At Welcome Spaces, we take protecting the identity and personal information of our users and website visitors extremely seriously. Since most of us are not lawyers, we’ve worked hard to explain—clearly and in plain English—what we do, what information we collect, and why, so you can feel confident about using Welcome Spaces.
If anything is unclear, please do not hesitate to reach out to us. We sincerely hope the below helps you better understand our privacy practices, what you’re consenting to, and how we operate.
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Last updated: [April 14, 2022]
This Privacy Policy applies to all personal data processed (which may include collecting, organizing, structuring, storing, using, or disclosing) by Welcome Spaces Technologies (8422494 Canada Inc., hereinafter “WST” or “we/us/our”) through its website at https://www.welcomespaces.io/ (the “Site”) or web-application at https://www.welcomespaces.io/en/app-login (the “Application”) (the Site and Application collectively, the ‘’Platform’’) and otherwise processed by us in the context of the services we offer through or in connection with the Platform (“Services”), including interactions with users outside the Platform (e.g., customer service inquiries, etc.).
Anyone who accesses or uses the Platform will be deemed to consent to the processing of their personal data in accordance with this Privacy Policy. Anyone who does not accept this Privacy Policy or wishes to withdraw their consent must stop browsing or using the Platform and stop using the Services, as the case may be.
Our Platform offers a mean for users to connect with their customers or service providers through private, collaborative digital “Spaces” that make it easy to meet and communicate, including virtual conference rooms, and to store and exchange various “Content” (that is, information, files, documents, photos, videos and other media, hyperlinks, notes, comments, messages, etc.), all organized in a simple feed.
In this context, we process various kinds of data, including “personal data”, which is any information that relates to an identified or identifiable individual, referred to as the “data subject”.
Such personal data may concern “licensed users”, which are those who sign up for an account to create or join a Space, “unlicensed users”, which are those who access or use the Platform without an Account, for example those who only visit the Site (“visitors”) and those who use the Platform without an account to participate on a video call (“participants”). It may also concern other people whose personal data may be included in Content uploaded on the Platform (see Licensed User Data). All licensed users and unlicensed users, including visitors and participants, are simply “users” for the purposes of this Privacy Policy.
Whenever someone accesses or uses the Platform or Services, various data is processed by us, some of which may be personal data.
When someone signs up to become a licensed user, we create a user account for them on our servers (“Account”) so that they can access and use the Platform and our Services in accordance with the terms of the subscription they choose. To this end, we will require and process information such as first name, last name, and email address. A profile image and other basic information, such as one’s business or employer name, or role within one’s organization, may also be uploaded.
In addition, to enter a video conference room, all participants must provide their first name and email address to ensure that only authorized participants may join the room in question.
When users connect to and interact with our Platform, our servers will automatically collect certain information, including the type of browser and operating system used to access the Platform, the IP address used for connection, and the timing/duration of a user’s activity on the Platform. This information is collected to make our Services more efficient and relevant for the user.
We automatically record in log files various information on users’ actions and interactions on the Platform. The recorded data includes IP addresses, browser type, Internet service provider (ISP), operating system and usage data (such as pages visited, Content accessed and the path followed on the Platform, search keywords history, and actions taken such as creating, accessing, modifying or sharing files, etc.). This information is used to analyze trends and usage patterns to better tailor our Services to the needs of our users, as well as to provide licensed users with relevant contextual information about their use of the Services and the access to and use of their Content.
A “cookie” is a small piece of data that a website – when visited by a user – asks the user’s browser to store on the user’s device in order to remember information about them, such as language preferences or login information, in order to improve user experience.
These cookies are necessary for the website to function and cannot be switched off in our systems. They are usually only set in response to actions made by you that amount to a request for services, such as setting your privacy preferences, logging in or filling in forms. You can set your browser to block or alert you about these cookies, but some parts of the site will not then work. These cookies do not store any personally identifiable information.
These cookies allow us to count visits and traffic sources so we can measure and improve the performance of our site. They help us to know which pages are the most and least popular and see how visitors move around the site. All information these cookies collect is aggregated and therefore anonymous. If you do not allow these cookies we will not know when you have visited our site, and will not be able to monitor its performance.
These cookies enable the website to provide enhanced functionality and personalization. They may be set by us or by third-party providers whose services we have added to our pages. If you do not allow these cookies then some or all of these services may not function properly.
We do not use third-party cookies (that is, cookies set by and accessible to entities other than us) for advertising and marketing purposes.
In addition, we may process the following information on behalf of our licensed users:
Contacts: If a licensed user links their digital contacts information (“Contacts”) with their Account: we will process data about their contacts, such as their first name, last name, and email address, so they can be easily invited to Spaces. Only selected contacts are added to our database.
Calendar: If a licensed user links their digital calendar information (“Calendar”) with their Account: we will process data (i.e., dates, timing and duration of events) about their calendar in order to provide information on their availability to their Customers for easy appointment booking. Only calendars selected by licensed users are added to our database.
Content: We will store and otherwise process, as needed for the purposes of providing the Services, all Content created by users and uploaded directly to a Space or otherwise shared via the Platform, for example in a video conference room. By default, Content is only accessible to users authorized to access it, such as those who are given access to the specific Space or are invited to the specific virtual conference room, in which the Content is posted, as determined by the licensed user who controls the Space or room in question.
While a licensed user’s Contacts, Calendar and Content (“Licensed User Data”) may include personal data from various data subjects, all Spaces are private and we merely act as a service provider and data processor in relation to such data, which users collect or create independently from us and then upload, store, share and otherwise use on the Platform at their discretion. As a result, we do not control how such data is used and do not investigate what it contains.
Please note that a separate agreement (our Services and License Agreement) governs the access, use and performance of the Services, including the processing of Licensed User Data. The licensed user that entered into the Services and License Agreement is the one that controls its instance of the Services, including its Spaces and video conference rooms, and all associated Licensed User Data, including Content posted there by other users. For any question or request regarding the privacy settings and practices of any given Space, one should contact the licensed user that controls it.
Please note that we do not collect any information relating to payment cards and other payment facilities, as payments made via the Platform are processed directly by our payment processing service provider, which has sole access to such information.
WelcomeSpaces' use and transfer to any other app of information received from Google APIs will adhere to Google API Services User Data Policy, including the Limited Use requirements.
We use third-party analytics services to help understand your usage of our services. In particular, we provide a limited amount of your information (such as sign-up date and some personal information like your email address) to Intercom, Inc. (“Intercom”) and utilize Intercom to collect data for analytics purposes when you visit our website or use our product. As a data processor acting on our behalf, Intercom analyzes your use of our website and/or product and tracks our relationship by way of cookies and similar technologies so that we can improve our service to you. For more information on Intercom's use of cookies, please visit https://www.intercom.com/terms-and-policies#cookie-policy. We may also use Intercom as a medium for communications, either through email, or through messages within our product(s). The Intercom Messenger Apps and Apps in Inbox products may also provide you with access to other third party applications such as Stripe. You should consult these third parties' privacy notices for further information on their use of your personal data. As part of our service agreements, Intercom collects publicly available contact and social information related to you, such as your email address, gender, company, job title, photos, website URLs, social network handles and physical addresses, to enhance your user experience. For more information on the privacy practices of Intercom, please visit https://www.intercom.com/terms-and-policies#privacy. Intercom’s services are governed by Intercom’s terms of use which can be found at https://www.intercom.com/terms-and-policies#terms. If you would like to opt out of having this information collected by or submitted to Intercom, please contact us.
We process the aforementioned data for its legitimate business needs and in order to operate the Platform and deliver the Services, including:
We will disclose personal data as provided for in this Privacy Policy, and will not disclose personal data to parties outside of our organization without the data subject’s consent unless we are legally permitted or required to do so.
Our Services may display information like your name, profile picture and email address to other users in places like your user profile and sharing notifications.
Personal data will be accessible to our officers and certain employees who require access in order to use this information as provided in this Privacy Policy.
We may transfer personal data to third parties who provide services on our behalf, such as data storage (see, for example, Storage and retention of personal data herein). These service providers are subject to agreements and other legal restrictions that govern their use of personal data they access through us and are not authorized to use or disclose it for any purpose other than to provide their services for us, in accordance with this Privacy Policy, subject to applicable law.
If WST engages in or contemplates a merger or acquisition transaction, a dissolution, restructuring or reorganization of its business, a sale of its business, assets or stock, a financing transaction, a public offering of securities, bankruptcy or insolvency proceeding or arrangement, or another similar transaction or proceeding, we may disclose personal data to persons or organizations involved, before and after the transaction, whether or not the transaction takes place, subject to standard confidentiality agreements, this Privacy Policy and applicable law.
We may disclose personal data to other persons or organizations if an authority of competent jurisdiction orders us to do so pursuant to applicable law or if the applicable law expressly permits such disclosure, even in the absence of consent (for example, in the event of a search warrant, court order, subpoena or other compulsory legal processes).
We may also disclose personal data to the extent we consider reasonably necessary to protect the rights, property and security of WST, our staff or third parties, or to ensure compliance with the obligations of users towards us.
Our servers are hosted by Amazon Web Services and personal data is stored in central Canada. It may be processed (including its storage and transmission) in Canada, the United States and other jurisdictions around the world. We take reasonable steps to ensure that all personal data is processed in accordance with this Privacy Policy and applicable law.
We will retain the information and Content that users upload on our Platform or otherwise provide us in connection with the Services for as long as their Account exists or as long as we need it to provide the Services, including as long as the Space and video calls containing such information or Content exists. When a licensed user deletes their Account, we normally initiate the deletion of their Account information after 30 days, although there might be some latency in deleting this information from our servers and backup storage. Notwithstanding the foregoing, we may retain certain information, including personal data, if necessary to comply with our legal obligations, resolve disputes, or apply or enforce our agreements.
Registered users can access, modify, download and delete the personal data they have entered on their Account page by logging in and accessing account settings. Registered users also control the Content stored on the Spaces they manage and may access, edit, download or delete such Content at their discretion.
In addition, subject to certain conditions and limitations in compliance with applicable law, any user has the right to:
These rights can be exercised through the Account interface or by contacting us using the information provided herein or on the Platform. Please note that the deletion or revocation of consent with respect to a licensed user’s personal data may prevent us from being able to provide certain Services or even require us to terminate them.
We may verify the identity of the person seeking to exercise their privacy rights. The information provided for purposes of such verification will not be saved or used for other purposes.
We may revise this Privacy Policy from time to time to account for changes in our privacy practices and processing of personal data. If so, we will post the most current version on the Platform. Unless otherwise specified, all revisions come into effect on the day they are posted. In the event of a revision that materially impacts privacy rights, we will notify our licensed users using the email address associated with their Account and provide them an opportunity to review the revised Privacy Policy before it becomes effective.
The processing of personal data may be governed by applicable legislation in various jurisdictions. Subject to overriding legislative or regulatory provisions, as applicable, this Privacy Policy is an integral part of our Service and License Agreement and all matters relating thereto shall be governed by, and interpreted in accordance with, the laws of the province of Québec and the laws of Canada applicable therein.
For questions about this Privacy Policy or our privacy practices, or to exercise any applicable privacy right, please contact us at support@welcomespaces.io. Of course, one may also contact their local data protection authority, as the case may be.