This notice applies across all gospace AI "services," which we define as our websites and all of our services, including online and mobile products and any other applications or services we offer such as events and training.
By "personal data," we mean identifiable information about you such as your name, email address, telephone number, and company affiliation. If you cannot be identified (for example, when your personal data has been aggregated and anonymised), this notice does not apply.
We may choose to update this notice from time to time. Where a change is significant and we have your information, we will notify you normally by email.
"We" (or "our and "us") in this document refers to gospace AI Limited, a private limited company registered in England and Wales, with company number 09096842, whose registered office is 9th Floor, 107 Cheapside, London, EC2V 6DN, United Kingdom, and its wholly-owned subsidiaries.
Regarding the UK Data Protection Act 1998 and European Union data protection laws, gospace AI Limited is the data controller of personal data that you submit to us or personal data that we collect from you when you use our services. We are the data processor in cases where we are providing services to another data controller of your personal data, such as your employer.
If you would like to know what information we hold about you or if you have other questions or complaints about this privacy notice, our contact details are:
When you visit our websites or use our services, we may collect personal data, normally by one of these methods:
Information you give us directly: Nearly all information we collect comes directly from you, or from you as our customer, or you as an employee of our customer. When you visit or use some parts of our websites or services, we might ask you to give us personal data; for example, we might ask for your contact information when you sign up for a trial, respond to a job application or email offer, participate in training and events, or request our support. You are not required to give us your personal data but in cases where you do not, you may be unable to use certain parts of our websites or services.
Information provided to us by your employer, or that we collect on your employer’s behalf: Your employer may provide us with information, or ask us to collect information, from building access systems such as radio frequency ID badges, or from building network systems such as wireless access points. This information may include data about your presence or absence in a building or facility, and the times you were present or absent. Depending on your employer’s agreements with you and our service to them, we may use that information to forecast group demand for work spaces, show you and your colleagues the current use of work spaces, or allow you and your colleagues to find one another for purposes of collaboration.
Information from third parties: We might collect personal data about you from other sources, including publicly available materials or trusted third parties such as our marketing and research partners. We use this information, and the personal data we already hold, to improve our services or to validate your personal data.
Where we collect personal data, we process it only: (i) to satisfy a contract with you, or (ii) where we have legitimate interests and those interests are not overridden by your rights, or (iii) to meet a legal obligation, or (iv) where we have your consent.
If we do not collect your personal data, we may be unable to provide you with some of our services, and some functions and features on our websites might not be available to you.
We use your personal data primarily to operate our websites, provide you with the services you have requested, and manage our relationship. We also use your personal data for other purposes, which may include:
Communicating with you; for example:
- Answering your requests (such as for training materials);
- Sending you information we are required to send;
- Telling you about operational changes to our websites and services, notifying you about security updates, or helping you use our websites and services;
- Sending you marketing communications according to your stated preference;
- Asking you to participate in research we may conduct.
Supporting you; for example, to resolve technical support problems or other problems related to our websites or services, whether by email, in-app support or otherwise.
Enhancing our websites and services; for example, to track and monitor your use of websites and services, or to conduct technical analysis of our websites and services to improve them.
Providing features in our service, such as allowing you and your colleagues to see who is present in a building and available for collaboration, or to see forecasts of demand for work space.
Detecting and preventing fraudulent or malicious activity, and ensuring that our websites and services are being used according to our terms of service.
Marketing to you, with your consent (see below). We may also use your personal data to display targeted advertising to you online, through our own websites and services or through third party websites and their platforms.
Analysing and reporting; for example, we may use the personal data we collect about you and other users of our websites and services (whether obtained directly or from third parties) to produce aggregated and anonymised analytics and reports, which we may share publicly or with third parties.
We may disclose your personal information to:
Any third party to whom disclosure is necessary to enable us to provide you with any services or products that you have requested through the site which may be provided by such third parties; and
Any person to whom disclosure is necessary to enable us to enforce our legal rights, or to protect the rights, property, or safety of our employees or where disclosure is permitted or required by law.
You should note that any public elements of websites will be visible to other users of those websites anywhere in the world. You should only submit information about yourself directly on the non-public elements of websites, or if on public elements, only the information you are willing to be made public.
There will be times when we need to share your personal data with third parties. We will only disclose your personal data to:
- Other companies in our group of companies;
- Third party service providers and partners who assist and enable us to use the personal data to, for example, support delivery of or provide functionality on the website or services, or to market or promote our goods and services to you;
- Regulators, law enforcement bodies, government agencies, courts or other third parties where we must comply with applicable laws or regulations, or to exercise, establish or defend our legal rights. Where possible and appropriate, we will notify you of this type of disclosure;
- An actual or potential buyer (and its agents and advisors) in connection with an actual or proposed purchase, merger or acquisition of any part of our business;
- Other people where we have your consent.
When we share data, it may be transferred to, and processed in, countries other than the country you live in, including the United States, where our data hosting providers' servers are located. Where we disclose personal data to a third party in another country, we use safeguards to ensure your personal data remains protected.
For individuals in the European Economic Area (EEA), your data may be transferred outside of the EEA. Where your personal data is transferred outside the EEA, it will only be transferred to countries that have been identified as providing adequate protection for EEA data, or to a third party where we have approved transfer mechanisms in place to protect your personal data; for example, by adhering to the European Commission’s Standard Contractual Clauses. For further information, please contact us using the details set out in the Contact us section below.
Security of your personal data is a priority for us. We are committed to protecting your personal data and have appropriate technical and organisational measures in place to make sure that happens. Our security certifications are available upon request.
The length of time we keep your personal data depends on what it is and whether we have an ongoing business need to retain it (for example, to provide you with a service you have requested or to comply with applicable legal, tax or accounting requirements).
We will retain your personal data for as long as we have a relationship with you and have a business need to retain it, in accordance with our data retention policies and practices. Following that period, we will delete or anonymise it.
You may request a copy of your personal data, or ask us to stop or restrict its processing, or to delete it. You can exercise these rights at any time by making a request to us at the contact details provided in this notice. We will review and investigate your request and try to respond to you within a reasonable time frame. You may also complain to your local data protection authority, who can advise you about how to submit a complaint.
If you have a question or comment about this notice, our websites or services, please send us an email to [email protected]. We will ensure that your message gets to the correct person, in the appropriate location and jurisdiction.