicable law and reasonably required to establish, manage or terminate the employment or volunteer relationship. Where applicable law requires notice before such collection, use or disclosure, theDock will provide that notice.

Personal information relating to independent contractors is collected, used and disclosed in accordance with the other provisions of this Policy and applicable law.

This may include information required for:

  • recruitment and onboarding;

  • scheduling and role administration;

  • payroll or reimbursement where applicable;

  • access and security;

  • performance and supervision;

  • health and safety;

  • emergency management; and

  • legal or administrative requirements.

Additional internal policies or notices may apply to this information.

21. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in:

  • our services or operations;

  • the technologies and service providers we use;

  • our privacy practices; or

  • applicable legal requirements.

The current version will be posted on our website with the date it was last updated.

Where a change materially affects how we collect, use or disclose personal information, we will provide additional notice or obtain consent where required by law.

22. Contact Us

Questions, concerns, requests or complaints about privacy should be directed to:

Privacy Officer
THEDOCK - CENTRE FOR SOCIAL IMPACT INC., operating as theDock Centre for Social Impact
hello@thedockvictoria.com
100 - 722 Cormorant Street
Victoria, BC, V8W 1P8
Canada

For general theDock inquiries that do not relate to privacy, please use the regular contact information provided on theDock website.