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Privacy Policy for Space

Effective Date: June 28, 2025

1. Introduction

Welcome to Space! This Privacy Policy explains how we collect, use, share, and protect your information when you use our application (“App”), our website (usespace.online), and any related services (collectively, the “Service”).

Our core philosophy is to be transparent about our data practices and to treat your information with the respect and security it deserves. By using our Service, you agree to the collection and use of information in accordance with this policy.

2. Information We Collect

We collect several types of information to provide and improve our Service for you.

A. Information You Provide Directly

  • Account Information: When you create an account, we collect your name, email address, and a hashed version of your password.
  • Organization & Team Information: We collect the names, descriptions, and settings you provide for your organization and the teams within it.
  • User-Generated Content: This is the primary data you store in Space. It includes all information related to your inventory, including but not limited to:
    • Item names, descriptions, notes, and custom attributes.
    • Photos and other media files you upload as assets.
    • Location names, hierarchies, and descriptions.
    • Details about Allocations, including Events and Leases.
  • Communications: If you contact us for support, provide feedback, or respond to surveys, we will collect the information you provide in those communications.

B. Information We Collect Automatically

  • Usage and Log Data: When you interact with our Service, our servers automatically record information. This includes your IP address, browser type, and the dates and times of your requests. We also log in-app activity, such as features used (e.g., item creation, search performed), page views, and interactions with the AI assistant to understand usage patterns and improve the Service.
  • Device and Technical Information: We collect detailed, non-personally identifiable information about the device you are using to access our Service. This may include the operating system and version, device model, manufacturer, available RAM and disk space, and app version. This data is used for troubleshooting, analytics, and optimizing the app for different devices.
  • Cookies: We use cookies (small text files stored on your device) to operate and administer our website and Service, including to keep you logged in and remember your preferences.

C. Information from Third-Party Services

We use third-party services to help us operate, analyze, and improve our Service. These services may collect information about you.

  • Analytics and Crash Reporting: We use services like Google Analytics for Firebase, Firebase Crashlytics, and Microsoft Clarity to understand how users interact with our App and website. These tools collect data such as session duration, device models, geography, and in-app interactions. Crashlytics specifically collects crash reports, including stack traces and device information, to help us identify and fix stability issues. Microsoft Clarity helps us understand user behavior through heatmaps and session recordings of anonymized user interactions.
  • AI Services: We use third-party machine learning services to power intelligent features within Space. When you use features like AI chat or smart field suggestions, relevant data (e.g., images, text prompts, and related context from the app) may be sent to these services for processing.

3. How We Use Your Information

We use the information we collect for the following purposes:

  • To Provide and Maintain the Service: To operate our App and website, authenticate users, and provide the core inventory management features.
  • To Improve and Personalize the Service: To understand user behavior, fix bugs, and develop new features. Data from analytics services helps us make informed decisions about the future of Space.
  • To Communicate With You: To send you service-related announcements, security alerts, billing information, and to respond to your support requests.
  • For Security: To protect against fraud, abuse, and security threats by monitoring for suspicious activity.
  • For AI-Powered Features: We send user prompts, images, and other contextual data to third-party AI services to provide features like chat responses and smart field suggestions. This processing is necessary to deliver these intelligent features. We do not use your data to train our own AI models without your explicit consent.

4. How We Share Your Information

We do not sell your personal data. We may share your information only in the following circumstances:

  • With Service Providers: We share information with third-party providers, including hosting services (e.g., Google, Amazon), analytics providers, and AI platform providers, as necessary for them to perform their functions on our behalf.
  • For Internal Operations and Customer Support: Authorized Space personnel may access your data to diagnose and resolve technical issues, respond to your support requests, and improve the Service.
  • For Legal Reasons: We may disclose your information if required to do so by law or in the good faith belief that such action is necessary to comply with a legal obligation, protect and defend our rights or property, or protect the personal safety of users or the public.
  • Business Transfers: If we are involved in a merger, acquisition, or asset sale, your information may be transferred as part of that transaction.

5. Data Security

We take the security of your data seriously and implement robust measures to protect it. These include:

  • Encryption: Your data is encrypted both in transit (using TLS) and at rest.
  • Password Hashing: We use a strong, modern algorithm to protect your password.
  • Access Controls: We limit internal access to your data to authorized personnel only.

However, please be aware that no method of transmission over the Internet or method of electronic storage is 100% secure.

6. Data Retention and Deletion

We will retain your personal information for as long as your account is active or as needed to provide you with the Service. When a user account is deleted by an administrator, it is first “soft-deleted” (marked as inactive but recoverable) for a short retention period (e.g., 7 days). After this period, the account and associated data are permanently deleted from our production systems. We may retain certain anonymized or aggregated information as required by law or for legitimate business purposes after your account has been deleted.

7. Your Data Rights

Depending on your location, you may have certain rights regarding your personal data, including the right to:

  • Access the personal information we hold about you.
  • Request that we correct any inaccurate personal information.
  • Request that we delete your personal information.

To exercise these rights, please contact us at the address below.

8. Children’s Privacy

Our Service is not directed to individuals under the age of 16. We do not knowingly collect personal information from children under 16. If we become aware that a child under 16 has provided us with personal information, we will take steps to delete such information.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new policy on this page and updating the “Effective Date” at the top. We encourage you to review this Privacy Policy periodically for any changes.

10. Contact Us

If you have any questions about this Privacy Policy, please contact us at: support@usespace.online