instaSpace ("we", "our", or "us") is committed to protecting personal data and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard personal information when you access or use our website, applications, and services (collectively, the "Service").
This Privacy Policy should be read alongside any applicable Data Processing Agreement (DPA) entered into between instaSpace and its customers.
1. Roles and Scope
Depending on the context:
- (a) instaSpace acts as a Data Controller for personal data relating to website visitors, account holders, billing contacts, and marketing communications.
- (b) instaSpace acts as a Data Processor when processing customer content (including contracts and documents) on behalf of customers using the Service.
Where instaSpace acts as a Data Processor, processing is governed by the applicable DPA and customer instructions.
2. Information We Collect
2.1 Information You Provide to Us
- (a) Account Information: When you create an account, we collect information such as name, work email address, job title, organization name, phone number, and billing details.
- (b) Customer Content: When using the Service, you may upload or submit documents, contracts, or other content that may contain personal data. This data is processed solely to provide the Service and in accordance with customer instructions.
- (c) Customer Support: Information you provide when contacting support, including communications and related metadata.
2.2 Information We Collect Automatically
- (a) Usage Data: IP address, browser type, operating system, access times, pages viewed, and interaction logs.
- (b) Device Information: Device type, operating system version, and browser configuration.
- (c) Cookies and Tracking Technologies: We use cookies and similar technologies to operate the Service, analyze usage, and improve performance. See Section 7 for details.
2.3 Information from Third Parties
We may receive limited information from third-party service providers such as authentication providers, payment processors, or analytics services in connection with the Service.
3. How We Use Personal Data
We use personal data to:
- (a) Provide, operate, and maintain the Service
- (b) Process payments and manage subscriptions
- (c) Respond to inquiries and provide customer support
- (d) Monitor usage and improve functionality and security
- (e) Send service-related communications
- (f) Send marketing communications where permitted by law
- (g) Detect, prevent, and address fraud, security, or technical issues
- (h) Comply with legal and regulatory obligations
When acting as a Data Processor, we process personal data solely in accordance with customer instructions and the applicable DPA.
4. Legal Bases for Processing
Where required by applicable data protection laws, instaSpace relies on one or more of the following legal bases:
- (a) Performance of a contract
- (b) Legitimate interests (such as service security and improvement)
- (c) Compliance with legal obligations
- (d) Consent, where required
5. How We Share Personal Data
We may share personal data with:
- (a) Service Providers (Sub-Processors): Trusted third parties that support our operations (e.g., hosting, cloud infrastructure, analytics, payment processing). Sub-processors are bound by contractual confidentiality and data protection obligations.
- (b) Affiliates: Entities under common ownership or control, subject to this Privacy Policy.
- (c) Legal and Regulatory Authorities: Where required to comply with applicable laws or protect legal rights.
- (d) Business Transfers: In connection with a merger, acquisition, restructuring, or sale of assets.
We do not sell personal data.
6. Data Retention
We retain personal data only for as long as necessary to:
- (a) Provide the Service
- (b) Fulfill contractual obligations
- (c) Comply with legal requirements
Customer Content is retained in accordance with customer instructions and deleted or returned upon termination, as specified in the applicable DPA.
7. Cookies and Tracking Technologies
We use cookies to:
- (a) Enable core functionality
- (b) Analyze usage and performance
- (c) Improve user experience
You can control cookies through your browser settings. Disabling cookies may limit certain features of the Service.
8. Data Security
We implement appropriate technical and organizational security measures to protect personal data, including access controls, encryption, and secure infrastructure. While no system is completely secure, we continuously work to protect your information.
9. International Data Transfers
Personal data may be processed or stored outside your country of residence. Where required, we use appropriate safeguards such as contractual protections to ensure lawful cross-border data transfers.
10. Your Rights
Depending on your jurisdiction, you may have rights to:
- (a) Access your personal data
- (b) Correct or update inaccurate data
- (c) Request deletion or restriction
- (d) Object to certain processing activities
- (e) Withdraw consent where applicable
Requests related to Customer Content should be directed to the relevant customer (data controller). We support customers in fulfilling such requests in accordance with the DPA.
11. Children's Privacy
The Service is not intended for individuals under the age of 18. We do not knowingly collect personal data from children.
12. Changes to This Privacy Policy
We may update this Privacy Policy periodically. Material changes will be posted on our website with an updated effective date.
13. Contact Us
If you have questions about this Privacy Policy or data protection practices, contact us at: