Privacy Policy

1. Who we are

All Spaces AI Limited ("All Spaces AI", "we", "us" or "our") operates the All Spaces AI website, mobile applications and related marketplace, booking, artificial intelligence and partner services (together, the "Platform"). All Spaces AI Limited is a company registered in England and Wales.

All Spaces AI Limited
25 Cabot Square
London
England
E14 4QZ

Company number: 16784400
Email: contact@allspacesai.com

For the personal data we collect and use for operating the Platform, All Spaces AI Limited is generally the data controller.Venue, hotel, workspace, restaurant, wellness and other service partners ("Venue Partners") may also act as independent data controllers for personal data they receive to provide and fulfil services you book. Their own privacy notices may also apply.This Privacy Policy explains how we collect, use, share, protect and retain personal data when you use All Spaces AI.

2. Our privacy principles

Our approach is based on the following principles:

• Privacy by design and data minimisation

• Transparency about how personal data is used

• Appropriate security and access controls

• Purpose-limited processing

• Proportionate data sharing

• User choice and control

• Responsible use of artificial intelligence

• Defined retention and deletion processes

• Compliance with applicable data protection and privacy law

Users retain their legal rights in relation to their personal data.We do not sell identifiable personal data as a standalone commercial product.

3. Personal data we may collect

Depending on how you use the Platform, we may collect the following categories of personal data.

A. Account and identity information

This may include:

• Name

• Email address

• Mobile number

• Account identifier

• Login and authentication information

• Profile information

• Account preferences and settings

Passwords and authentication credentials are protected using appropriate technical security controls.

B. Profile and preference information

You may choose to provide information that helps All Spaces AI personalise your experience, including:

• Preferred locations

• Preferred types of spaces or services

• Dates and times

• Budget preferences

• Saved or favourite locations

• Booking preferences

• Food, workspace, hospitality or wellness preferences

• Other information you voluntarily add to your profile

Please avoid providing health or other sensitive information unless it is relevant to a service you are requesting. Where information is considered special category personal data under applicable law, we will only process it where an appropriate legal condition applies.

C. Search, intent and AI interaction data

When you use our search or AI-powered features, we may process:

• Search terms

• Natural-language prompts

• Voice requests and resulting transcripts where voice functionality is used

• Stated intent

• Location, time and budget criteria

• Services and spaces viewed

• Recommendations presented

• Clicks, selections and booking decisions

• Feedback on recommendations

We use this information to understand what you are looking for and to match, rank and recommend relevant spaces, services and bundles.

D. Booking and transaction data

When you make or manage a booking, we may collect:

• Venue Partner

• Service or space booked

• Booking date and time

• Number of guests

• Booking value

• Discounts or promotions

• Booking reference

• Booking status

• Cancellation or refund information

• QR or other access information

• Check-in and check-out information

• Service completion information

• Receipts

• Reviews or feedback

Booking and transaction records are created through interactions between you, All Spaces AI, Venue Partners and relevant payment or technology providers.

E. Payment information

Payments made through the Platform are processed by Stripe. Stripe acts as the payment processor and merchant of record for transactions processed through the Platform.

We may receive information such as:

• Payment status

• Transaction reference

• Amount

• Currency

• Refund status

• Limited payment-method information provided by Stripe

Complete payment-card credentials are submitted directly to Stripe and are not normally received or stored by All Spaces AI.

F. Location information

If you choose to allow location access, we may use approximate or precise location information to:

• Show nearby spaces and services

• Improve search and matching

• Calculate relevance or distance

• Provide location-aware recommendations

Where device permission is required, we will request it before accessing this information.You can normally use manual location or destination search where you do not wish to enable device location.

G. Calendar information

Where the Platform offers calendar functionality, you may choose to add a confirmed booking to your device calendar.We will only request calendar permissions required to provide that functionality and will not use unrelated calendar information for advertising or other unrelated purposes.

H. Device, technical and usage information

We may automatically collect information such as:

• IP address

• Device type

• Operating system

• Browser type

• App version

• Device or app identifiers

• Language

• Approximate location derived from IP address

• Login information

• Pages or screens viewed

• Session information

• Crash information

• Error logs

• Security events

• Interactions with Platform features

This information helps us maintain security, diagnose problems, measure performance and improve the Platform.

I. Communications and customer support

If you communicate with us, we may collect:

• Emails

• Messages

• Customer-support requests

• Complaints

• Survey responses

• Other correspondence

J. Reviews and feedback

If you submit a review, rating or other feedback, we may process and display information associated with that review in accordance with the Platform rules.

K. Marketing preferences

Where applicable, we may record:

• Whether you have agreed to receive marketing

• The type of marketing you selected

• When and how that preference was recorded

• Whether you later opted out

4. How we collect personal data

We may collect personal data:

• Directly from you when you create an account, search, make a booking or contact us

• Automatically when you use the website or app

• From your device where you grant permission

• From Venue Partners in connection with bookings and fulfilment

• From Stripe, Amazon Web Services (AWS), authentication providers and other technology providers

• From an Enterprise Customer where your organisation provides access to All Spaces AI

• From other sources where permitted by law and appropriately disclosed

5. Why we use personal data

We may use personal data for the following purposes. Providing the Platform and fulfilling our contract with you

This includes:

• Creating and operating your account

• Understanding searches and requests

• Identifying appropriate spaces and services

• Processing bookings

• Facilitating payment

• Issuing confirmations

• Providing QR or other access credentials

• Supporting check-in and check-out

• Providing receipts

• Managing cancellations and refunds

• Providing customer support

Our lawful basis will generally be that processing is necessary to perform a contract with you or to take steps at your request before entering into a contract.

Personalisation, matching and recommendations

We may use information about your searches, preferences, location and past interactions to improve the relevance of:

• Search results

• Service recommendations

• Bundles

• Availability suggestions

• Other personalised Platform features

Depending on the processing involved, our lawful basis may be performance of our contract with you, our legitimate interests in operating and improving the Platform, or consent where required.

Operating and improving our AI systems

We may use appropriately controlled Platform interaction data to:

• Improve search quality

• Evaluate matching and ranking

• Improve recommendation relevance

• Measure intent accuracy

• Identify errors

• Improve safety

• Prevent transactional errors

• Analyse marketplace performance

• Develop and improve All Spaces AI's technology

Where possible, we use aggregated, anonymised or pseudonymised information for development and analytics. All Spaces AI uses Amazon Web Services (AWS) for cloud and AI infrastructure. Where personal data is processed through AWS to provide these functions, we apply contractual and technical safeguards and obtain user permission where required.

Security, fraud prevention and Platform integrity

We may process data to:

• Authenticate users

• Prevent fraud

• Investigate suspicious behaviour

• Prevent misuse

• Maintain cybersecurity

• Enforce our Terms & Conditions

• Protect users and Venue Partners

• Maintain audit and security records

We generally rely on our legitimate interests in operating a safe and secure Platform and, where relevant, legal obligations.

Analytics and performance

We may analyse usage to understand:

• Platform performance

• User journeys

• Search-to-booking conversion

• Service demand

• Booking behaviour

• Customer satisfaction

• Technical reliability

• Utilisation trends

Where possible, analytics are aggregated or anonymised.

Legal and regulatory obligations

We may process information where necessary to:

• Comply with applicable law

• Maintain accounting or financial records

• Comply with tax obligations

• Respond to lawful requests

• Protect legal rights

• Investigate complaints

• Establish, exercise or defend legal claims

Marketing

Where permitted by law, we may send information about All Spaces AI services, offers or relevant opportunities.Where consent is required, we will ask for it separately from acceptance of our Terms & Conditions.You can withdraw marketing consent or opt out at any time.

6. Artificial intelligence and personalisation

Artificial intelligence is an important part of the Platform. All Spaces AI may use AI to support:

• Understanding user intent

• Search

• Matching

• Ranking

• Recommendations

• Bundling

• Personalisation

• Customer support

• Forecasting

• Fraud and security controls

• Marketplace optimisation

AI recommendations are generated using factors that may include the information you provide, location, availability, timing, price, partner information, previous Platform interactions and other relevant context.AI-generated results are designed to assist discovery and booking. They may not always be complete or error-free.You should review the important details of a booking, including price, service, location, date, time, restrictions and cancellation terms, before confirming it.

Our consumer recommendation systems are not intended to make solely automated decisions that have legal or similarly significant effects on you without appropriate safeguards.Where applicable, you may contact us if you want further information about how an automated recommendation or decision affecting you was made.

7. How we share personal data

We only share personal data where there is a legitimate operational, contractual or legal reason to do so.

Venue Partners

We provide Venue Partners with information reasonably required to:

• Confirm a booking

• Deliver the requested service

• Identify the booking or guest

• Manage check-in and check-out

• Manage cancellations or changes

• Provide customer support

• Resolve disputes

Venue Partners do not automatically receive your wider All Spaces AI search history, cross-partner behaviour or proprietary Platform profile.

Service providers and subprocessors

We may use carefully selected providers supporting:

• Payment processing and merchant-of-record services (Stripe)

• Cloud hosting and AI infrastructure (Amazon Web Services (AWS))

• Database infrastructure

• Authentication

• Communications

• Email or notifications

• Analytics

• Application monitoring

• Maps or location functionality

• Customer support

• Cybersecurity

• AI and machine-learning services

• Other technology required to operate the Platform

Providers are expected to process information only for authorised purposes and to maintain appropriate data-protection and security safeguards.

Professional advisers and authorities

We may disclose information to:

• Lawyers

• Accountants

• Auditors

• Insurers

• Regulators

• Law-enforcement authorities

• Courts

• Other authorities where required or permitted by law

Corporate transactions

If All Spaces AI is involved in a financing, investment, restructuring, merger, acquisition or sale, information may be disclosed under appropriate confidentiality and data-protection safeguards.

8. What we do not sell

All Spaces AI does not sell identifiable personal data as a standalone commercial product.We may create and use aggregated, anonymised or otherwise lawfully derived marketplace intelligence to understand demand, utilisation, marketplace performance, user trends and commercial opportunities.Such information is designed not to identify individual users.We also protect Venue Partner confidential information and do not disclose one Venue Partner's confidential operational information to competitors.

9. International data transfers

Some of our technology providers may process personal data outside the United Kingdom.Where personal data is transferred internationally, we use appropriate safeguards required by applicable law, which may include:

• UK adequacy regulations

• The UK International Data Transfer Agreement

• The UK Addendum to approved standard contractual clauses

• Another legally recognised transfer mechanism

We also assess relevant supplier security, privacy and data-processing arrangements.

10. Security

We use proportionate technical and organisational measures designed to protect personal data.Depending on the system and level of risk, these may include:

• Encryption in transit and at rest

• Authentication controls

• Multi-factor authentication for higher-risk access

• Role-based access

• Least-privilege access

• Secure software-development practices

• Monitoring and logging

• Vulnerability management

• Backup and recovery controls

• Supplier due diligence

• Incident-response procedures

No online service can guarantee absolute security, but security, privacy and trust are designed into our governance and technology architecture.

11. Data retention and deletion

We do not intend to retain personal data indefinitely.We retain information only for as long as reasonably necessary for the purpose for which it was collected and for legitimate operational, contractual, financial, fraud-prevention, security, legal and regulatory requirements.Different information may therefore be retained for different periods.

For example:

• Account and profile data is generally retained while your account remains active and for a limited period afterwards where required.

• Booking, payment, refund and settlement records may be retained for longer where required for accounting, tax, fraud prevention, disputes or legal obligations.

• Support and complaint records are retained for an appropriate period to manage the issue and related legal requirements.

• Security and application logs are retained according to security and operational requirements.

• AI interaction data is retained only where justified for operating, evaluating, securing or improving the Platform.

• Marketing records are retained while relevant, with limited suppression information potentially retained after opt-out so that we can respect your preference.

Where information no longer needs to identify an individual, we may anonymise it rather than retain personal data.Deletion requests are propagated through relevant systems where reasonably and technically possible. Some information may remain temporarily in encrypted backups until those backups are overwritten in the ordinary course.Legal or regulatory obligations may require us to retain certain records even after account deletion.

12. Your rights

Depending on applicable law and your circumstances, you may have rights to:

• Be informed about how we use your personal data

• Access personal data we hold about you

• Correct inaccurate or incomplete information

• Request deletion of personal data

• Restrict certain processing

• Receive certain information in a portable format

• Object to certain processing

• Object to direct marketing

• Withdraw consent where processing is based on consent

• Raise concerns about automated processing where relevant

These rights are not absolute and may be subject to legal exceptions. To exercise a privacy right, contact: contact@allspacesai.com. We may need to verify your identity before fulfilling certain requests.

13. Account deletion

All Spaces AI provides an in-app Delete Account function. If you have created an account, you can delete it directly from within the app. You may also request account deletion by contacting us. Deleting your account will normally remove or anonymise personal information that we no longer need. We may retain specific transaction, fraud, accounting, dispute or legal records where we have a lawful reason or obligation to do so.

14. Device permissions

Some features may request access to device functions such as:

• Location

• Microphone for voice search

• Notifications

• Calendar functionality

We will request device permission where required. You can normally change permissions through your device settings. Disabling a permission may prevent the related feature from working, but we aim to provide reasonable alternatives where practical.

15. Marketing communications

We comply with applicable rules governing electronic marketing. Where consent is required, we will obtain appropriate consent before sending marketing emails, text messages or similar electronic communications. Where applicable law allows us to contact existing customers about our own similar services without separate consent, we will provide a clear opportunity to opt out. Every marketing communication will provide an appropriate method to unsubscribe or change your preferences. Service communications relating to your account, security or bookings are not marketing and may still be sent where necessary.

16. Cookies, analytics and similar technology

Our website and app may use cookies, software development kits and similar technologies for purposes including:

• Authentication

• Security

• Remembering preferences

• Platform functionality

• Analytics

• Performance monitoring

• Measuring use of our services

Where consent is legally required for a technology, we will request it before using that technology. You can manage website preferences through available cookie controls and app/device permissions through your device settings.

17. Children

The Platform is designed primarily for people legally capable of entering into bookings and using the services offered through Venue Partners. We do not knowingly seek to collect children's personal data where doing so would require parental or guardian authorisation without the appropriate permission. Individual Venue Partners may impose minimum-age requirements for particular services.

18. Venue Partners and third-party services

When you book a service, the relevant Venue Partner may process personal data separately in order to provide that service. All Spaces AI is not responsible for the independent privacy practices of a Venue Partner or third-party website. We encourage you to review their privacy information where relevant.

19. Complaints

If you have a concern about our use of personal data, please contact us first at: contact@allspacesai.com.You also have the right to complain to the UK Information Commissioner's Office ("ICO") where applicable. Information is available at ico.org.uk.

20. Changes to this Privacy Policy

We may update this Privacy Policy as the Platform, technology, law or our data practices develop. Where changes are material, we will take reasonable steps to bring them to your attention. The latest version will always show the date on which it was most recently updated.

21. Contact us

All Spaces AI Limited
25 Cabot Square
London
England
E14 4QZ

Company number: 16784400
Email: contact@allspacesai.com

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