Terms of Use and Privacy Policy
for Ronspot SaaS Booking Solution

1. Introduction

Welcome to Ronspot! This document outlines the terms of use and privacy policy for users of the Ronspot SaaS software booking solution (“Service”). By accessing or using our Service, you agree to comply with these terms and acknowledge our practices regarding the collection, use, and protection of your data.

2. Terms of Use

2.1 Access and Use

Access to the Ronspot Service is restricted to authorised users and must be used solely for its intended purpose. Unauthorised access or misuse of the Service may result in legal action.

2.2 Account Responsibility

You are responsible for maintaining the confidentiality of your login credentials and for all activities performed under your account. Notify us immediately if you suspect unauthorised access to your account.

2.3 Prohibited Activities

You agree not to:

  • Use the Service for unlawful purposes.
  • Interfere with the functionality of the Service.
  • Attempt to access or extract source code or proprietary information.
  • Share or transfer your access credentials to unauthorised parties.

2.4 Modifications to the Service

We reserve the right to modify, suspend, or discontinue the Service, or any part of it, at our discretion and without notice.

2.5 Termination

We reserve the right to suspend or terminate your access to the Service if you violate these terms or engage in prohibited activities.

3. Privacy Policy

3.1 Information We Collect

We collect the following information to provide and improve our Service:

Personal Information

  • Name
  • Work email address
  • Vehicle registration number

Device Information

  • Mobile device type
  • Browser type
  • ID address

Usage Data

  • Pages viewed
  • Actions taken, such as bookings made
  • Aggregated data via Google Analytics

We do not collect precise geographic location data.

3.1.1 Wi-Fi Data Collection

In order to operate and improve the quality of our services, Ronspot may collect data from Wi-Fi connections. The primary purpose of this data collection is to confirm whether the user has used the resource, such as a desk or car park, that they have booked.

To enable this feature, Location Services on the user’s device must be activated. This is required to accurately determine the device’s proximity to the Wi-Fi network and ensure that the user has accessed the designated resource. The data collected via Wi-Fi is used solely for operational purposes and in compliance with applicable data protection laws.

Please note, no personal identifiable information is shared with any third party, and the Wi-Fi data will only be used for the purpose of providing Ronspot services.

3.1.2 ANPR Camera Usage

Ronspot may use Automatic Number Plate Recognition (ANPR) cameras to capture vehicle registration details for the purpose of providing parking solutions, managing access, and tracking parking usage. The ANPR system only scans the vehicle’s registration number and does not capture images of the vehicle or its driver. No personal identifiable information, such as images of the driver or any other part of the car, is stored or used.

All ANPR data is processed in compliance with applicable data protection laws. No personal identifiable information is shared with any third party, and the data collected is used exclusively for operational purposes related to the services we provide.

3.2 How We Use Your Information

We use your information to:

  • Provide and personalise our Service.
  • Facilitate booking management and other functionalities.
  • Communicate with you regarding updates or relevant notifications.
  • Monitor and improve our Service through analytics.

3.3 Data Retention

  • Personally identifiable information (e.g., name, email, vehicle registration) is removed within 90 days of account deletion.
  • Non-personally identifiable information (e.g., aggregated analytics data) may be retained indefinitely.

3.4 Data Sharing

We do not sell or share your personal information with third parties except:

  • To your employer as required for the operation of the Service.
  • To government authorities when legally obligated.

We do not allow third-party advertising companies to collect data through our Service for ad targeting.

3.5 Your Rights

You have the right to:

  • Access the personal information we hold about you.
  • Request correction or deletion of your data.
  • Withdraw your consent for data processing at any time.

To exercise your rights, contact us at dpo@ronspotflexwork.com.

3.6 Security Measures

We take reasonable steps to protect your data from unauthorised access, alteration, or disclosure. However, no system is completely secure, and we cannot guarantee absolute data security.

3.7 Data Storage and Processing

All information is stored and processed on servers located within the European Union, ensuring compliance with GDPR and other applicable regulations.

4. Changes to This Policy

This policy may be updated from time to time. If material changes are made, we will notify you via email, push notification, or text and post a prominent notice on our website or application. This policy was last updated on 4th April 2025.

5. Contact Us

If you have any questions or concerns about these terms or our privacy practices, please contact us at dpo@ronspotflexwork.com.

By using Ronspot, you acknowledge that you have read, understood, and agreed to these Terms of Use and Privacy Policy.