Privacy Policy

This Privacy Policy describes the policies of Ronspot Ltd on the collection, use and disclosure of your information when you use our website ronspotflexwork.com (the “Service”). By accessing or using the Service, you are consenting to the collection, use and disclosure of your information in accordance with this Privacy Policy. If you do not consent, please do not access or use the Service.

This policy covers two distinct groups of people:

• Part A — Website Visitors: people who browse ronspotflexwork.com, submit enquiry forms, book demos, or download resources. In respect of these individuals, Ronspot acts as a data controller.
• Part B — Platform Users: employees and other permitted users who use the Ronspot product (mobile app, web app, or DeskSync desktop application) on behalf of their employer. In respect of these individuals, Ronspot acts as a data processor on behalf of the employing organisation. Please refer to Part B if this applies to you.

If you are unsure which section applies to you: if your organisation has provided you with a Ronspot account to book desks, parking, or meeting rooms, Part B applies to your use of the product. Part A applies to your use of this website.

We may collect and process the following personal information about you as a website visitor:

We collect or receive information about you in the following ways:

We will use the information we collect about you for the following purposes:

Lawful basis: Where we respond to your enquiries or provide resources, we rely on legitimate interests as our lawful basis for processing. Where we send you marketing communications, we rely on your consent. You may withdraw consent at any time by writing to us at support@ronspotflexwork.com.

If we want to use your information for any other purpose, we will ask for your consent and will use your information only on receiving it, and only for the purpose for which consent was granted.

We will not transfer your personal information to any third party without seeking your consent, except in the limited circumstances described below.

Sub-processors we use in connection with this website:

We require all third parties to use the personal information we transfer to them only for the purpose for which it was transferred, and not to retain it for longer than is required.

We may also disclose your personal information: (1) to comply with applicable law, regulation, court order or other legal process; (2) to enforce your agreements with us, including this Privacy Policy; or (3) to respond to claims that your use of the Service violates any third-party rights. If Ronspot is merged or acquired, your information may be transferred to the new owner.

We will retain your personal information for as long as we need it to fulfil the purposes for which it was collected, as detailed in this Privacy Policy. We may need to retain certain information for longer periods for record-keeping or reporting in accordance with applicable law, or for other legitimate reasons such as enforcement of legal rights or fraud prevention. Residual anonymous or aggregate information, which does not identify you directly or indirectly, may be stored indefinitely.

Depending on the law that applies, you may have a right to access and rectify or erase your personal data, receive a copy of your personal data, restrict or object to the active processing of your data, ask us to share (port) your personal information to another entity, withdraw any consent you provided to us, lodge a complaint with a statutory authority, and such other rights as may be relevant under applicable laws.

To exercise these rights, you can write to us at dpo@ronspotflexwork.com. We will respond to your request in accordance with applicable law. You may opt out of direct marketing communications by writing to us at support@ronspotflexwork.com.

This section applies to you if your organisation has provided you with access to the Ronspot platform — whether through the Ronspot mobile app (iOS or Android), the Ronspot web application, or the Ronspot DeskSync desktop application.

In this context, your employer or organisation is the data controller — they have contracted with Ronspot to provide workspace booking and management services. Ronspot acts as a data processor, processing your personal data only on the documented instructions of your employer.

If you have questions about why your organisation uses Ronspot, which features have been enabled, or how your data is used in the context of your employment, your primary point of contact is your employer. Ronspot’s Data Protection Officer can also be contacted as described in Section 18.

Ronspot does not decide what data to collect about you as an employee — your employer does. Ronspot processes your personal data only to the extent necessary to deliver the services your employer has contracted for, and only in accordance with your employer’s instructions.

Your employer’s use of Ronspot is governed by a Data Processing Agreement between your employer and Ronspot, which sets out the obligations of both parties in respect of your personal data.

When your employer has set up Ronspot for your organisation, the following personal data may be processed:

Your employer decides which features of Ronspot are enabled for your organisation. Not all data types above will apply in every deployment.

Ronspot offers an optional Network Presence Check-in feature that can automate your office check-in when your device connects to a recognised office network. This feature is not enabled by default. Your employer must actively choose to switch it on.

If your employer has enabled this feature, it operates as follows:

When Network Presence Check-in is active on the mobile app, the app detects the Wi-Fi network your device is connected to. If it matches a recognised office network, and you have an active booking, a check-in is submitted on your behalf. The following data is collected:

DeskSync is a background application installed on company-owned devices (not personal devices). It detects both Wi-Fi and wired Ethernet connections. When a recognised office network is detected and you have an active booking, a check-in is submitted automatically. The following additional data is collected:

DeskSync also monitors whether your keyboard or mouse has been recently active, solely to avoid submitting a check-in on an unattended device. This idle detection is assessed entirely on your device — no keystroke data, mouse movement data, file content, application data, or any other information from your device is ever recorded or transmitted to Ronspot.

DeskSync stores a small encrypted dataset locally on your company-owned device: an encrypted authentication token, your office network configuration, and a local log of connection events. This local data is cleared when you sign out.

Once a check-in has been submitted on a given day, DeskSync’s automatic triggers pause for the
remainder of that working day.

In delivering the Ronspot platform, we use the following sub-processors who may process your
personal data on our behalf:

Sub-Processor	Purpose	Location
Amazon Web Services (AWS)	Cloud hosting and data storage for the Ronspot platform	Dublin, Ireland and Paris, France (EU only)
Amazon CloudFront / S3	DeskSync desktop application distribution. No personal data is processed through this infrastructure.	EU West (Ireland)
Cloudflare	Content delivery network for platform performance and security	EU (data processing agreement in place)
AG Grid	Data display component used in the Ronspot admin panel	EU (data processing agreement in place)

Ronspot remains fully liable for the processing activities of all sub-processors. We will notify your employer of any changes to sub-processors in accordance with our Data Processing Agreement.

The following third parties are used by Ronspot for internal operational purposes only (such as internal communications and CRM) and do not process your personal data as a platform user: Microsoft Office 365, HubSpot, Claap, Vanderbilt/ACRE.

Your personal data is retained for as long as your employer continues to use the Ronspot service. When your employer’s contract with Ronspot ends, all personal data is permanently destroyed within 90 days.

If you leave your organisation while your employer continues to use Ronspot, your employer is responsible for removing your personal data from the platform via the Ronspot admin panel. Ronspot will permanently delete individual employee records within 90 days of receiving a deletion instruction from your employer.

If you wish to request deletion of your personal data before that point, please contact your employer in the first instance, as they are the data controller. Ronspot will action deletion requests on instruction from your employer.

As a platform user, you have the same data subject rights under GDPR as described in Section 7, including rights of access, rectification, erasure, restriction, portability, and objection.

Because your employer is the data controller in respect of your platform data, requests to exercise your rights should in the first instance be directed to your employer. Your employer is responsible for responding to data subject rights requests relating to your use of Ronspot.

If you are unable to obtain a satisfactory response from your employer, or if you wish to raise a concern about how Ronspot has handled your data as a processor, you may contact Ronspot’s Data Protection Officer directly at dpo@ronspotflexwork.com.

You also have the right to lodge a complaint with the Data Protection Commission of Ireland (dataprotection.ie) or the supervisory authority in your country of residence.

The security of your information is important to us. We implement appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures include:

However, given the inherent risks of internet-based services, we cannot guarantee absolute security. You transmit information to us at your own risk.

To learn more about how we use cookies and tracking technologies, and your choices in relation to them, please refer to our Cookie Policy at ronspotflexwork.com/cookie-policy/

Our Service may contain links to other websites not operated by us. This Privacy Policy does not address the privacy practices of any third parties. We strongly advise you to review the privacy policy of every site you visit. We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party sites or services.

If you have any queries or concerns about the processing of your information, you may contact our Data Protection Officer:

Ronspot Ltd — Data Protection Officer – Rosaleen Maher
ATU iHubs, Dublin Road, Galway, Co. Galway H91 DCH9, Ireland
Email: dpo@ronspotflexwork.com or rosaleen.maher@ronspotflexwork.com

We will address your concerns in accordance with applicable law.

We may modify this Privacy Policy at any time. We will post the revised Policy on this page and update the ‘Last updated’ date at the top of the document.

The revised Policy will be effective 30 days from when it is posted. Your continued access or use of the Service after that time will constitute your acceptance of the revised Policy. We recommend that you review this page periodically.

For material changes that affect how we process your personal data, we will use reasonable endeavours to notify you directly where we hold your contact details.