Privacy Policy

Last updated: October 19, 2026

This privacy notice for Ubicuity Europe SL. (“Company,” “we,” “our,” or “us”) describes how and why we may collect, store, use, and/or share (“process”) your information when you use our services (“Services”), such as:

Visiting our website at https://ubicuity.com or any other website that links to this privacy notice.
Using the Ubicuity web application and the Ubicuity software installed in customer spaces and devices.
Interacting with us in other ways related to sales, support or events.

Who is responsible for your data?
The data controller is Ubicuity Europe SL, Tax ID (CIF) B56271356, Calle Pintor Ignacio de Zuloaga 7, 28050 Madrid, Spain.

Have questions or concerns?
Reading this privacy notice will help you understand how we use your information and what your rights are. If you have any question, or want to exercise your rights, write to us at info@ubicuity.com.

Key Points Summary

This summary provides key points from our privacy notice, but you can find more details on any of these topics using our table of contents or the provided links.

What personal information do we process?
The account details you give us (name, email address, organization), the records of the terms and cookie preferences you accept, your messages to our support team and to the AI assistants, security data and, only with your consent, how you use the web console.
Do we process sensitive personal information?
We do not process sensitive personal information.
Do we receive information from third parties?
Only your name and email address from social logins and your details from your organization’s administrator, if they invite you..
How do we process your information?
We process your information to provide, improve, and manage our Services, communicate with you, prevent fraud, and comply with the law.
Who do we share personal information with?
Only with the service providers listed in section 4, which host the platform, send our emails, support our invoicing or, with your consent, provide usage analytics. We do not sell personal information.
Is your information transferred outside Europe?
Yes. Our platform is hosted in the United States, under the EU-U.S. Data Privacy Framework and Standard Contractual Clauses. See section 7.
How do we protect your information?
We implement organizational and technical measures to protect your personal information.
What are your rights?
To access, rectify and erase your information, to receive it in a portable format, to object to or restrict its processing and to withdraw your consent. We answer within 30 days. See section 11.

1. What information do we collect?

Information you provide to us
We collect personal information that you provide when you register for the Services, use them, or contact us:

Account: first name, last name, email address, password (stored encrypted), organization and role, profile photo (optional), favourites and preferences. Provided by you when you register or edit your profile, or by your organization’s administrator when they invite you.
Sign in with Microsoft: your name and email address, provided by your Microsoft account if you choose this option.
Contact and support: your name, email address and the messages you send us through the contact form or to support@ubicuity.com, and the record of how we handled them.
AI assistants the messages you exchange with the AI assistants.
Billing contacts: the name, email address and position of the contact persons of customer organizations.

Information generated when you use the Services
When you use the Services, some information is generated automatically:

Consent records: the version of the terms and of the cookie notice you accepted, the date, and the IP address and browser identifier at that moment.
Security data: login attempts, temporary activation and password-reset codes, and technical logs.
Usage analytics (only with your consent): how you interact with the web console (clicks, scrolling, pages visited) and your device and browser information, collected by Microsoft Clarity. Any text you type is masked before it is recorded.

We do not process payment card details, billing addresses of individuals, location data or special categories of personal information.

2. How do we process your information?

We process your personal information for the following purposes:

Creating and managing your account, authenticating you and providing the Services.
Responding to your inquiries and providing support.
Sending service communications: account activation, password reset, invitations and notices about your account.
Keeping evidence of the terms and cookie preferences you have accepted.
Keeping the Services secure and preventing unauthorized access.
Providing the AI assistants.
Understanding how the web application is used, in order to improve it (only with your consent).
Managing the contract with customer organizations and invoicing them.
Answering your requests and handling your rights.

We do not use your information for automated decision-making or profiling, and we do not send marketing communications.

3. What legal bases do we rely on to process your information?

Under the General Data Protection Regulation (GDPR), we rely on the following legal bases:

Performance of a contract: to create and manage your account, authenticate you, provide the Services and the AI assistants, send you service communications and manage the contract with customer organizations.
Your consent: for usage analytics with Microsoft Clarity. You can withdraw it at any time from the cookie settings, without affecting the processing carried out before.
Legitimate interest: to keep the Services secure, prevent unauthorized access and be able to demonstrate the consents you have given us.
Legal obligation: to answer your requests and handle your rights, and to keep the records required by commercial and tax law.

4. When and with whom do we share your personal information?

We do not sell personal information. We share it only with the providers that help us run the Services: our cloud hosting and AI services provider, our email delivery provider and our invoicing and accounting software provider. They process your information only under our instructions.
With your consent, we also use analytics and advertising tools from Microsoft, Google, Hotjar and LinkedIn, which may process data in the United States and, in the case of Microsoft, Google and LinkedIn, use it for their own purposes. See our Cookie Policy for details.
We may also disclose information when required by law or in the event of a merger or sale of the company.

5. Do we use cookies and other tracking technologies?

Yes. We use necessary cookies to run the website and the web console and, only with your consent, analytics cookies. You can accept or reject them in the cookie banner and change your choice at any time. See our Cookie Policy (https://www.ubicuity.com/cookie-policy) for details.

6. How do we handle your social logins?

If you choose to sign in with your Microsoft account, Microsoft provides us with your name and email address, which we use only to create and authenticate your account. We do not receive your Microsoft password.

7. Is your information transferred internationally?

Our platform is hosted in the United States. Transfers of your information outside the European Economic Area are covered by the EU-U.S. Data Privacy Framework and the Standard Contractual Clauses approved by the European Commission. You can request a copy of these safeguards at support@ubicuity.com.

8. How long do we keep your information?

We keep your account data while your account is active; when it is deleted, your identifying data is anonymized. We keep the records of the consents you gave us and of the requests you made for 5 years after that, as evidence. Any other information is kept only as long as necessary for the purposes described in this notice and for the retention periods required by law.

9. How do we keep your information secure?

We protect your information with technical and organizational measures proportionate to the risk, such as encrypted storage of passwords, encrypted connections, protection against unauthorized access and access restricted by organization and role. No system can guarantee absolute security; if a security incident affects your information, we will inform you as required by law.

10. Do we collect information from minors?

We do not knowingly collect data from individuals under the age of 18.

11. What are your privacy rights?

You have the right to access your personal information, to rectify it, to erase it, to receive it in a portable format, to object to or restrict its processing, and to withdraw your consent at any time. To exercise these rights, use your account settings or write to support@ubicuity.com. We answer within 30 days, free of charge. You can also lodge a complaint with the Spanish Data Protection Authority (www.aepd.es).

12. Controls for "do-not-track" features

Currently, we do not respond to “Do Not Track” signals in browsers or devices.

13. Do California residents have specific rights?

Yes, California residents have additional rights under the California Consumer Privacy Act (CCPA), such as:

Requesting access to or deletion of personal information.
Knowing if their information has been shared with third parties.

14. Do we make updates to this notice?

Yes, we may update this privacy notice as necessary to comply with applicable laws.

15. How can you contact us about this notice?

If you have questions or comments about this notice, or want to exercise your rights, you can contact us at:

Email: support@ubicuity.com (data protection) or info@ubicuity.com (general)
Postal address: Ubicuity Europe SL (data controller). CIF B56271356. Calle Pintor Ignacio de Zuloaga 7, 28050 Madrid, Spain.

Ubicuity Corp., our group company: 2261 Market Street STE 10390, San Francisco, CA 94114, USA.

16. How can you review, update, or delete the data we collect?

You can review and update your personal information from your account settings in the web application, where you can also download a copy of your data and request the deletion of your account. You can also write to us at support@ubicuity.com from the email address linked to your account.