Privacy Policy

1. Introduction

Proximity Space, Inc. ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, use our building technology platform, or interact with our access control, booking, communications, and workspace management services.

We value and respect your privacy and strive to only use your information in ways that improve your experience. If you have questions, concerns, or feedback about our privacy practices, please contact us at privacy@proximity.space.

2. Information We Collect

2.1 Personal Information

We collect personal information that you voluntarily provide to us when you:

• Create an account on our platform or register for our services
• Request a demo or sign up for a free trial
• Subscribe to our newsletter or marketing communications
• Contact us for customer support or sales inquiries
• Fill out forms on our website, including contact and lead-capture forms
• Book meeting rooms, desks, or other shared spaces through our platform
• Use our access control, Wi-Fi, or visitor management features

This information may include: name, email address, phone number, mailing address, company or workspace name, workspace location, job title, payment information (including the last four digits of credit cards and bank accounts), photos and media uploaded to our system, device MAC addresses when connecting to managed networks, and booking details.

2.2 Automatically Collected Information

When you access our website, we automatically collect certain information, including:

• IP address and device information
• Browser type and version
• Pages visited and time spent on pages
• Referring website addresses
• Access logs and usage patterns for security auditing purposes
• Cookies and similar tracking technologies (see Section 6)

3. How We Use Your Information

We use the information we collect for the following purposes:

• To provide, maintain, and improve our platform and workspace management services
• To process transactions, manage memberships, and send booking confirmations
• To authenticate your account and manage access control credentials
• To communicate with you about your account, bookings, or support requests
• To send marketing communications (with your consent)
• To enable connections between spaces, members, and operators
• To customize and personalize your experience on our platform
• To detect, prevent, and address technical issues, security threats, or fraud
• To comply with legal obligations and regulatory requirements
• To analyze usage patterns and improve our website and services

4. Information Sharing and Disclosure

We may share your information in the following circumstances:

• Workspace Operators & Property Owners: With the operators and property owners of the spaces you use, as necessary to facilitate access, bookings, and membership services
• Insurance Referral Partners: Insurance-related lead information you submit on our website (including via the /insurance hub or any insurance-related form) is shared with Proximity Protect LLC and its licensed broker partners for the purpose of preparing insurance quotes and managing the referral. Cross-brand identifiers (such as account references) may be passed between proximity.space and proximityprotect.com to pre-fill forms and reduce duplicate data entry.
• Service Providers: With third-party vendors who assist us in operating our business, including payment processors, email services, CRM platforms, and analytics providers
• Business Transfers: In connection with a merger, acquisition, or sale of assets
• Legal Requirements: When required by law, court order, or government request
• Consent: With your explicit consent for specific purposes

We do not sell your personal information to third parties.

5. Data Security

We implement appropriate technical and organizational security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Encryption of data in transit and at rest
• Secure server infrastructure with access controls and authentication procedures
• Regular security assessments and audits
• Employee training on data protection best practices

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

6. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience on our website. Cookies are small data files stored on your device that help us:

• Remember your preferences and settings
• Understand how you use our website
• Improve website functionality and performance
• Analyze site traffic and usage patterns

We categorize cookies into three types:

• Essential Cookies: Required for the website to function properly. These cannot be disabled.
• Analytics Cookies: Help us understand how visitors interact with our website so we can improve the experience. These require your consent.
• Marketing Cookies: Used to deliver relevant content and measure campaign performance. These require your consent.

When you first visit our website, you will be presented with a cookie consent banner where you can choose to accept all cookies, allow only essential cookies, or customize your preferences. Your cookie choices are stored locally on your device and can be updated at any time via the "Cookie Settings" link in our website footer.

You can also control cookies through your browser settings. However, disabling cookies may limit your ability to use certain features of our website.

7. Your Privacy Rights

Depending on your location, you may have the following rights regarding your personal information:

• Access: Request access to the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information (subject to legal obligations)
• Portability: Request a copy of your data in a portable format
• Opt-Out: Unsubscribe from marketing communications at any time
• Restriction: Request restriction of processing in certain circumstances

To exercise these rights, please contact us at privacy@proximity.space.

8. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, or until you request in writing that we delete or otherwise remove your personally identifiable information. Certain business records may be retained for longer periods where required or permitted by law.

9. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately at privacy@proximity.space.

10. Third-Party Links

Our website may contain links to third-party websites, including integration partners, payment processors, and social media platforms. We are not responsible for the privacy practices of these external sites. We encourage you to review the privacy policies of any third-party sites you visit.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any material changes by posting the updated policy on our website and updating the "Last Updated" date above. Your continued use of our services after such changes constitutes acceptance of the updated policy.

12. California Privacy Rights

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information we collect, the right to delete your information, and the right to opt-out of the sale of your information. As stated above, we do not sell personal information.

To exercise your CCPA rights, please contact us at privacy@proximity.space.

13. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact us: