Privacy notice

1. What information do we collect?

Personal information you disclose to us

We collect personal information that you voluntarily provide to us when you express an interest in obtaining information about us or our products and Services, when you participate in activities on the Services, or otherwise when you contact us.

Personal information provided by you. The personal information that we collect depends on the context of your interactions with us and the Services, the choices you make, and the products and features you use. The personal information we collect may include the following:

• contact preferences
• email addresses
• names
• inquiry topics, messages, and correspondence
• support details and attachments you choose to submit

Sensitive information. We do not request sensitive personal information. Please do not include passwords, financial account credentials, health information, or other highly sensitive data in contact messages or support attachments.

All personal information that you provide to us must be true, complete, and accurate, and you must notify us of any changes to such personal information.

Payment and licensing records

Stripe handles the payment details you provide during checkout, including your card information. We retain the contact and licensing records needed to provide and support your product: your name, email address, payment-provider identifiers, subscription status, and billing-management links. These records are stored in our cloud services, separately from your saved workspaces.

Stripe describes its own processing in its privacy policy.

Information automatically collected

We automatically collect certain information when you visit, use, or navigate the Services. This may include device and usage information, such as your IP address, browser and device characteristics, operating system, language preferences, referring URLs, device name, country, location, information about how and when you use our Services, and other technical information. This information is primarily needed to maintain the security and operation of our Services, and for our internal analytics and reporting purposes.

Our email service may also report delivery and engagement events, such as delivery failures, message opens, or link clicks, where those events are provided by the service.

2. How do we process your information?

We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law. We may also process your information for other purposes with your consent.

• Respond to inquiries and provide product and technical support.
• Activate licenses and check subscription status.
• Send welcome emails and critical service or policy updates.
• Investigate reported issues and resolve billing questions.
• Provide billing-management links by email or through the desktop client.
• Operate and secure the website and measure its performance.
• Measure optional analytics and business interest with your consent.

3. What legal bases do we rely on to process your information?

We only process your personal information when we believe it is necessary and we have a valid legal reason (i.e., legal basis) to do so under applicable law, like with your consent, to comply with laws, to provide you with services to enter into or fulfill our contractual obligations, to protect your rights, or to fulfill our legitimate business interests.

4. When and with whom do we share your personal information?

We use service providers to operate our services. Depending on your interaction, information may be processed by:

• Stripe for payments and subscription management.
• Resend for sending contact confirmations, support messages, and service emails.
• Amazon Web Services for support-attachment storage and cloud services.
• Vercel for website hosting, security, and performance measurement.
• Google Analytics for website analytics when you accept analytics tracking.
• Leadfeeder / Dealfront for company-level visit identification when you accept marketing tracking.

Contact and support submissions are held in our cloud database. Email providers process recipient details and message content; support-storage providers process attachments you submit. Our hosting and security services may process technical request data. The linked provider notices explain their own privacy practices.

Business transfers. We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.

5. Do we use cookies and other tracking technologies?

We use necessary cookies and similar technologies to operate our website, checkout, security, and support experiences. With your consent, we may also use analytics and lead-tracking technologies such as Google Analytics and Leadfeeder / Dealfront. Specific information about how we use such technologies and how you can manage optional choices is set out in our Cookie notice.

6. Is your information transferred internationally?

Our servers are located in the United States. If you are accessing our Services from outside the United States, please be aware that your information may be transferred to, stored, and processed by us in our facilities and by those third parties with whom we may share your personal information.

7. How long do we keep your information?

We will only keep your personal information for as long as it is necessary for the purposes set out in this privacy notice, unless a longer retention period is required or permitted by law (such as tax, accounting, or other legal requirements).

8. How do we keep your information safe?

We have implemented appropriate and reasonable technical and organizational security measures designed to protect the security of any personal information we process. However, despite our safeguards and efforts to secure your information, no electronic transmission over the Internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorized third parties will not be able to defeat our security and improperly collect, access, steal, or modify your information.

9. What are your privacy rights?

In some regions, such as the European Economic Area (EEA), United Kingdom (UK), and Canada, you have rights that allow you greater access to and control over your personal information. You may review, change, or terminate your account at any time.

For questions or requests about your privacy rights, use our privacy and data request form or email support@openworkspace.com.

10. Controls for do-not-track features

We do not currently respond to browser Do-Not-Track ("DNT") signals. You can manage optional website tracking through the cookie preferences described in our cookie notice.

11. Do California residents have specific privacy rights?

California Civil Code Section 1798.83, also known as the "Shine The Light" law, permits our users who are California residents to request and obtain from us, once a year and free of charge, information about categories of personal information (if any) we disclosed to third parties for direct marketing purposes and the names and addresses of all third parties with which we shared personal information in the immediately preceding calendar year.

12. Do we make updates to this notice?

We may update this privacy notice as our product and business evolve or as needed to stay compliant with relevant laws. The date at the top identifies the latest revision, which is effective when published. We will notify users by email of changes to this notice.

13. How can you contact us about this notice?

If you have questions or comments about this notice, you may contact our Data Protection Officer (DPO) by email at david@openworkspace.com, or by post to:

14. How can you review, update, or delete the data we collect from you?

Based on the applicable laws of your country, you may have the right to request access to the personal information we collect from you, change that information, or delete it. To request to review, update, or delete your personal information, please use our privacy and data request form or email support@openworkspace.com.