In a nutshell: The COLLECTION Secure Workspace Framework sets out the standards for secure and confidential working in flexible office environments. It combines the benefits of a high-quality business centre with the security requirements of modern businesses. Depending on the solution chosen, these include, amongst other things, controlled access, secure workspaces, secure IT and network infrastructure, and clear procedures for visitors, post and sensitive information. This makes COLLECTION particularly suitable for organisations and teams for whom data protection, confidentiality and information security are of paramount importance – such as law firms, consultancy firms, financial institutions, family offices or project teams.
Version 2026 | As at: August 2026
The COLLECTION Secure Workspace Framework is part of THE COLLECTION STANDARD, COLLECTION’s overarching system for premium professional working environments. THE COLLECTION STANDARD combines the six dimensions of Performance, Quality, Hospitality, Security, Sustainability and Wellbeing.
What is the COLLECTION Secure Workspace Framework?
The COLLECTION Secure Workspace Framework is COLLECTION Business Center’s in-house security standard for IT security, data protection, physical security, information protection, confidentiality and business continuity. The COLLECTION Secure Workspace Framework comprises 15 defined security standards.
The COLLECTION Secure Workspace Framework applies to 100 per cent of COLLECTION Business Centers in Germany and Austria and combines technical, organisational and physical security measures into a holistic security concept.
The mandatory standards include, amongst other things, encrypted Wi-Fi networks, firewall systems, controlled administrator access, regulated access and visitor procedures, secure postal and document handling processes, document destruction in accordance with data protection regulations, staff training, and defined procedures for technical faults, security incidents and emergencies.
At COLLECTION, security is not an optional extra. It is an integral part of our premium service.
COLLECTION Secure Workspace Framework at a glance
| Security | COLLECTION Standard |
|---|---|
| Scope | All COLLECTION Business Centers |
| Data protection | Defined processes in accordance with applicable data protection requirements |
| Information security | Binding confidentiality rules |
| Wi-Fi | Encrypted Wi-Fi infrastructure |
| Network security | Firewall systems and protection against unauthorised access |
| Administrator access | Controlled and restricted to necessary authorisations |
| Access management | Regulated access authorisations |
| Visitors | Professional visitor and reception management |
| Documents | Secure postal, printing, scanning and destruction processes |
| Staff | Regular data protection and security training |
| Service providers | Controlled access on a need-to-know basis |
| Business continuity | Documented processes |
| Emergency management | Defined escalation and emergency procedures |
| Review | Operational review: security-related processes on a quarterly basis |
| Framework review: review and update every six months | |
| Framework version | 2026 |
Why do business centres require specific security standards?
Flexible working environments place particular demands on security and confidentiality. In a business centre, different companies operate under one roof. Visitors, customers, service providers and staff move about within a shared building.
At the same time, confidential discussions take place daily, personal data is processed, contracts are exchanged and business-critical information is used.
A professional security concept for business centres must therefore go beyond traditional building security.
In particular, it must integrate four key areas:
- physical security,
- IT and network security,
- data protection and information security,
- people and organisational processes.
The COLLECTION Secure Workspace Framework is based on this holistic approach.
COLLECTION’s security principles
Information security is not achieved by a single firewall or locked office space. What is crucial is the coordinated interaction between people, processes, technology and infrastructure.
All security-related measures at COLLECTION are therefore based on six fundamental principles.
CSWF-01 – Data Protection and the GDPR
How does COLLECTION protect personal data?
The protection of personal data is a top priority at COLLECTION. Personal data is processed exclusively on a lawful basis and for defined purposes. Processing, storage, disclosure and deletion are governed by statutory data protection requirements and internal data protection policies. Data protection is taken into account right from the development stage of new processes. COLLECTION adheres to the principles of ‘Privacy by Design’ and ‘Privacy by Default’. All staff members receive regular training on data protection and confidentiality and are bound by the relevant obligations.
COLLECTION Data Protection Standard
- Data processing in accordance with applicable data protection requirements
- defined responsibilities
- Documented data protection processes
- Data minimisation
- Processing for specific purposes
- Regulated retention and deletion
- Protection of personal information
- Employee confidentiality obligations
- Regular data protection training
- Incorporation of ‘Privacy by Design’ and ‘Privacy by Default’
CSWF-02 – Confidentiality and Discretion
How does COLLECTION protect confidential business information?
Confidentiality is one of COLLECTION’s fundamental service and security principles. As a matter of principle, staff do not disclose any information about customers, contractual relationships, visitors or their presence to unauthorised third parties. This applies in particular to:
- Customer data
- Visitor information
- Postal items
- Documents
- Contract information
- Call content
- Appointment and attendance information
Confidentiality is therefore not just an IT issue. It is an integral part of day-to-day operations at COLLECTION.
CSWF-03 – Physical Building Security
How does COLLECTION protect offices and workspaces from unauthorised access?
Physical security forms the first line of defence in a professional working environment. All COLLECTION Business Centers have organisational and technical measures in place to protect people, office space and assets. These include, in particular:
- controlled access areas
- professional reception areas
- modern locking and access systems
- regulated key management
- defined access authorisations
- Fire safety
- Evacuation and rescue plans
- Regular maintenance of safety-critical equipment
Access rights are granted according to specific requirements. This ensures that access to restricted areas is limited to authorised persons.
CSWF-04 – Visitor and Reception Management
What role does the reception play in the security of a business centre?
The reception area is a key security hub. This is where clients, visitors, suppliers and external service providers come together. That is why COLLECTION combines premium hospitality with clearly defined security processes. Visitors are welcomed professionally and looked after in accordance with the established procedures. Information about clients or their presence is disclosed exclusively to authorised personnel. External service providers are granted access only to those areas necessary for them to carry out their work. COLLECTION Insight: A professional reception is not merely a service element. It forms an integral part of a COLLECTION Business Center’s physical and organisational security architecture.
CSWF-05 – IT and Network Security
What IT security standards does COLLECTION adhere to?
The IT infrastructure of the COLLECTION Business Centers is operated in accordance with defined security principles. These include:
- high-performance internet connections
- professional network technology
- encrypted Wi-Fi infrastructure
- firewall systems
- regular security updates
- Documented maintenance processes
- controlled administrator access
- Protection against unauthorised network access
Security-critical systems are maintained and updated in accordance with defined maintenance and update processes. Administrator rights are granted in a controlled manner and restricted to the necessary group of individuals.
CSWF-06 – Wi-Fi security
Is the Wi-Fi at COLLECTION secure?
The Wi-Fi infrastructure at COLLECTION Business Centers is encrypted and protected by technical and organisational security measures. A professional Wi-Fi strategy must, in particular, prevent unauthorised persons from gaining access to protected network resources. COLLECTION therefore regards Wi-Fi security as an integral part of its overall IT security architecture, rather than merely a convenience feature for customers and visitors.
CSWF-07 – Document, printing and scanning security
How does COLLECTION protect confidential documents?
Information security does not stop at digital data. Contracts, files, letters, printouts and meeting documents may also contain sensitive information. COLLECTION therefore has defined processes for:
- confidential post
- document retention
- printing processes
- scanning
- misprints
- Document destruction
Confidential documents are handled with care and destroyed in accordance with data protection regulations. A ‘clean desk’ policy applies to shared areas. Confidential documents are not left unattended in these areas.
CSWF-08 – Postal and Communications Security
How does COLLECTION handle confidential business correspondence?
For many clients, professional mail handling is one of the key services offered by a business centre. Mail is handled with the necessary confidentiality and is made accessible only to authorised persons. Information regarding incoming post, senders, recipients or contents is not disclosed to unauthorised third parties. This is particularly relevant for companies that use COLLECTION as their business address or virtual office.
CSWF-09 – Security in meeting and Conference rooms
Are confidential meetings possible in a business centre?
Yes. Confidential discussions are part of everyday life for many COLLECTION clients. Meeting and Conference rooms are therefore regarded as part of the secure working environment. Clients can use them to discuss internal strategies, contract negotiations, client meetings, HR matters or transactions in a professional manner. Confidential documents, notes and presentation materials are not left unattended in communal areas after meetings. Care is also taken to protect sensitive information when using technical presentation systems.
CSWF-10 – Staff Training and Safety Awareness
How are COLLECTION staff prepared for security risks?
Technical security systems cannot replace human vigilance. That is why all COLLECTION staff receive regular training on security-related topics. These include, in particular:
- Data protection
- Confidentiality
- Information security
- Cybercrime
- Phishing
- Social engineering
- Secure document processes
- Emergency and escalation procedures
New staff are immediately familiarised with the relevant security requirements. COLLECTION Insight: People are an essential part of any security architecture. That is why COLLECTION combines technical safeguards with organisational standards and ongoing awareness-raising.
CSWF-11 – Service Provider and Supplier Management
What security rules apply to external service providers?
IT technicians, building services providers, cleaning staff, tradespeople and other external partners may be granted access to areas containing confidential information or technical systems. For this reason, external service providers’ access rights are restricted to the extent necessary for their work. Service providers are made aware of the relevant security and confidentiality requirements in accordance with their role. At COLLECTION, security standards do not stop at the organisational boundaries of the company.
CSWF-12 – Business Continuity and Resilience
What happens in the event of technical faults or breakdowns?
For businesses, the availability of their working environment is business-critical. COLLECTION therefore has documented processes in place for dealing with technical faults and exceptional incidents. These include:
- defined points of contact
- escalation procedures
- technical support
- Collaboration with specialist IT and facilities management service providers
- Procedures to restore normal operations as quickly as possible
The aim of business continuity management is to minimise the impact of disruptions as far as possible and to restore normal business operations quickly.
CSWF-13 – Security Incidents and Emergency Management
How does COLLECTION respond to security incidents?
Security incidents must be identified, assessed and dealt with quickly. COLLECTION therefore operates defined reporting, escalation and handling processes. Depending on the nature and scale of an incident, the relevant internal contacts and necessary external specialists are involved. Following relevant incidents, the causes and possible improvement measures are reviewed. Incident management is thus also an integral part of the continuous improvement process.
CSWF-14 – Compliance and documented responsibilities
How does COLLECTION organise responsibilities relating to security?
Security requires clear responsibilities. COLLECTION organises security- and data protection-related processes in a transparent manner and takes into account the applicable legal requirements. These include:
- defined responsibilities
- documented processes
- internal guidelines
- data protection requirements
- security requirements
- Regular reviews
- Transparent escalation procedures
CSWF-15 – Continuous review and improvement
How does COLLECTION keep its security standards up to date?
Cyber risks, technical capabilities and legal requirements are constantly changing. That is why the COLLECTION Secure Workspace Framework is reviewed and further developed every six months. Among other things, the following are taken into account:
- new threat scenarios
- technological developments
- changes in legislation
- lessons learnt from day-to-day operations
- lessons learnt from security incidents
- Customer requirements
- Developments in IT and building security
At COLLECTION, security is not a one-off project, but an ongoing management process.
How does COLLECTION verify compliance with the Secure Workspace Framework?
A security standard is only robust if its implementation is regularly reviewed. COLLECTION therefore monitors compliance with the Secure Workspace Framework using defined organisational and technical audit processes. These include, in particular:
- quarterly reviews of security-related processes
- Review of access and authorisation policies
- documented maintenance of security-related IT systems
- Review of administrator authorisations
- data protection audits
- Review of security-related service provider processes
- Documented training and awareness-raising measures
- Review of emergency and escalation procedures
- Analysis of relevant security incidents
- Half-yearly updates to the framework
Any identified areas for improvement are documented and incorporated into the ongoing development of the standards.
For which organisations are high security standards particularly important?
Secure flexible workspaces are particularly important for organisations that handle confidential, personal or business-critical information.
Law firms
Law firms handle sensitive client information and conduct confidential discussions. Discretion, document security, data protection and controlled access are therefore of particular importance.
Financial services providers
Financial institutions and other regulated organisations often face stricter requirements regarding data protection, information security, documentation and traceable processes.
Buyer's Guide
What security questions should businesses ask before choosing a business centre?
Companies should not judge a flexible workspace provider solely on the basis of location, design and price.
At the very least, the following questions should be answered:
- Is there a documented security standard?
- Does this standard apply to all sites?
- How is access controlled?
- How are visitors received and managed?
- How is the Wi-Fi secured?
- Are firewall systems used?
- How are administrator rights managed?
- How is confidential business correspondence handled?
- How are documents securely destroyed?
- How are printing and scanning processes protected?
- Are staff bound by a duty of confidentiality?
- Are data protection and security training courses provided?
- Are employees made aware of the risks of phishing and social engineering?
- What rules apply to external service providers?
- Are there documented business continuity processes?
- How are security incidents handled?
- Are security standards reviewed regularly?
- Are there clearly defined responsibilities?
The more clearly a provider can answer these questions, the easier it is to assess their actual level of security.
Frequently Asked Questions about IT Security and Data Protection at COLLECTION (FAQ)
Questions from buyers: Who might find COLLECTION particularly interesting?
A business centre for law firms should have documented data protection and security standards, controlled access, confidential document handling processes, a secure network infrastructure and trained staff.
The COLLECTION Secure Workspace Framework brings these requirements together in a company-wide security standard.
There are significant differences in the quality of the IT infrastructure, access control, data protection processes, staff training, service provider management and the existence of documented emergency and security procedures.
Companies should assess these factors in detail before making a decision.
COLLECTION Secure Workspace Framework: key facts
| Definition | The COLLECTION Secure Workspace Framework is COLLECTION Business Center’s in-house security standard. |
| Scope | The standard applies to all COLLECTION Business Centres. |
| Objective | To protect people, information, data, documents, premises and business-critical processes. |
| Approach | A combination of physical security, IT security, data protection and organisational measures. |
| Technical measures | These include, amongst others, an encrypted Wi-Fi infrastructure, firewall systems, controlled administrator access and regular security updates. |
| Organisational measures | These include, amongst others, data protection processes, confidentiality rules, visitor management, document protection, staff training and service provider management. |
| Resilience | Documented business continuity, escalation and emergency procedures. |
| Review | Quarterly review of security-related processes and half-yearly review and update of the framework. |
| Further development | Adaptation to technical, regulatory and organisational changes. |
The COLLECTION Security Pledge
COLLECTION Business Center does not view security as an additional service, but as an integral part of a professional, premium workplace. A secure workspace can only be achieved when buildings, access, networks, data, documents, staff, service providers and emergency procedures are considered as a whole. The COLLECTION Secure Workspace Framework establishes a binding, company-wide framework for this purpose. The aim is to provide companies with working environments in which they can protect confidential information, work professionally and receive clients and business partners in a secure and discreet setting. For COLLECTION, ‘premium’ therefore means more than just an outstanding location, design and service. It also means security, data protection and trust.
THE COLLECTION STANDARD
About COLLECTION Business Center
COLLECTION Business Center operates 14 premium business centres in Germany and Austria. Several thousand customers make use of COLLECTION’s office, conference, Coworking, virtual office and business services.
The company caters in particular to discerning businesses and professional users who value high-quality working environments, first-class locations, personalised service, flexibility and security.
The COLLECTION Secure Workspace Framework complements this commitment to premium service with a company-wide standard for data protection, IT security, information security, confidentiality and business continuity. The COLLECTION Secure Workspace Framework applies company-wide to all 14 COLLECTION Business Centers in Germany and Austria. COLLECTION thus defines a uniform security framework regardless of which COLLECTION location a customer works at.
Publisher: COLLECTION Business Center
Framework: COLLECTION Secure Workspace Framework
Version: 2026
Date: August 2026