Effective date: October 1, 2026 · Last updated: September 29, 2026

Suite Genius (0956404 B.C. Ltd.) ("Suite Genius", "we", "us" or "our") operates coworking locations in Mount Pleasant, Kitsilano and North Vancouver (Lonsdale), British Columbia. We respect your privacy and are committed to protecting the personal information of our members, customers, visitors and website users.

This Privacy Policy explains what personal information we collect, how we use and protect it, and the circumstances in which it may be shared with third-party service providers. This policy is intended to comply with British Columbia's Personal Information Protection Act (PIPA) and, where applicable, Canada's Personal Information Protection and Electronic Documents Act (PIPEDA).

1. Personal Information We Collect

Depending on how you interact with Suite Genius, we may collect:

• Full name
• Email address
• Phone number
• Business or company name
• Billing and payment information
• Address and billing details
• Membership and account information
• Workspace and room booking information
• Information about registered visitors
• Door-fob, access card and building entry information
• Wi-Fi network access information (e.g., device MAC address)
• Communications between you and Suite Genius
• Phone call records, voicemails and text messages between you and Suite Genius
• Information submitted through our website or member portal
• Technical information relating to your use of our website or online services
• CCTV footage (video only, no audio) where security cameras operate at our premises

We aim to collect only information that is reasonably necessary for providing and managing our services and operating our coworking spaces.

2. How We Collect Your Information

We may collect personal information when you:

• Create a Suite Genius account
• Become a member
• Purchase a membership, workspace or other service
• Make a booking
• Register yourself or a visitor
• Contact us by email, phone, text message or through our website
• Make a payment
• Access or use our premises, including tapping a door fob or connecting to our Wi-Fi
• Use our member portal or mobile app
• Subscribe to marketing communications
• Use our website or online services

We may also collect information through third-party platforms that we use to operate and manage Suite Genius.

3. Nexudus

Suite Genius uses Nexudus as our coworking management and member-management platform.

Nexudus is used to manage information relating to our members and customers, including accounts, bookings, transactions, invoices and other information required to provide our services.

Nexudus may process information on our behalf in accordance with its own privacy policy. Nexudus states that information collected through its platform may include names, email addresses, usernames, account information, transactions and information relating to use of the Nexudus platform. Nexudus also states that information may be stored, processed and transferred between countries in which it operates.

For further information about how Nexudus handles personal information, please refer to the Nexudus Privacy Policy.

Where you provide personal information to Suite Genius through Nexudus, that information may therefore be processed and stored using Nexudus's systems.

The "Suite Genius" App

"Suite Genius" by Nexudus is part of the Nexudus Spaces service and is covered by the same privacy policy.

Location data: The Suite Genius app accesses your location data for the purposes below. Nexudus Spaces does not store this data in any way.

• Low Energy Bluetooth scanning, so you can open locks and interact with tablets throughout the space by tapping your device on them.
• Enabling Automation Tiles to run actions such as check-in, placing or ending bookings, or unlocking doors.

This data is still used when the app is not in the foreground, so these actions can be triggered at any time. Location data is not saved by the app or by the Nexudus Spaces service.

4. How We Use Your Information

We may use your personal information to:

• Create and manage your membership
• Manage your account
• Process payments and invoices
• Manage workspace and room bookings
• Provide access to our facilities
• Register and manage visitors
• Communicate with you about your membership, bookings and account
• Provide customer support
• Maintain the safety and security of our premises
• Investigate security incidents
• Improve our services and member experience
• Send relevant marketing communications where permitted by law
• Comply with our legal and regulatory obligations
• Protect our rights, property, members, customers and staff

5. Payment Information

Suite Genius uses Stripe to process payments, including credit card payments and pre-authorized debit (ACSS/PAD) for Canadian bank accounts. Payments are processed through Stripe's PCI-DSS compliant systems, and Suite Genius does not store full card numbers on its own servers.

Nexudus states that it does not store credit card information on its own servers.

Where payment processing is handled by a third-party provider, your payment information may also be subject to that provider's own privacy policy and security practices.

6. Access and Security Information

Suite Genius uses Kisi to manage door access to our premises, and is in the process of adding additional building access control systems at certain locations. We use UniFi network infrastructure for our Wi-Fi, and may log network access information, including device MAC addresses, to maintain network security.

This information may be used to:

• Provide authorised access to the premises
• Verify members and visitors
• Maintain the safety and security of our facilities
• Investigate incidents
• Prevent unauthorised access
• Protect members, visitors, staff and property

7. CCTV

Suite Genius uses UniFi Protect security cameras, which record video only (no audio) in common areas of our premises for safety and security purposes. CCTV footage may be used to:

• Protect members, visitors, staff and property
• Investigate security incidents
• Investigate theft, damage or unauthorised access
• Assist with legal or regulatory requirements

CCTV cameras are not installed in areas where individuals would reasonably expect privacy, such as washrooms. CCTV footage is securely stored and automatically deleted after 30 days unless it is needed for an ongoing investigation or legal proceeding.

8. Sharing Personal Information

We may share personal information with third parties where reasonably necessary to provide our services or operate our business. These third parties may include:

• Nexudus
• Stripe and other payment processors
• Kisi and other building access control providers
• UniFi (network and camera infrastructure)
• Quo (phone and messaging service)
• Booking and membership-management providers
• IT, hosting and technology providers (e.g., Google Workspace)
• Alarm monitoring providers
• Professional advisers
• Building owners or property managers where necessary
• Government agencies, regulators or law enforcement where required or permitted by law

We do not sell your personal information.

We take reasonable steps to ensure that third-party service providers handle personal information appropriately.

9. Cross-Border Storage and Processing

Some of the third-party services used by Suite Genius may store or process personal information outside of Canada, including in the United States. This may include information processed through Nexudus, Stripe, Quo or Google Workspace, each of which may store, process or transfer information between countries in which they operate.

By using Suite Genius's services, your personal information may therefore be processed by service providers located outside Canada, subject to the safeguards described in this policy.

10. Marketing Communications

We may send you information about Suite Genius services, events, promotions and other relevant updates.

You may opt out of marketing communications at any time by using the unsubscribe option provided in the communication or by contacting us.

Opting out of marketing communications will not prevent us from sending important administrative or service-related communications, such as information about your membership, bookings, invoices or account.

11. Website and Cookies

Our website and online services may use cookies and similar technologies to improve functionality, understand website usage and provide a better user experience.

Cookies may collect information such as your IP address, browser type, device information and pages visited.

Third-party services used by our website may also collect information in accordance with their own privacy policies.

You can adjust your browser settings to restrict or refuse cookies. However, this may affect the functionality of some parts of our website.

12. Security of Your Information

We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification or disclosure. These measures may include:

• CCTV monitoring in common areas (UniFi Protect)
• Key-card and fob access control (e.g., Kisi)
• Alarm monitoring
• Encrypted payment processing (PCI-DSS compliant, via Stripe)
• Segmented guest Wi-Fi networks (UniFi)
• Staff privacy and security training

However, no method of electronic storage or transmission can be guaranteed to be completely secure.

13. Retention of Personal Information

We retain personal information for as long as reasonably necessary to provide our services, meet legal and regulatory requirements, and protect our legitimate business interests. In particular:

• Identity and contact information is generally retained for up to 2 years after your membership ends
• Billing and payment records are retained for 7 years to meet tax and accounting requirements
• Access control logs (door-fob and Wi-Fi MAC address data) are retained until a deletion request is made
• CCTV footage is automatically deleted after 30 days unless needed for an investigation or legal proceeding
• Booking and usage data is retained until a deletion request is made
• Voicemails and text messages are kept for up to 2 years, then deleted

When personal information is no longer required, we will take reasonable steps to securely delete or de-identify it, subject to any legal requirements to retain it.

Where information is processed by Nexudus on behalf of Suite Genius, Nexudus's applicable retention and deletion provisions may also apply. Nexudus states that, following cessation of relevant services, it generally deletes personal data processed on behalf of a customer within 30 days, subject to information that must be retained by law.

14. Accessing and Correcting Your Information

Under BC's Personal Information Protection Act and, where applicable, PIPEDA, you may:

• Request access to personal information Suite Genius holds about you
• Ask us to correct personal information if you believe it is inaccurate, incomplete or out of date
• Withdraw consent for non-essential processing, subject to legal or contractual restrictions

We may need to verify your identity before providing access to or making changes to personal information.

If your information is held through Nexudus, you may also have rights available directly under Nexudus's Privacy Policy. Nexudus provides information about requesting access to and correction of personal information through its own privacy process.

15. Privacy Complaints

If you have a concern about how Suite Genius has handled your personal information, please contact us using the details in Section 18 below.

We will review and investigate your complaint and respond within a reasonable timeframe.

If you are not satisfied with our response, you may also contact the Office of the Information and Privacy Commissioner for British Columbia (OIPC).

16. Third-Party Websites and Services

Our website or member portal may contain links to websites or services operated by third parties.

These third parties have their own privacy policies and terms. Suite Genius is not responsible for the privacy practices of external websites or services that we do not operate.

We recommend reviewing the relevant privacy policy before providing personal information to a third party.

By creating an account or logging in to our member portal or app, you accept this Privacy Policy.

17. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, technology, business practices or legal obligations.

The most recent version is always available on our website, and continued use of our services after an update signifies your acceptance of the revised policy.

18. Contact Us

If you have any questions about this Privacy Policy, wish to request access to or correction of your personal information, or wish to make a privacy complaint, please contact:

Suite Genius (0956404 B.C. Ltd.)
Email: hello@suite-genius.com
Phone: 778-897-0544
Address: 120 Lonsdale Ave, North Vancouver, BC V7M 2E8

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