COLLECTION Secure Workspace Framework

Corporate standard for IT security, data protection and confidentiality

Version 2026

1. Preamble

IT security, data protection and confidentiality are among the key quality features of a premium business centre. Today, companies expect not only prestigious office space and excellent service, but also a working environment in which sensitive information is protected, business processes are securely supported and legal requirements are reliably met.

COLLECTION Business Center has therefore developed the COLLECTION Secure Workspace Framework. It defines the binding standards for IT security, data protection, information security and organisational security at all COLLECTION locations.

The framework aims to provide customers with a secure, professional and trustworthy working environment. It forms the basis for the planning, operation and continuous development of all business centres.

2. Scope

The COLLECTION Secure Workspace Framework applies to all COLLECTION Business Centers as well as to all employees, service providers and organisational processes that have an impact on the security of the working environments operated by COLLECTION.

In particular, the standard covers:

physical building security,
access controls,
data protection,
information security,
network security,
document security,
Visitor and reception management,
Business continuity,
Emergency management,
Compliance,
staff training and
continuous improvement.

3. Our security principles

COLLECTION takes a holistic approach to security.

Information security is not achieved through individual technical measures, but through the coordinated interaction of people, processes, technology and infrastructure.

All security-related decisions are guided by the following principles:

Confidentiality
Integrity
Availability
Transparency
Accountability
Continuous improvement

4. Data Protection

The protection of personal data is a top priority at COLLECTION.

All personal data is processed exclusively on a lawful basis. Processing, storage and deletion are carried out in accordance with legal requirements and internal data protection policies.

All staff receive regular training on data protection and confidentiality and are bound by a duty of confidentiality.

Data protection is taken into account right from the design stage of new processes (‘Privacy by Design’ and ‘Privacy by Default’).

5. Confidentiality

Our customers’ confidential information is afforded special protection.

Employees do not, as a matter of principle, disclose any information about customers, tenancies or visitors to third parties.

Postal items, documents and confidential records are made available exclusively to authorised persons.

Meetings and conversations are handled with the necessary discretion.

6. Building security

All COLLECTION Business Centers have organisational and technical measures in place to protect people, premises and property.

These include, in particular:

controlled access areas,
professional reception areas,
regulated key management,
access authorisations,
evacuation and rescue plans,
fire safety,
regular maintenance of safety-related equipment.

7. Network security

The IT infrastructure is operated in accordance with recognised security principles.

These include, amongst others:

high-performance internet connections,
state-of-the-art network technology,
encrypted Wi-Fi infrastructure,
firewall systems,
regular security updates,
documented maintenance processes,
controlled administrator access,
protection against unauthorised access.

8. Document security

Confidential documents are protected through organisational and technical measures.

These include:

secure postal processes,
document destruction in accordance with data protection regulations,
secure printing and scanning processes,
controlled storage of sensitive documents,
the ‘clean desk’ policy for shared areas.

9. Visitor and reception management

The reception area forms an essential part of the security concept.

Visitors are welcomed professionally and looked after in accordance with internal procedures.

Information about customers or their presence is disclosed exclusively to authorised persons.

External service providers are only granted access to the areas necessary for their work.

10. Staff

All staff members bear responsibility for information security.

Regular training sessions provide knowledge on:

data protection,
cybercrime,
phishing,
social engineering,
confidentiality,
Information protection,
Emergency procedures.

11. Business Continuity

COLLECTION has documented processes in place to ensure that business operations are as uninterrupted as possible.

Technical faults, security incidents and emergencies are handled in accordance with defined procedures.

Collaboration with specialist IT and facilities service providers supports the rapid restoration of normal operations.

12. Continuous Improvement

The COLLECTION Secure Workspace Framework is regularly reviewed and adapted to new technical, legal and organisational requirements.

Security is not a one-off project, but an integral part of a continuous improvement process.

Our Quality Commitment

For COLLECTION, security is not an optional extra, but an integral part of our commitment to excellence.

We create working environments in which companies can protect their confidential information, work efficiently and pursue their business objectives in a professional, secure and trustworthy environment.