Privacy Policy

1. Who is responsible for your information

Viranova Coworking & Study Space is the personal information controller for information collected through this website and our booking operations. We are located at 6–18 Tindalo Street, Barangay Daro, Dumaguete City, Negros Oriental 6200, Philippines.

2. Information we collect

• Booking details, including your name, email address, mobile number, selected space, date, time, duration, guest count and any notes you choose to provide.
• Transaction records entered by staff, such as the amount paid, payment method, payment status and an optional payment reference.
• The policy version and time recorded when you agree to the booking policies and submit a website reservation.
• Messages or other information you send through email, Facebook Messenger, telephone or in-person support.
• Booking follow-up records, including when staff sent a reminder text and whether the customer confirmed or cancelled by text, phone call or the private email link.
• Limited technical and security information processed when you use the website, such as IP address, browser and device details, request logs, security signals and aggregated usage information.
• For authorized staff, account email and authentication details needed to secure the Viranova content and booking system.

3. How and why we use information

We use personal information only as reasonably necessary to:

• check availability, create and manage your reservation;
• let you securely reschedule or cancel through a private email link;
• send transactional confirmation, arrival, cancellation and no-show messages by email;
• contact you by email, text or phone about confirmation, changes, questions or service issues and record the outcome;
• confirm and reconcile payments made at Viranova;
• prevent duplicate, fraudulent or abusive bookings;
• operate, secure and improve the website and our services;
• maintain business, accounting and dispute records; and
• meet legal or regulatory obligations.

Depending on the situation, processing is based on your request or booking, your consent where required, Viranova’s legitimate operational and security interests, or compliance with law.

4. Student Saver verification

Customers using a Student Saver rate must present a valid current student ID. Viranova normally needs to inspect the ID only to confirm eligibility. We do not ask customers to upload a student ID through this website. If a record is needed to resolve misuse or a dispute, we will limit it to what is necessary.

5. Payments

Online bookings are currently paid at Viranova by cash, QR, GCash or Maya. Card payments are not accepted. The website does not collect or store your complete bank-account, GCash or Maya credentials. Staff may record the payment method, amount and a transaction reference for reconciliation. If online payment is added later, this policy will be updated before that feature is launched.

6. Service providers and international processing

We use service providers to host and protect the website, store booking records, manage authorized staff access and understand basic site performance. Our infrastructure is provided principally through Cloudflare services. These providers may process information on infrastructure outside the Philippines, subject to appropriate contractual, organizational and security safeguards.

If you choose to contact us through Facebook Messenger or another external service, that provider also processes your information under its own privacy terms. We do not sell personal information or share it for third-party advertising.

7. Cookies and website analytics

The public website uses a small essential preference cookie named viranova_cookie_choice to remember that you have seen the cookie notice. It expires after 180 days. Essential security and authentication cookies may also be used when authorized staff access the protected CMS.

Viranova does not currently place analytics or advertising cookies. Cloudflare may process limited network, security and aggregated usage information as our hosting and security provider. You can review the current categories or delete the saved notice preference at any time through Cookie settings. Read the separate Cookie Policy for the current cookie list.

8. Retention

We keep booking, payment, communication and security records only while they are reasonably needed to provide services, maintain accurate business records, resolve disputes, prevent abuse or comply with legal requirements. When information is no longer needed, it is deleted, securely disposed of or anonymized. Backup copies may remain for a limited period before automatic deletion.

9. Security

Viranova uses reasonable administrative, technical and physical safeguards, including encrypted connections, restricted staff access, authenticated administration and service monitoring. No system is completely risk-free, but we review our safeguards and limit access to people who need the information for their work.

10. Your privacy rights

Under the Philippine Data Privacy Act of 2012, you may have rights to be informed, access your personal data, object to certain processing, correct inaccurate information, request erasure or blocking when applicable, obtain data portability, seek damages and file a complaint. Some requests may be limited by legal recordkeeping or other lawful grounds.

You can learn more from the National Privacy Commission’s data-subject rights guide.

11. Minors

If a customer is under 18, the booking should be made with the knowledge and consent of a parent or legal guardian. We do not knowingly request personal information from minors beyond what is reasonably needed to manage a legitimate reservation.

12. Policy updates

We may update this policy when our services, providers or legal obligations change. The latest version will remain available on this page with its effective date.