Privacy policy

Roompulse S.A.. (“Roompulse,” “we,” “us”) is responsible for determining how and why your personal information is processed (acting as the “data controller” under relevant data protection laws). We are a Greek-based company with our principal business address at: 40 Agiou Konstantinou, Athens, Greece

If you have questions about this Policy, you can reach us at: sales@roompulse.io

This Privacy Policy explains how we collect, store, use, and share the information we obtain about you when you:

1. Access our websites or applications
2. Interact with our customer service or sales teams
3. Subscribe to or use our software-as-a-service solutions or
4. Otherwise engage with us through any channels we operate

By providing us with your personal data or by using our Services, you agree to the terms described in this Policy. If you do not agree, please discontinue using our Services. Our Services are not designed for use by children, and we do not knowingly collect information from individuals under the age of 16/13—depending on jurisdiction.

Depending on how you interact with us, we may gather different types of data, such as:

• Identification & Contact Data: Name, email address, phone number, billing address, company name, job title.
• Account & Transaction Details: Login credentials, payment information (e.g., partial credit card details via payment gateways), subscription records, purchase history.
• Technical & Device Data: IP address, browser type, operating system, session timestamps, and usage patterns on our websites or apps.
• Service Usage & Preferences: How you engage with our platform, the features you use, language settings, communication preferences.
• Aggregated or Statistical Data: Summaries, trends, or reports generated from user activities. Aggregated data does not identify you personally.

We do not intentionally collect any “special categories” of personal data (e.g., racial or ethnic origin, religious beliefs, health data, etc.). We also do not collect criminal conviction data. If you provide such data in using our Services, you do so at your own discretion, and we will handle it only in ways allowed by law and this Policy.

Mandatory vs. Optional Data

Certain information is necessary for us to fulfill our contractual obligations or comply with legal requirements. If you choose not to provide that data, we may be unable to deliver certain features or enter into an agreement with you.

We collect your data through the following means:

1. Directly from You

• When you sign up for an account, fill out forms, purchase a subscription, interact with customer support, or send us feedback.

2. Automated Technologies

• Cookies, log files, and similar tools that automatically capture certain technical details as you navigate our websites or Services. (For more information, see our Cookie Policy.)

3. Publicly Available Sources & Third Parties

• We may gather information from social networks (e.g., LinkedIn), official business registries, or publicly accessible websites.
• If you connect external integrations or use third-party services with our platform, we may receive information from those providers according to their privacy practices.

Where required by law (e.g., GDPR in the EU), we rely on one or more of these grounds to process your personal data:

• Reverse engineer, decompile, or disassemble the Services, except as allowed by law.
• Use the Services to build a competitive product or service.
• Exceed any usage limits or quotas stated in an Order Form or associated documentation.
• Scrape or harvest data from the Services to create separate datasets, unless explicitly permitted by Provider.

We handle personal data to:

• Deliver and Maintain the Services: Provide account access, enable core features, process transactions.
• Enhance User Experience: Offer personalized settings or recommendations, track performance, analyze usage patterns.
• Communicate & Support: Respond to inquiries, share updates, offer technical assistance.
• Marketing & Advertising: Send promotional materials (if you opted in), keep you informed of new products or features.
• Legal & Compliance: Fulfill contractual, legal, or regulatory obligations (e.g., record-keeping, fraud prevention).
• Corporate Transactions: In the event of a merger, acquisition, sale, or similar reorganization, your data may be included in the transfer of business assets.

If you withdraw consent (where consent is the legal basis), we will stop processing your data for that purpose unless we have a different lawful basis to continue.

We may share personal data under these circumstances:

1. Service Providers

We work with vendors who assist us (e.g., hosting companies, payment processors, email delivery services). They process your data only as directed by us and are bound by confidentiality obligations.

2. Affiliated Entities

If we have subsidiaries, parent companies, or affiliates, they may have access to your data for aligned purposes within our corporate group, subject to privacy safeguards.

3. Business Transfers

If Roompulse undergoes a merger, acquisition, reorganization, or asset sale, personal data may be transferred to the successor entity, subject to confidentiality and relevant legal requirements.

4. Legal & Regulatory

We may disclose data if required by law, court order, or to enforce our rights or respond to legal requests. This includes cooperating with authorities for security or fraud investigations.

5. With Your Consent

If we plan to share your data in a manner not covered above, we will obtain your permission.

Your data may be stored or processed outside your home country, including regions that may not offer the same level of data protection. When transferring data internationally, we use lawful mechanisms like:

• Adequacy Decisions: Transfers to jurisdictions recognized as providing adequate protection.
• Standard Contractual Clauses: Contractual safeguards approved by authorities.
• Binding Corporate Rules: If applicable, for transfers within our corporate group.

We strive to ensure your information receives a level of protection consistent with applicable laws in your region.

We implement commercially reasonable administrative, technical, and physical measures to protect personal data from unauthorized access, disclosure, or misuse. However, no system can be guaranteed 100% secure. If you suspect any security breach or have reason to believe your data may have been compromised, please notify us at sales@roompulse.com immediately.

We keep your personal information only as long as needed for the purposes outlined in this Policy, considering factors like legal obligations, contractual requirements, and potential disputes. Once that period ends, we securely erase or anonymize the data. In some cases, we may retain anonymized data indefinitely for statistical analysis or research that no longer identifies any individual.

Depending on the laws of your jurisdiction (e.g., GDPR, CCPA), you may have some or all of the following rights regarding your personal data:

• Access: Obtain confirmation if we’re processing your data and request a copy of that data.
• Rectification: Ask us to correct or update inaccurate or incomplete information.
• Erasure: Request deletion of your data if there’s no lawful reason for us to retain it.
• Objection: Object to processing based on legitimate interests or direct marketing.
• Restriction: Seek temporary suspension of processing under certain conditions.
• Portability: Receive your data in a structured, commonly used format, where technically feasible.
• Withdraw Consent: If processing is based on consent, you can revoke it at any time, without affecting the lawfulness of prior processing.

How to Exercise Your Rights

You can email [privacy@roompulse.com] to submit a request. We may ask you to verify your identity before acting on your request. We aim to respond within [one (1) month] unless the request is particularly complex. In certain scenarios (e.g., repeated, excessive requests), we may refuse or charge a reasonable fee as permitted by law.

Roompulse’s products and services are not directed to children, and we do not knowingly collect personal data from minors (e.g., under 16, or the age defined by local law). If you become aware of a child providing us with personal data without parental or guardian consent, please contact us so we can remove it.

Our websites or communications may contain links to external platforms, apps, or resources. We do not control these third-party sites or their data practices. Visiting or interacting with them is at your discretion, and their own privacy notices will govern your relationship with them.

We reserve the right to modify this Privacy Policy at any time. If we make material changes that affect your rights or obligations, we’ll post a prominent notice (e.g., on our website, or via email). Your continued use of the Services after any changes indicates your acceptance of the revised Policy.

If you have questions, requests, or concerns about this Privacy Policy or how we process your personal information, please contact us:

Roompulse S.A.

Email: sales@roompulse.io