Testimonial: combining confidentiality and a shared workspace

In a professional world where shared workspaces are gaining ground, one question often comes up: how do you reconcile open collaboration and confidentiality? Between spontaneous exchanges over coffee and the need to protect sensitive data, companies and freelancers alike are having to rethink their organization. Freelancers, start-ups and major corporations alike are all looking for ways to work in total serenity, without sacrificing the advantages of shared offices: flexibility, dynamism and networking opportunities.

But how do you preserve the privacy of your projects while benefiting from a stimulating ecosystem? Players such as Dropbox and nomadic consultants share their experiences, revealing tips for getting the most out of these spaces without compromising security or productivity. Their testimony sheds light on a reality: yes, it is possible to work together, while keeping your secrets.

Shared workspaces have revolutionized the way we work, offering flexibility, networking and creativity. Yet one question persists: how can we reconcile this new freedom with the confidentiality of data and professional exchanges? Between sensitive calls, strategic files and private exchanges, workers and companies need to strike a balance. Through testimonials from experts, freelancers and managers, discover how these innovative spaces integrate solutions to guarantee security and discretion, without sacrificing openness and collaboration.

Spaces designed to combine openness and discretion

Shared workspaces are no longer the noisy, disorganized places they were in the early days of coworking. Today, they are designed to meet a variety of needs, including confidentiality. From soundproofed rooms to secure lockers and zones dedicated to sensitive exchanges, these places have evolved to offer a flexible and secure professional environment.

For Julien Rigal-Dupont, founder of JRD Experiences and regular user of Wojo spaces, this adaptation is essential: “When I’m working on HR projects or customer strategies, I need to be able to isolate myself without giving up the collective energy of coworking. Spaces like Wojo offer closed rooms or bubbles of silence, which enable me to reconcile the two “.

This flexibility is also an asset for businesses. David Benoish, Technical Director of Dropbox France, explains: “Our teams need to collaborate in open spaces, but also to be able to isolate themselves for strategic meetings or confidential calls. Modern shared workspaces make this possible, with the right infrastructure “.

Technical solutions to guarantee safety

As well as physical facilities, shared workspaces also incorporate technological solutions to ensure data protection. Secure Wi-Fi networks, badge-controlled access and even encryption systems for online exchanges are now commonplace.

“The issue of confidentiality is taken very seriously “, confirms a manager at a Wojo space in Paris. “We offer VPN connections for our members, and our meeting rooms are equipped with anti-listening systems. This means our users can work with complete peace of mind, whether for customer calls or internal meetings “.

For freelancers, these guarantees are a major criterion of choice. “I manage sensitive data for my customers, so security is non-negotiable “, stresses Claire Martin, cybersecurity consultant. “I systematically check security protocols before committing to a space. Fortunately, serious players like Wojo and WeWork have understood the stakes “.

A charter of good conduct for respectful cohabitation

Confidentiality isn’t just about infrastructure and technology. It also requires a culture of respect and clear rules. Most coworking spaces impose a code of conduct, reminding people of the importance of discretion and respect for others’ workspaces.

“At Wojo, we educate our members as soon as they arrive,” explains one manager. “For example, we remind them to lower their voices when making phone calls in common areas, or to use dedicated rooms for sensitive exchanges. This creates a working atmosphere where everyone feels respected. “

This approach is particularly appreciated by startups and SMEs, who see it as a way of preserving their intellectual property while benefiting from a dynamic ecosystem. “We regularly organize data management workshops with our teams “, shares Sophie Leroy, founder of a growing startup. “This allows us to work serenely, even in an open environment.”

Testimonials: how do professionals manage confidentiality on a day-to-day basis?

Each profile has its own privacy challenges. Here’s how different professionals organize themselves to protect their data while enjoying the benefits of shared spaces.

Freelancers: between mobility and security

For freelancers, mobility is a major asset, but it also comes with risks. “I often change my workspace when I’m on the move “, says freelance developer Thomas Dubois. “For me, the priority is to have secure access to my files, wherever I am. I use tools like LastPass to manage my passwords, and a VPN to encrypt my connections.

Thomas also stresses the importance of choosing certified spaces: “I prefer coworking spaces that clearly display their privacy policy. For example, some offer lockable lockers or areas reserved for private calls. That’s a real plus.”

To find out more about privacy policies in coworking spaces, see this detailed FAQ.

The company: balancing collaboration and data protection

Companies, especially fast-growing ones like Dropbox, need to reconcile collaborative working with the protection of sensitive information. “We opted for private offices within a shared space “, explains David Benoish. “This allows us to benefit from the energy of coworking, while maintaining a secure space for our teams.”

Dropbox has also implemented strict internal protocols: “Our employees know to use closed rooms for strategic meetings or calls with external partners. We also train our teams in cybersecurity, because confidentiality is a collective responsibility “.

This approach is shared by other companies, such as Finelog-Biseum, an IT services company that mixes coworking and private offices. “Our consultants often work at customer sites, but when they’re at head office, they need a secure environment in which to discuss projects”, explains Yann Delpuech, the company’s president. “Spaces like Wojo offer us this flexibility, with infrastructures adapted to our needs.”

The digital nomad: work with confidence wherever you are

Digital nomads are particularly exposed to confidentiality risks, as they frequently change their place of work. “I travel a lot, so I have to make sure my data is protected, even in a café or coworking space on the other side of the world “, confides Élodie Moreau, web editor and traveler.

For her, the key lies in a combination of tools and best practices: “I systematically use a VPN, check that the Wi-Fi is secure, and store my physical documents in a lockable bag. I also choose coworking spaces that have a good reputation for security “.

Élodie recommends that nomads find out about the service contracts of the spaces they frequent, to ensure that their data won’t be exposed. “A good space clearly displays its commitment to confidentiality, otherwise it’s a red flag. If it doesn’t, it’s a red flag ” For a more in-depth look at this subject, check out this comprehensive guide to service contracts.

Pitfalls to avoid to preserve confidentiality

Even in the best-equipped spaces, certain reflexes can jeopardize the confidentiality of your data. Here are the mistakes you shouldn’t make.

Neglecting the basics of cybersecurity

“The first risk is to underestimate the threats “, warns Claire Martin, cybersecurity consultant. “Many people use weak passwords or connect to unsecured public Wi-Fi networks. This is an open door for hackers. “

Even secure coworking spaces can’t control everything. “It’s crucial to adopt best practices: use a password manager, activate double authentication, and avoid leaving your computer unattended “, she adds.

For companies, this also means training their teams. “We organize regular workshops on data security “, shares Sophie Leroy. “For example, we teach our staff how to recognize phishing attempts, or how to secure their devices when on the move.

Underestimating the importance of dedicated spaces

“Dealing with a confidential file in an open space is like discussing corporate strategy in a crowded café”, says Julien Rigal-Dupont. “Yet I still see people doing it. It’s a lack of professionalism that can be costly “.

Coworking spaces often offer closed rooms or quiet areas for these needs. “You have to use them,” he insists. “Even if it requires a little more organization, it’s an investment in terms of credibility and security.”

Similarly, leaving sensitive documents lying around on a shared table or desk is a common mistake. “Always put your things away, even for five minutes “, reminds Thomas Dubois. “In a shared space, you never know who might come up behind you.”

Ignoring contract clauses

“Many people sign a coworking contract without reading the fine print “, observes Élodie Moreau. “However, certain clauses can have an impact on the confidentiality of your data. For example, some coworking spaces reserve the right to access your files in the event of suspicion of illegal activity “.

It is therefore essential to understand the terms and conditions before committing yourself. “I recommend checking whether the space has a clear data protection policy,” she adds, “and if anything is unclear, don’t hesitate to ask for clarification. “And if anything is unclear, don’t hesitate to ask for clarification.”

For companies, it can go even further, with confidentiality agreements (NDAs) signed with the coworking space. “We have negotiated specific clauses with Wojo for our private offices “, explains David Benoish, “This allows us to work with complete peace of mind.”

The future: ever more secure and intelligent spaces

Shared workspaces are constantly innovating to meet the challenges of confidentiality. With the rise ofartificial intelligence and connected technologies, new solutions are emerging.

AI for safety

“Artificial intelligence can play a key role in data protection “, explains one innovation expert. “For example, systems that detect suspicious behavior can warn of attempted intrusions or unauthorized access to files.”

Some coworkers are already testing AI-based tools to analyze data flows and identify risks in real time. “This allows us to react more quickly in the event of a threat,” he explains. “And in the future, these systems could even anticipate risks before they materialize. “

To find out more about the alliance between data and artificial intelligence, explore this in-depth article.

Smart, ultra-customizable spaces

Tomorrow, coworking spaces could become even more modular and intelligent. “Imagine offices where the partitions adapt to your needs,” says one specialist architect. “Need a confidential meeting? Walls become soundproof and opaque at the click of a button “.

Facial recognition and biometric access technologies could also become widespread, limiting access to sensitive areas to authorized persons. “This would add an extra layer of security “, he stresses.

Finally, blockchain could play a role in access and contract management, guaranteeing total, unforgeable traceability of exchanges. “We’re still in the early stages, but the possibilities are immense,” he concludes.

An increasingly aware community

Beyond technology, it’s also the culture of confidentiality that’s making headway in shared spaces. “Users are increasingly aware of the issues at stake “, observes a coworking manager. “They naturally adopt best practices, which reinforces overall security.”

The spaces now organize workshops and training courses on data protection, creating a responsible community. “We’ve even set up a “mentoring” system,” he shares. “Experienced members help newcomers to adopt the right reflexes.”

“Confidentiality is no longer an obstacle to coworking, but a condition for its success “, sums up Julien Rigal-Dupont. “Spaces that combine openness and security will be the ones that attract tomorrow’s talent.

How do I choose a secure shared workspace?

With so many options to choose from, how can you be sure to select a space that meets your confidentiality requirements? Here are a few criteria to consider.

Check certifications and labels

“A serious space displays its certifications,” says Claire Martin. “For example, ISO 27001 is a guarantee of security for data management. Similarly, some coworking spaces have been awarded the “Confidentiality +” label, which guarantees strict processes “.

It’s also worth asking about regular security audits. “A space that uses external experts to assess its infrastructure inspires confidence “, she adds.

On-site infrastructure testing

“Nothing beats a visit “, advises Thomas Dubois. “Before making a commitment, I always check the quality of closed rooms, the noise level in open spaces, and the availability of secure lockers.”

Some spaces offer free trial days, an excellent opportunity to assess the atmosphere and facilities. “During the day, I observe how other members manage their confidentiality,” he explains. “If I see people discussing sensitive projects out loud in the open space, that’s a bad sign.”

Evaluate team responsiveness

“In the event of a problem, you need to be able to count on a reactive team,” stresses Élodie Moreau. “For example, if an access badge is lost, or a computer is forgotten in a room, the space must have clear protocols for dealing with these situations.”

She recommends asking specific questions before making a commitment: “How do you handle security incidents? Who has access to the private rooms? How is member data stored? ” The answers will give a good indication of the seriousness of the space.

Read reviews and testimonials

“Feedback from other users is a mine of information “, notes Sophie Leroy. “I always consult online reviews, especially on independent platforms. It gives me honest feedback on the reality of the place “.

Professional networks, such as LinkedIn, are also a good source. “I often ask my network questions there,” she shares. “Personal recommendations are worth all the advertising “.

For companies, it can be useful to ask the coworking space for references. “We contacted other companies who were using Wojo before we signed up,” explains David Benoish. “Their feedback confirmed that it was the right choice.”

Confidentiality and coworking: a possible balance

Shared workspaces have evolved to meet the challenges of confidentiality, without abandoning their open, collaborative DNA. Thanks to adapted infrastructures, innovative technologies and a culture of respect, they now offer a setting where security and flexibility coexist harmoniously.

“Coworking is no longer a compromise, but an optimal solution “, sums up Julien Rigal-Dupont. “As long as you choose the right space and adopt the right practices, you can work with complete peace of mind, while enjoying its many advantages.”

Whether you’re a freelancer, entrepreneur or telecommuting employee, modern shared workspaces will meet your needs, on one condition: you must remain vigilant and proactive in protecting your data. After all, confidentiality is also a matter of individual responsibility.

To help you choose your service providers, take a look at this guide to selecting service providers.

Are you still hesitating between an open space and a traditional office? Read this article on the impact of open spaces on productivity to find out.

FAQ : Combining confidentiality and shared workspaces

1. How do you guarantee confidentiality in a shared workspace?

Confidentiality in a coworking environment is based on several good practices:

• • Prefer closed meeting rooms for sensitive discussions, available in most premium spaces.

• • Use noise-canceling headphones and secure communication software (such as Signal or Teams in encrypted mode).

• • Avoid displaying confidential documents on open-space screens; opt for confidentiality filters or dedicated areas.

• • Check that the space offers secure lockers or lockable cabinets for storing your physical media.

Serious space managers like Wojo or WeWork often incorporate silent zones or soundproof bubbles to meet these challenges.

2. What tools should you use to secure your data in a shared office?

For peace of mind at work, combine :

• • Secure cloud storage: solutions like Dropbox (with encryption) or Google Drive in enterprise mode, to prevent local data leaks.

• • Virtual private networks (VPNs): Essential for encrypting your connection, especially on shared Wi-Fi.

• • Password managers: like 1Password or Bitwarden, to prevent unauthorized access.

• • Privacy screens: To limit the visibility of your work to prying eyes.

• • Secure document destruction: Some coworking centers offer dedicated paper shredders.

Don’t forget to lock your session as soon as you leave your computer, even for a few minutes.

3. Are coworking spaces suitable for regulated professions (lawyers, accountants, healthcare)?

Yes, as long as you choose a specialized or high-end space designed for regulated professions. Here’s what you need to check:

• • Security certifications: some coworking facilities are ISO 27001 (information security standard) or RGPD-compliant.

• • Private offices: Ideal for professions requiring acoustic and visual insulation (e.g. law firms).

• • Controlled access: Individual badges, surveillance cameras and restricted access to floors for visitors.

• • Confidentiality agreements: Some centers require their members to sign a code of ethics.

Players such as Regus or The Wing (in the USA) offer tailored solutions. In France, spaces like Wojo Business or Morning Coworking offer secure options.

4. How to organize a confidential meeting in a shared space?

For a sensitive meeting (negotiation, recruitment, strategy), follow these steps:

• • Reserve an enclosed room: Avoid open spaces and opt for rooms with opaque doors and soundproofing.

• • Check the equipment: Make sure the room has a secure screen (without risk of reflection) and an encrypted videoconferencing system.

• • Limit paper: Use tablets or computers with restricted access, and erase whiteboards after use.

• • Inform participants: Remind them of the rules of confidentiality at the start of the meeting (no photos, no sharing of information out of context).

• • To minimize the risk of eavesdropping, avoid peak times.

Some coworking centers offer “black box” rooms specially designed for sensitive exchanges.

5. What are the legal risks of confidentiality in coworking?

The main risks include :

• • Violation of the RGPD: If personal data (customers, employees) is exposed, your company may be sanctioned.

• • Disclosure of industrial secrets: A competitor or third party could gain access to strategic information (patents, contracts).

• • Liability in the event of a leak: If the coworking facility fails to meet its safety commitments, you may be held liable.

To protect yourself :

• • Sign a precise rental contract with confidentiality and security clauses.

• • Ask for professional liability insurance covering shared spaces.

• • Train your teams in best practices (e.g.: don’t leave documents lying around).

Consult a lawyer specialized in digital law to adapt your processes.

6. Are there 100% secure coworking spaces for businesses?

Yes, some coworking spaces are designed for companies with high security requirements:

• • Corporate coworking spaces: like The Office Group (London) or Kwerk (France), which offer private floors with biometric access.

• • Bunkerized spaces: with reinforced access control, shielded rooms and dedicated networks (e.g. data centers adapted to coworking).

• • Sector-specific Coworking Groups: Some are reserved for healthcare professionals (e.g. Hippocrate Coworking) or legal professionals, with strict protocols.

These solutions are more expensive, but offer a level of security comparable to that of a traditional office, with the added benefit of flexibility.

7. How do you handle confidential phone calls in an open space?

To avoid leaks during sensitive calls :

• • Use the soundproof phone booths available at most coworking centers.

• • Choose headphones with active noise reduction (e.g. Bose QC45) and keep your voice low.

• • Schedule your calls during off-peak hours (early morning or end of day).

• • For very sensitive calls, get out of the coworking area and use a secure outdoor space (private terrace, nearby park).

• • Use encrypted messaging (WhatsApp in business mode, Telegram Secret Chat) for written exchanges.

Some areas even offer “phone booths ” (small, enclosed cabins) equipped with anti-listening systems.

8. Can you personalize your workspace to enhance confidentiality?

Absolutely! Here are some tips for securing your workstation:

• • Privacy screens: To be placed on your monitor to limit viewing angles (e.g. 3M Privacy Filter).

• • Silent keyboard and discreet mouse: To avoid drawing attention to your keystrokes.

• • Cable organizers: to prevent unwanted connections (risk of keyloggers).

• • Webcam stickers: To cover your camera when not in use.

• • Plants or desk dividers: To create a discreet visual barrier.

Some coworking centers also allow you to bring your own furniture (e.g. a desk with lockable drawers) if you opt for a private office.

9. How to choose a safe coworking space for your business?

To select a secure shared workspace, ask yourself these questions:

• • How do I get there? Personal badge, unique code, facial recognition? Avoid places with free access.

• • Are there any surveillance cameras? Check their presence in common areas (without intruding into private offices).

• • What is the data cleansing policy? Printers and photocopiers should automatically delete files after use.

• • How secure is Wi-Fi? A professional network with WPA3 encryption and a firewall is a must.

• • What is the reputation of the location? Read reviews on privacy and security (platforms like Coworker.com).

• • Does it offer insurance? Some spaces include liability coverage in the event of theft or data leakage.

Don’t hesitate to visit the site and try it out for a day before making a commitment.

10. What are the alternatives to traditional coworking facilities for sensitive professions?

If traditional shared spaces aren’t for you, explore these options:

• • Serviced offices: like Regus or IWG, which offer private premises with services (reception, security, home automation).

• • Professional coliving spaces: reserved for a restricted community (e.g. Outsite for digital nomads).

• • Offices in business incubators: Often more secure, with contracts tailored to startups and SMEs.

• • Flex lease” premises: short leases (3 to 12 months) for entirely private spaces, with no long-term commitment.

• • Members-only” Coworkings: Accessible by invitation only or after verification of activities (e.g. The Wing for women entrepreneurs).

These solutions offer a better balance between flexibility and security, while avoiding the isolation of telecommuting.