Privacy Notice for Spacewell Applications

Last Updated: 16/12/24

1. Introduction

Welcome to the Privacy Notice for Spacewell Workplace, Spacewell Asset, and MCS. These products are owned and operated by Spacewell International NV and its affiliated entities.

At Spacewell, we prioritize the privacy and security of our users’ personal data. This Privacy Notice outlines our practices regarding the collection, use, and protection of personal data when you use these Spacewell products (the “Applications”). Please read on to understand how we manage your information to ensure a safe and compliant experience.

When you use our Applications, Spacewell International NV and its affiliated entities act as data processors on behalf of the organization that provides you with access to the Application (the “Client”). The Client serves as the data controller, determining the purposes and methods for processing your personal data.

For details on how Spacewell processes personal data for its own business purposes (e.g., client contact information, website visits), please refer to our main Privacy Policy available here: Privacy policy – Spacewell | A Nemetschek Company).

2. Who is the Data Controller?

The organization that provides you with access to Workplace, Asset, or MCS (such as your employer or service provider) is the data controller. This means that they determine the purposes and methods for processing your personal data within these Applications. Spacewell International NV and its affiliated entities act as data processors, managing your data strictly according to the data controller’s instructions.

If you have any questions or concerns about how your personal data is managed within the Application, please reach out to your organization directly.

3. Clarification on Application Names

For clarity, please note:

• Workplace was previously known under the names Cobundu, Workplace Experience, and Workplace Analytics.
• Asset was previously known under the names Axxerion, Workplace Management, and Maintenance Planning.

4. What Personal Data Do We Process?

While using Workplace, Asset, or MCS, we may process several types of personal data on behalf of the data controller, which may include, but is not limited to:

• First and last name
• Job title or role
• Contact information (e.g., email address, phone number)
• Login and authentication details
• Usage data (e.g., interaction logs, IP address)

This data is processed strictly under the instructions of the data controller to support the functionality and security of the Applications.

5. How is Your Personal Data Used?

As a data processor, Spacewell and its affiliated entities process your personal data to:

• Provide and maintain the Application
• Facilitate user authentication and account management
• Ensure the security and integrity of the Application
• Support and improve the performance of the Application

We process your data solely based on the instructions from the data controller and in compliance with applicable data protection laws.

6. Data Security

Spacewell implements robust technical and organizational measures to safeguard your personal data from unauthorized or unlawful processing, accidental loss, destruction, or damage. These measures are designed to ensure the confidentiality, integrity, and availability of your personal data while using the Application, supporting a secure and reliable user experience.

7. Your Rights

As the data controller, your organization is responsible for managing requests concerning your personal data. Under applicable data protection laws, you may have the following rights:

• Access: Request access to your personal data processed within the Application.
• Correction: Correct any inaccurate or incomplete data.
• Deletion: Request deletion of your personal data under specific conditions.
• Restriction: Restrict the processing of your personal data.
• Portability: Request a copy of your personal data in a structured, machine-readable format.

To exercise these rights, please reach out directly to your organization.

8. Contact Information

If you have questions or concerns about how your data is processed within the Application, please contact your organization’s data protection officer or designated contact person.

For questions regarding Spacewell’s role as a data processor or about this Privacy Notice, you may contact us:

• By email: dataprotection@spacewell.com
• By mail:
  Spacewell International NV
  Attn. Data Protection Officer
  Sneeuwbeslaan 20 bus 3
  2610 Wilrijk, Belgium

9. Changes to this Privacy Notice

We may update this Privacy Notice periodically. Any changes will be posted on this page, and the “Last Updated” date will be revised accordingly. We encourage you to review this notice from time to time to stay informed about how we protect your personal data.