Privacy Policy

1) Scope

This Privacy Policy explains how we collect, use, and share personal data when you visit our website(s), interact with our chatbot or forms, request a demo, contact Sales, or otherwise communicate with us. Our website is intended for business users; access to the Spacefit platform is provided only via a sales process and a written agreement (MSA/Order Form). This Privacy Policy does not govern the processing of data within the Spacefit SaaS platform, which is addressed in customer agreements.

2) Personal data we collect

We may collect the following categories of personal data:

• Data you provide:name, work email, company, job title, phone number, message content, meeting requests, demo requirements, and any files you choose to share for evaluation.
• Data collected automatically:IP address, approximate location (city/country), device type, browser/OS, pages viewed, time on page, referring/exit pages, and cookie identifiers.
• Chatbot data:information you submit and the conversation transcript. Our chatbot and lead handling are operated via HubSpot.
• Website tracking and analytics data:analytics and attribution data collected via Apollo, a sales intelligence tool. Apollo may use cookies, tracking tags, and IP-based visitor identification to help us understand website traffic and qualify inbound interest. For details, see our Cookie Policy.

3) Why we use your data (purposes)

• To respond to your requests, schedule demos, and communicate with you.
• To qualify inbound interest and manage our B2B sales process (including via Apollo visitor identification and HubSpot CRM).
• To operate, secure, maintain, and improve the website.
• To measure marketing performance and website engagement.
• To comply with legal obligations and to establish, exercise, or defend legal claims.

4) Legal bases (EEA/UK)

Where the GDPR applies, we rely on the following legal bases:

• Legitimate interests(e.g., responding to B2B inquiries, improving the website, preventing fraud, measuring performance, qualifying prospects via Apollo). We balance our interests against your rights and freedoms.
• Consent(for non-essential cookies and tracking technologies where required by applicable law).
• Pre-contract steps / contract(e.g., when you request a demo or initiate a business relationship).
• Legal obligation (where applicable).

We do not use your personal data for automated decision-making producing legal or similarly significant effects.

5) Cookies and similar technologies

We use cookies and similar technologies for essential website functionality (security and performance), analytics and measurement (including Apollo and HubSpot), and preference management. A detailed list of cookies, their purposes, providers, and durations is available in our separate Cookie Policy.

You can manage your cookie choices via our cookie consent banner and through your browser settings. Refusing non-essential cookies will not prevent access to the website but may limit certain analytics features. Refusing cookies is as simple as accepting them.

6) Sharing and disclosures

We may share personal data with:

• Service providers acting on our behalf, including: HubSpot (chatbot, CRM, and lead management), Apollo (website tracking, visitor identification, and analytics), and hosting, email, and scheduling providers.
• Hosting provider: Microsoft Azure (Microsoft Ireland Operations Ltd).
• Professional advisors (legal, audit) as needed.
• Authorities where legally required, or to protect rights, safety, and prevent fraud.
• A buyer/seller in a corporate transaction (e.g., merger/acquisition), subject to appropriate safeguards and prior notice where feasible.

We do not sell personal data.

7) International transfers

Some of our service providers process data outside the European Economic Area. In particular, HubSpot and Apollo may process data in the United States. Where required, we rely on lawful transfer mechanisms such as Standard Contractual Clauses (SCCs) adopted by the European Commission, and we implement appropriate supplementary safeguards.

8) Data retention

We keep personal data only as long as necessary for the purposes described above:

• Prospect/lead data: up to 3 years from last meaningful contact.
• Analytics data: retained per vendor default settings, typically up to 26 months.
• Chatbot transcripts: retained for the duration of the commercial relationship and up to 3 years thereafter.
• Legal/compliance records: as long as required by applicable law.

When data is no longer needed, it is deleted or anonymised.

9) Security

We implement technical and organisational measures to protect personal data, including access controls, monitoring, and encryption in transit. No method of transmission is fully secure; we continuously review and improve our safeguards.

10) Data breach notification

In the event of a personal data breach that is likely to result in a risk to your rights and freedoms, we will notify the competent supervisory authority (CNIL) within 72 hours in accordance with Article 33 of the GDPR. Where the breach is likely to result in a high risk, we will also notify affected individuals without undue delay.

11) Your rights

Depending on your location, you may have the right to access, correct, delete, or restrict the processing of your personal data, object to processing, request portability, and withdraw consent (where consent is the legal basis). You may also lodge a complaint with your local data protection authority (in France: CNIL, www.cnil.fr).

To exercise your rights, contact:contact@spacefit.ai

12) Children

Our website and services are intended for business users and are not directed to children under 16.

13) Changes

We may update this Privacy Policy from time to time. The latest version will be posted on our website with an updated effective date. We encourage you to review this page periodically.