Summary of our Privacy Policy

This summary encapsulates the comprehensive privacy policy of SpaceMedia, effective from December 26th, 2023. It applies to all websites under the SpaceMedia umbrella and includes all products and services offered on these sites. The full policy, outlined below, is the binding legal document.

Commitment to Privacy: For nearly a quarter of a century, SpaceMedia has upheld a strong commitment to privacy. We have never sold customer information for advertising purposes nor have we engaged in revenue generation from third-party ads. This foundational principle guides how we handle your personal information, detailing what we collect, how we use it, who has access to it, and your rights regarding this data.

Part I – Data Collected and Managed by SpaceMedia

SpaceMedia collects only essential information. This includes data you provide when creating an account, registering for events, seeking customer support, or making purchases. While we store names and contact details, we do not retain credit card numbers, except with your explicit consent and within secure payment gateways.

Our websites and software automatically gather fundamental information about your visit and usage, such as your arrival method to our site, navigation paths, and feature interactions. This data is vital for improving our services and guiding new developments.

Occasionally, we receive your information indirectly. For example, if you access our products via authentication services like LinkedIn or Google, they forward your contact details to us. Interactions on social media platforms also grant us access to your profile data, which we retain even after its removal from the social platforms.

Utilization of Your Information: We employ your data to deliver requested services, manage your accounts, and monitor for unauthorized activities. It also aids in communicating with you about current and new products, support requests, and policy changes. We analyze collected data to understand user needs and improve our offerings.

Our legal basis for data collection and processing includes your consent or the necessity to provide requested services. In other cases, our legitimate business interests guide our practices.

You have the option to decline specific data usage or to disable cookies, which might affect certain website functionalities. We ensure that non-essential and intrusive third-party cookies are disabled on all SpaceMedia websites and products.

Access to your personal data within SpaceMedia is restricted to employees and contractors who need it for valid purposes. Shared data with third parties, such as service providers or domain registrars, is under strict security protocols.

Citizens of the European Economic Area (EEA) are granted specific data rights, which SpaceMedia extends globally, including access, rectification, erasure, and others.

Your personal data is retained as long as necessary for the stated purposes in this policy. Once it is no longer needed, we will delete, anonymize, or segregate the data accordingly.

Part II – Information Processed by SpaceMedia on Your Behalf

When you utilize SpaceMedia applications to manage data such as customer or employee information, you entrust us with this 'service data'. If you use a SpaceMedia mobile app and grant access to your device's contacts or photo library, you are also entrusting us with this data.

You retain ownership of your service data. SpaceMedia safeguards it, limits access, and processes it based on your directives. You may access, share via third-party integrations, or request the export or deletion of this data.

We store your data in your account for as long as you utilize SpaceMedia Services. Following account termination, your data is removed from our active databases within 6 months and from our backups within an additional 3 months.

If you are in the EEA and believe your data has been entrusted to us (e.g., by your employer or a service provider), you can direct requests regarding your data to the respective party. We will collaborate with them to address your requests effectively.

Part III – General Considerations

While we strive to ensure comprehensive privacy protection, certain situations require the disclosure of personal information. These include legal obligations, fraud prevention, agreement enforcement, or user safety protection. We currently do not respond to Do Not Track signals from web browsers but will adapt our policy in line with emerging universal standards.

Be aware that third-party websites and social media widgets linked from our sites have their own privacy policies. We recommend reviewing these policies before sharing your personal information.

You can reach out to SpaceMedia for inquiries about our privacy practices, GDPR-compliant Data Processing Addendum requests, concerns about minor data collection, or requests to remove your personal information from our blogs or forums. Additionally, check our Security Policy and Privacy Policy for more information.

In the event of significant changes to our privacy policy or in the rare case of a business sale, we will notify you through email or website notices. Changes affecting your rights will be communicated at least 30 days in advance.

Extended Privacy Policy Statement

This Privacy Policy is upheld by the SpaceMedia Group, encompassing all entities listed on our website. We have been committed to user privacy for over two decades, prioritizing minimal data collection and clear user communication. Our primary commitment is not to profit from advertising revenues, even for free product versions, thus avoiding conflicts of interest and ensuring user privacy.

The aim of this policy is to clearly articulate the data we collect, its intended use, and our non-use policies. Despite its length, we strive for clarity and directness in our language.

Scope of This Privacy Policy

This Privacy Policy applies to all websites linked here, along with the products and services offered on these sites. It covers mobile applications, applications on SpaceMedia's online marketplace, and third-party online marketplaces. This policy does not apply to any SpaceMedia sites, products, or services with separate privacy policies.

The policy is divided into three parts, addressing information collected and controlled by SpaceMedia, information processed on your behalf, and general topics like security commitments and policy updates.

Part I – Detailed Information on Data Collected and Controlled by SpaceMedia

Information Provided by You:

• Account Signup: When signing up for our services, we collect essential information such as your name, contact number, email address, company details, and geographic location. A unique username and password are required for account access.
• Event Registrations and Form Submissions: We record information submitted during event registrations, newsletter subscriptions, form submissions for downloads, surveys, and customer support requests.
• Payment Processing: For purchases, we collect your name, contact information, and payment details. Credit card information is stored securely with our Payment Gateway Service Providers.
• Testimonials: If you provide a testimonial about our services, we may include your name and other personal information. You have the opportunity to review and approve these before publication.
• Interactions with SpaceMedia: We record and analyze interactions with our team, including emails, calls, and chats, to improve customer service.

Information Collected Automatically:

• Information from browsers, devices, and servers: This includes IP addresses, browser types, language preferences, time zones, operating systems, and other technical information.
• Information from cookies and tracking technologies: We use cookies and similar technologies for user identification, preference storage, and service improvement.
• Information from application logs and mobile analytics: This includes usage details such as clicks, scrolls, accessed features, errors, performance data, and device locations.

Information from Third Parties:

• Federated Authentication Service Providers: Logging in through services like LinkedIn or Google shares your basic profile information with us.
• Referrals and Reselling Partners: Information provided by partners or through referral programs is used to facilitate your requests and inquiries.
• Publicly Available Sources: We collect publicly available information, especially when you interact with us on social media platforms or review sites.

Purposes for Using Information: Beyond the purposes already mentioned, we utilize your information in several key ways:

• Communication: We engage with you about our products and services, policy updates, and provide important notices. This includes emails about products you have downloaded, services you are subscribed to, and significant policy changes.
• Updates and Offers: Keeping you informed about new products, services, upcoming events, and offers we believe may interest you.
• Feedback and Surveys: Inviting you to participate in surveys or provide feedback on our products and services, aiding in our ongoing improvement.
• Account Management: Setting up and maintaining your account, and performing all necessary actions to provide our services, such as collaboration facilitation, website and mail hosting, and data backup and restoration.
• User Experience: Analyzing how you use our products and services to enhance user experience, develop new features, and ensure efficient service delivery.
• Customer Support: Providing assistance, resolving queries, and improving the quality of interaction with our customers.
• Security and Fraud Prevention: Detecting and preventing fraudulent transactions and other illegal activities to protect the rights and interests of SpaceMedia, our users, and the public.
• Data Analysis: Analyzing trends, administering our websites, tracking visitor navigation to understand user preferences and improve our services accordingly.
• Marketing Effectiveness: Enhancing the effectiveness of our marketing campaigns and tailoring suggestions to user preferences.

Legal Bases for Collecting and Using Information: Our legal grounds for processing your information depend on the nature of the information and the context in which we collect it. These are primarily:

• Contractual Necessity: Processing data is essential to provide the services you request.
• Legitimate Interests: We process data based on legitimate interests that are not overridden by your data protection rights. This includes providing a safe, efficient, and customized experience.
• Consent: In cases where consent forms the basis, you have the right to withdraw it without affecting the lawfulness of processing based on consent before its withdrawal.
• Legal Requirements and Protection of Vital Interests: Sometimes, we may need to process your data to comply with a legal obligation or to protect your vital interests or those of another person.

Your Choice in Information Use: You have several choices regarding the use of your information:

• Opting Out of Communications: You can opt-out of receiving non-essential electronic communications by using the 'unsubscribe' function in such messages.
• Managing Cookies: You have the option to disable cookies, but this may limit your use of certain website features.
• Providing Optional Information: You have the choice to not provide optional profile information and to delete or change such information.

Who We Share Your Information With: Your information is shared under specific conditions:

• Within SpaceMedia: Access to your information within SpaceMedia is limited to employees and contractors who require it to perform their job functions.
• Third-Party Service Providers: We share your information with third-party service providers under strict confidentiality agreements. They are authorized to use your information only to provide services to us.
• Reselling Partners: We may share information with our authorized reselling partners for the purpose of contacting you about our products and services.
• Legal Compliance: We may disclose your information to comply with legal obligations, protect our rights, or in response to legal processes.

Your Rights with Respect to Information We Hold About You as a Controller

If you reside in the European Economic Area (EEA) or elsewhere, SpaceMedia recognizes and upholds your data protection rights:

• Right to Access: You can request access to your personal data that we hold. This includes obtaining details about the data's source, purpose, processing period, and the entities with whom it's shared.
• Right to Rectification: You are entitled to correct inaccuracies in your data or update it. We enable you to supplement your information based on its usage purposes.
• Right to Erasure: You can ask us to erase your personal information in specific situations, like when it's no longer necessary for the purpose it was collected.
• Right to Restriction of Processing: In certain circumstances, such as when you contest the accuracy of your data, you can request a restriction on its processing.
• Right to Data Portability: You have the option to transfer your data to a third party in a structured, commonly used format, especially when the processing is based on consent or automated means.
• Right to Object: You can object to the processing of your data in specific cases, like for direct marketing purposes.
• Right to Lodge a Complaint: If you have any complaints about how we handle your data, you can approach the relevant supervisory authority. This option is available irrespective of your location.

Retention of Information: We hold your personal information as long as necessary for the purposes outlined in our Privacy Policy. However, there are instances where we might retain data for extended periods, in compliance with legal, tax, or regulatory requirements. This includes maintaining suppression lists, preventing abuse, managing legal claims, enforcing agreements, and fulfilling accounting obligations. Once the need to process your data ceases, we will securely delete or anonymize it in our active databases. Additionally, the information will be isolated from further processing and securely stored on backup discs until deletion becomes feasible.

Part II – Information that SpaceMedia Processes on Your Behalf

Information Entrusted to SpaceMedia and Purpose

At SpaceMedia, we understand the importance of data entrusted to us and its purpose:

• Information Provided in Connection with Services: You may entrust information, which you control, to SpaceMedia when using our services or seeking technical support. This information can include data about your customers and employees (if you act as a controller), or data you use on behalf of others (if you act as a processor). This data may reside on our servers when you use our services or be shared with us for technical support.
• Information from Mobile Devices: Some of our mobile applications may access features like the camera, microphone, contact information, and more on your device, as necessary to provide their services. Additionally, location-based information may be collected for specific purposes, such as locating nearby contacts or setting location-based reminders. Location data will be shared exclusively with our mapping providers and used solely for mapping user locations. You can manage mobile app permissions at any time through your device settings. Data accessed by mobile apps is used within the context of the respective app and associated with your account in our services or products.

All information entrusted to SpaceMedia is collectively referred to as "service data."

Ownership and Control of Your Service Data

We acknowledge that you own your service data. You have full control over your service data, including the ability to (i) access it, (ii) share it through supported third-party integrations, and (iii) request its export or deletion.

How We Use Service Data

We process your service data based on the instructions you provide through various modules of our services. For example, when using our invoicing service to generate an invoice, customer information is used for this purpose. Similarly, our email marketing service uses email addresses from your mailing list to send emails.

Push Notifications

If you enable notifications in our desktop and mobile applications, we will send push notifications through providers like Apple Push Notification Service, Google Cloud Messaging, or Windows Push Notification Services. You can manage your notification preferences or disable them by adjusting the app or device settings.

Who We Share Service Data With

SpaceMedia group and third-party sub-processors: To deliver services and technical support for our products, various entities within the SpaceMedia group and third parties are engaged.

Employees and Independent Contractors: Access to your service data is provided to our employees and independent contractors associated with SpaceMedia group entities involved in service provision. This access is restricted to specific individuals, logged, and audited. Our employees may also access data shared with us for technical support or data import into our products or services, with strict privacy and security guidelines.

Collaborators and Other Users: Some products or services allow collaboration with other users or third parties, enabling them to view parts of your profile information. For instance, when you collaborate on a document, your name and profile picture may be visible to collaborators.

Third-Party Integrations You Enable: Most of our products and services support third-party integrations. Enabling such integrations may grant third parties access to your service data and personal information. We recommend reviewing the privacy practices of third-party services and products before enabling integrations.

Other Cases: Additional scenarios involving information sharing, common to Parts I and II, are described in Part III.

Retention of Information

We retain data in your account for as long as you use SpaceMedia Services. Upon terminating your SpaceMedia user account, your data will be deleted from the active database during the next 6-month cleanup cycle. Data deleted from the active database will also be removed from backups after 3 months.

Data Subject Requests

If you are from the European Economic Area and believe that we process your information on behalf of one of our customers, please contact the respective customer for requests related to your personal data, such as access, rectification, erasure, restriction, objection, or export. We will support our customer in responding to your request promptly.

Part III – General

Children’s Personal Information

Our products and services are not intended for individuals under the age of 16. SpaceMedia does not knowingly collect personal information from children under 16 years of age for its own purposes. If we become aware that a child under 16 has provided us with personal information, we will take immediate steps to delete such information. If you believe that a child under 16 years has submitted personal information to us, please contact us at privacy@spacemedia.uk with the details, and we will promptly delete the information we hold about that child. However, if you use our products to collect information about individuals who may be children, you acknowledge and agree that you are responsible for complying with applicable laws and regulations related to the protection of such personal information.

How Secure Is Your Information

At SpaceMedia, we prioritize data security. To ensure the security of your information, we have obtained certifications for industry standards. We have implemented robust administrative, technical, and physical safeguards to prevent unauthorized access, use, modification, disclosure, or destruction of the information you entrust to us. If you have any concerns about the security of your data, please review our Security Policy or reach out to us at security@spacemedia.uk with your questions.

Data Protection Officer

We have designated a Data Protection Officer (DPO) to oversee the management of your personal information in line with this Privacy Policy. If you have any questions or concerns about how we handle your personal information, you can contact our DPO by sending an email to dpo@spacemedia.uk or by writing to: Data Protection Officer, SpaceMedia Corporation BV, Beneluxlaan 4B, 3527 HT Utrecht, The Netherlands.

Locations and International Transfers

We may share your personal information and service data within the SpaceMedia Group and with third parties for the purposes outlined in this policy. By using our products and services or providing personal information or service data to us, you understand that your data may be processed, transferred, and stored in the United States of America, the European Economic Area (EEA), and other countries where SpaceMedia operates. Such transfers are governed by appropriate data protection agreements, including a group company agreement based on the EU Commission’s Model Contractual Clauses for data processing activities under GDPR. To obtain copies of these agreements related to data transfers within the SpaceMedia Group and with third parties, please contact legal@spacemedia.uk.

Data Processing Addendum

To help you meet your data protection obligations, we are prepared to sign an appropriate Data Processing Addendum (DPA). You can request a DPA from SpaceMedia by completing this form. Once we receive your request, we will provide you with the DPA for your signature.

Automation and Artificial Intelligence

We employ various technologies, including regex parsing, template matching, artificial intelligence, and machine learning, to enhance productivity and predictive capabilities. To respect your privacy and confidentiality expectations, we use service data for these technologies in the following limited ways: (i) using anonymized portions of service data to improve algorithm accuracy and (ii) using your organization's data to develop organization-specific models. Our automation and artificial intelligence technologies primarily rely on our own organization's data, including internal communications, customer interactions, and documents, as well as data from free and paid external sources.

Do Not Track (DNT) Requests

Some internet browsers feature 'Do Not Track' (DNT) functionality, which sends a signal (DNT signal) to visited websites indicating the user's preference not to be tracked. Currently, there is no standard governing website responses to these signals. At present, we do not take specific actions in response to DNT signals.

External Links on Our Websites

Our websites may contain links to other websites not covered by this Privacy Policy. If you provide personal information to these third-party sites, their privacy policies will govern your data. As a precaution, we recommend refraining from sharing personal information with third parties until you have reviewed their privacy policies and ensured their privacy practices align with your expectations.

Blogs and Forums

We offer publicly accessible blogs and forums on our websites. Please exercise caution when providing information on these platforms, as it may be used to contact you with unsolicited messages. We advise you to avoid disclosing personal information in our blogs and forums. SpaceMedia is not responsible for publicly disclosed personal information. Your posts and certain profile information may persist even after you terminate your SpaceMedia account. If you wish to have your information removed from our blogs and forums, please contact us at privacy@spacemedia.uk.

Social Media Widgets

Our websites may include social media widgets like Facebook "like" buttons and Twitter "tweet" buttons for sharing articles and information. These widgets may collect data such as your IP address and your website navigation history, and they may set cookies to function properly. Interactions with these widgets are governed by the privacy policies of the companies providing them.

Disclosures in Compliance with Legal Obligations

We may be legally obligated to preserve or disclose your personal information and service data to comply with applicable laws, regulations, legal proceedings, or government requests, including national security requirements.

Enforcement of Our Rights

We may disclose personal information and service data to a third party if we believe such disclosure is necessary to prevent fraud, filter spam, investigate suspected illegal activities, enforce our agreements or policies, or safeguard the safety of our users.

Business Transfers

While we have no intention to sell our business, in the unlikely event of a sale, acquisition, or merger, we will ensure that the acquiring entity is legally bound to honor our commitments to you. We will notify you via email or prominent notices on our website about changes in ownership or in the use of your personal information and service data. You will also be informed about any choices you have concerning your personal information and service data.

Compliance with this Privacy Policy

We make diligent efforts, including periodic reviews, to ensure that the personal information you provide is used in accordance with this Privacy Policy. If you have concerns about our adherence to this policy or how your personal information is handled, please contact us at privacy@spacemedia.uk. We will respond and, if necessary, collaborate with the relevant regulatory authorities to address your concerns effectively.

Notification of Changes

We may update this Privacy Policy from time to time, and we will notify you of such changes through a service announcement or by sending an email to your primary email address. If we make significant changes to the Privacy Policy that may impact your rights, we will provide you with at least 30 days' advance notice via email to your primary email address. Please ensure that your email address is verified to receive important notifications. If you believe that the revised Privacy Policy affects your rights concerning the use of our products or services, you have the option to terminate your use within 30 days by sending us an email.

Your continued use of our products and services after the effective date of changes to the Privacy Policy will be considered as your agreement to the modified Privacy Policy. Please note that minor changes to the Privacy Policy may not trigger email notifications. If you have concerns about how your personal information is handled, we recommend checking our Privacy Policy periodically at https://spacemedia.uk/privacy-policy.