Privacy Policy

This Privacy Policy describes how ABX Dynamics SRL, operating under the name Spacebook.tech ("Spacebook.tech", "we", "us", or "our"), collects, uses, stores, discloses, and otherwise processes personal data in connection with its website, platform, and related services.

Spacebook.tech is a software-as-a-service platform designed to support room, space, and resource booking workflows. This Privacy Policy applies to personal data processed through our website, our platform, and our related commercial and operational activities, except where a separate agreement, notice, or policy applies.

Where Spacebook.tech is made available to users through a customer organization, including a school, university, company, venue, or other institution, that organization may act as the data controller in respect of certain personal data processed through the platform. In such cases, Spacebook.tech generally acts as a processor or service provider on behalf of that organization and processes personal data in accordance with the applicable customer agreement and the customer's instructions.

Identity of the Controller

If you have questions regarding this Privacy Policy or our processing of personal data, you may contact us using the details above.

Scope and Roles

Spacebook.tech may process personal data in different capacities depending on the context.

We act as a data controller with respect to personal data relating to visitors to our website, prospective customers, business contacts, account owners and administrators with whom we contract directly, and personal data processed for billing, support, legal, compliance, security, and business administration purposes.

Where customer organizations use Spacebook.tech to manage users, bookings, resources, and related operational data within their own environment, those customer organizations are generally responsible for determining the purposes and means of that processing. In that context, Spacebook.tech generally acts as a processor or service provider on behalf of the relevant customer organization.

If you are an end user accessing Spacebook.tech through an organization, requests relating to personal data processed within that organization's account should in the first instance be directed to that organization.

Categories of Personal Data

The categories of personal data processed by Spacebook.tech depend on the manner in which the website and platform are used.

We may process identification and contact data, including name, email address, organization name, and account-related information.

We may process booking and usage data, including room or resource selections, dates, times, booking titles, notes, related scheduling details, account activity, administrative configuration data, and role or permission assignments.

We may process communications data, including support requests, correspondence, and other information voluntarily submitted to us.

We may process optional profile information, including profile images where such functionality is enabled.

If you choose to sign in with Google, Google authenticates your account and may provide Spacebook.tech with your verified email address, name, profile image, and a provider account identifier. Spacebook.tech does not request access to your Google Calendar, Google Drive, contacts, or password for this purpose.

We may process technical and usage data collected automatically, including IP address, browser type and version, device type, operating system, referring URLs, pages viewed, features used, timestamps, and diagnostic or log data.

Where payment-related functionality is used, payment processing is handled by third-party payment providers, including Stripe where applicable. Spacebook.tech does not store full payment card details on its own systems.

Purposes of Processing

We process personal data where necessary for the operation, delivery, maintenance, support, security, and improvement of Spacebook.tech and for related business purposes.

This includes processing personal data to provide and maintain the platform, create and manage accounts, enable and manage bookings, support customer administration, provide support services, communicate service-related notices, manage billing and contractual relationships, monitor performance and reliability, detect and prevent fraud, misuse, or security incidents, improve the functionality and security of the platform, comply with legal and regulatory obligations, and establish, exercise, or defend legal claims.

We do not use customer personal data for advertising purposes.

Legal Bases for Processing

Where the General Data Protection Regulation ("GDPR") or similar laws apply, we process personal data on one or more of the following legal bases, depending on the circumstances: performance of a contract, where processing is necessary to provide the service or fulfill contractual obligations; legitimate interests, including interests in securing and improving the platform, preventing abuse, administering our business relationships, and protecting our legal rights; compliance with legal obligations; and consent, where consent is required under applicable law.

Where Spacebook.tech processes personal data on behalf of a customer organization as processor or service provider, the relevant customer organization is responsible for determining the applicable legal basis for that processing.

Disclosure of Personal Data

We may disclose personal data where reasonably necessary for the purposes described in this Privacy Policy.

Personal data may be disclosed to third-party service providers that support the delivery and operation of Spacebook.tech, including providers of hosting and infrastructure services, authentication and account services, payment processing, email delivery, analytics, monitoring, and customer support tools. Such providers are engaged under contractual and confidentiality obligations appropriate to the nature of the services provided and are authorized to process personal data only as necessary for those services.

Where Spacebook.tech is used by an organization, personal data may also be accessible to authorized users and administrators within that organization, in accordance with the configuration of the platform and the applicable permission model.

We may further disclose personal data where required to do so by applicable law, regulation, legal process, or governmental request, or where disclosure is reasonably necessary to protect our rights, property, systems, users, or the public.

In the event of a merger, acquisition, financing transaction, reorganization, sale of assets, or similar corporate event, personal data may be disclosed or transferred as part of that transaction, subject to applicable legal requirements and appropriate safeguards.

International Transfers

Spacebook.tech is established in Belgium but may use infrastructure, systems, and service providers located in other jurisdictions.

Where personal data is transferred outside the European Economic Area, the United Kingdom, or another jurisdiction that restricts international data transfers, we take steps intended to ensure that an appropriate level of protection is maintained. Depending on the circumstances, such measures may include reliance on an adequacy decision, the execution of standard contractual clauses or equivalent transfer mechanisms, and supplementary safeguards where appropriate.

Further information regarding applicable transfer mechanisms may be requested by contacting us.

Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected and processed, including for the provision of the service, the performance of contractual obligations, compliance with legal and regulatory requirements, the resolution of disputes, the enforcement of agreements, and the maintenance of reasonable business and security records.

Retention periods may vary depending on the nature of the data, the relevant customer configuration, applicable legal requirements, operational needs, and security considerations.

Where Spacebook.tech processes personal data on behalf of a customer organization, retention may also depend on the customer's instructions, account configuration, and applicable contractual arrangements.

Security Measures

We implement technical and organizational measures designed to protect personal data against unauthorized or unlawful access, loss, misuse, alteration, disclosure, or destruction.

Such measures may include encryption of data in transit, access controls, role-based permissions, logical separation of customer data, logging and monitoring, managed infrastructure security controls, backup and recovery processes, and maintenance and vulnerability management practices appropriate to the nature of the service.

While we seek to apply safeguards appropriate to the sensitivity and volume of the personal data processed, no method of transmission over the internet and no method of electronic storage can be guaranteed to be fully secure. Accordingly, we cannot guarantee absolute security.

Appropriate Use and Sensitive Data

Spacebook.tech is intended for operational booking and scheduling workflows. It is not designed for the storage or processing of special categories of personal data or other highly sensitive information, including health data, biometric data, government-issued identification numbers, criminal convictions data, full payment card data, or highly sensitive student records.

Customers and users are responsible for ensuring that the platform is used appropriately and that data not required for the intended purpose of the service is not submitted through the platform.

Children's Data

Spacebook.tech is not directed to children as a consumer service. Any processing of personal data relating to minors or students is expected to occur only through and under the authority of a customer organization, such as a school or educational institution, acting as the relevant controller.

Where we process such data on behalf of a customer organization, we do so in our capacity as processor or service provider and in accordance with that organization's instructions and the applicable contractual arrangements.

Data Subject Rights

Subject to applicable law, individuals may have rights in relation to their personal data, including the right to request access, rectification, erasure, restriction of processing, objection to certain processing activities, withdrawal of consent where processing is based on consent, and the right to lodge a complaint with a competent supervisory authority.

Where Spacebook.tech processes personal data on behalf of a customer organization, we may refer the request to that organization or request that the individual contact the organization directly, as the organization is generally responsible for the underlying processing decisions.

Requests relating to personal data may be submitted to contact@spacebook.tech.

Cookies and Analytics

We may use cookies and similar technologies on our website and platform for purposes including functionality, security, session management, and service performance.

We may also use privacy-focused analytics solutions, including Plausible Analytics, to better understand usage of our website and platform and to improve our services. Where required by applicable law, we will obtain consent before deploying non-essential cookies or similar technologies.

Users may control cookies through their browser settings, although disabling certain cookies may affect the functionality or availability of parts of the service.

Third-Party Services and Links

The website or platform may contain links to third-party websites, services, or integrations. This Privacy Policy does not apply to the processing practices of such third parties, and we encourage users to review the relevant third-party privacy notices directly.

Changes to this Privacy Policy

We may amend this Privacy Policy from time to time to reflect changes in our services, legal obligations, or processing practices. When changes are made, the "Last updated" date at the top of this Privacy Policy will be revised. Where required by applicable law, we will provide additional notice in relation to material changes.

Contact

Any questions, requests, or concerns relating to this Privacy Policy or our processing of personal data may be addressed to: