Privacy Policy

Information We Collect

When you use Space Monkey, we collect several types of information. Some information is required for us to provide our services, while other information is optional. Below we explain what data we collect, whether it's mandatory or voluntary, and the consequences of not providing required data.

Account Information

• Registration Data (Required): When you create an account, we collect your email address, display name, and require you to set a password (which we securely hash). We also require your full name, address, and phone number (collected during profile completion). This information is mandatory to create and maintain your account. Without it, you will not be able to register or access member features.
• Profile Information (Optional): Additional profile details such as company information or other professional details if you choose to provide them. This information is voluntary and does not affect your ability to use our service.
• Authentication Data: Session tokens and OAuth account connections (if you log in with third-party services like Floot OAuth for workspace authentication).

Integration Credentials

• Service Access Data (Required for Sync): Mailchimp API keys and GCP Service Account JSON keys. These are required for connecting the two platforms and are strongly encrypted at rest.

Sync Metadata & Process Data

• Configuration Data (Required): Project configurations, BigQuery dataset names, sync schedules, and sync run logs. Necessary to manage and monitor the automated sync execution.

Subscriber & Email Engagement Data

Space Monkey processes and extracts data from Mailchimp to push to BigQuery. This includes:

• Subscriber Data: Audience lists, member ratings, engagement scores, tags, and generalized location data.
• Email Engagement Data: Campaign opens, clicks, bounces per subscriber, send-time optimization records, and other performance metrics extracted from your Mailchimp account.

Payment and Billing Information

• Subscription Data (Required for Paid Plans): Information about your subscription tier, billing cycle, payment status, and subscription history.
• Billing Information (Required for Paid Plans): Billing address, payment method details (securely processed by Stripe), and transaction history.
• Payment Processing: Credit card and payment information is processed securely by Stripe. We do not store complete payment card information on our servers.

Usage and Technical Data

• App Telemetry: We track service health, error logs, and session information to maintain stability and diagnose issues.
• Security Data: IP addresses, request signatures, and rate limiting data to protect our infrastructure from abuse.

Administrative Data

• Audit Trails: Configuration changes (e.g., sync settings, integration updates) are recorded with the user ID and timestamp for security auditing.

Indirectly Collected Data

In addition to information you provide directly, we also collect data indirectly from the following sources:

• OAuth Providers: When you authenticate using Floot OAuth or other third-party authentication services, we receive basic profile information such as your name, email address, and profile picture.
• Payment Processors: Stripe provides us with payment confirmation data, subscription status updates, and billing event notifications necessary to manage your subscription.
• Email Service Providers: SendGrid provides us with email delivery status information (delivered, bounced, opened) for our transactional messages to you.

How We Use Your Information

We use the collected information for the following purposes:

Service Provision

• Data Synchronization: Establishing secure connections to Mailchimp and BigQuery to extract and transfer your audience and engagement data.
• Analytics & Insights: Facilitating the calculation of engagement scores, identification of leader/at-risk subscribers, campaign analytics, send-time optimization insights, and subject line analysis by moving your data to BigQuery.
• Account Management: Creating and maintaining user accounts, managing authentication sessions, and providing personalized experiences.
• Usage Enforcement: Tracking API usage and sync frequency to enforce quota limits and maintain fair usage across the platform.

Payment and Subscription Management

• Payment Processing: Processing subscription payments, managing billing cycles, and handling payment method updates through our secure payment processor, Stripe.
• Subscription Administration: Managing subscription tiers, usage limits, feature access, and billing notifications.
• Billing Support: Providing customer support for billing inquiries, subscription changes, and payment issues.

Service Improvement

• Algorithm Enhancement: Analyzing pipeline execution patterns to optimize sync algorithms, improve reliability, and minimize data transfer latency.
• Subscription Optimization: Analyzing feature utilization and volume metrics to improve our service offerings, scaling capacity, and pricing models.

Communication

• Transactional Emails: Sending essential account-related emails through SendGrid, including email verification, password resets, security notifications, sync failure alerts, and billing notices.
• Service Updates: Notifying users about significant changes to our service, API deprecations, or platform maintenance (with opt-out options for non-essential communications).
• Subscription Communications: Sending billing reminders, subscription renewal notices, and payment-related notifications.

Sensitive Data and Subscriber PII

As a data synchronization platform, Space Monkey processes subscriber Personally Identifiable Information (PII) such as email addresses, location data, and engagement behavior on behalf of our customers. We act strictly as a Data Processor in this context. Space Monkey does not use your subscribers' data for its own purposes, marketing, or profiling.

Data Flowing Through Syncs

Depending on the specific integrations you configure, the following types of data may flow through our systems:

• Contact information (e.g., email addresses, phone numbers)
• Location data (e.g., IP-based geolocation, addresses)
• Engagement behavior (e.g., email opens, clicks, purchase history)
• Custom attributes defined in your source systems

Enhanced Consent for Sensitive Data

To assist you in complying with various state and international privacy laws (such as GDPR, CCPA, and others), Space Monkey provides enhanced consent management features. While you as the Data Controller are responsible for obtaining consent, our systems can securely pass and respect consent flags:

• Consent Status Routing: We can map and sync consent statuses (granted, withdrawn) across your integrated platforms.
• Data Filtering: You can configure syncs to exclude certain sensitive data categories or individuals who have not provided explicit consent.
• Auditability: We log the metadata of consent changes as they flow through our system (timestamps, source of truth) without storing the underlying sensitive data longer than necessary for the sync.

Purpose and Legal Basis

• Purpose: To execute the data synchronization services you have configured between your chosen platforms and to ensure compliance with privacy laws regarding sensitive personal data.
• Legal Basis: Space Monkey processes this data based on the Data Processing Agreement (DPA) and Terms of Service established with you. The legal basis for the original collection and processing relies on your relationship with your subscribers (e.g., Consent or Legitimate Interest).

Data Retention during Sync

Space Monkey is designed for secure, transient data transfer. Subscriber data flowing through our syncs is retained in our temporary processing queues only as long as necessary to complete the transfer (typically seconds or minutes) and up to a maximum of 7 days in the event of sync failures to allow for retry mechanisms. We do not maintain long-term persistent storage of your subscribers' PII.

Service Feedback and Cancellation Information

To help us improve Space Monkey and better understand our users' needs, we may ask for your feedback through satisfaction surveys or if you choose to cancel your subscription. Providing this feedback is entirely voluntary.

Information We Collect

When you respond to a survey or cancel a subscription, we may collect the following information:

• Cancellation Reason: Your selection from a list of predefined reasons for canceling your Space Monkey service.
• Free-Text Comments: Optional, detailed feedback you choose to provide about your experience with our integrations or platform.
• Associated Account Data: Your email, display name, workspace details, and the subscription tier you were on at the time of feedback.
• Timestamp: The date and time of your feedback submission.

Purpose and Legal Basis

• Purpose: We use this information for churn analysis, to identify areas for service improvement, to prioritize new integrations, and to understand what features and pricing our users value most.
• Legal Basis: We process this data based on our Legitimate Interest in improving the quality and usability of our synchronization platform.

Data Retention and Your Rights

• Retention: Feedback data is retained for a period of two (2) years after collection to allow for long-term trend analysis.
• Your Rights: Since providing feedback is optional, you are in full control. You have the right to request the deletion of your feedback at any time by contacting our privacy team.

Security Monitoring and Audit Logging

To protect your data, prevent unauthorized access, and ensure the integrity of the Space Monkey platform, we maintain a comprehensive security monitoring and audit logging system. Access to these logs is strictly limited to authorized security and administrative personnel.

General Security Logs

We log key security-related events across the application, including:

• Login Attempt Monitoring: Successful and failed login attempts, multi-factor authentication events, and password reset requests.
• Admin Configuration Changes: Modifications to workspace settings, billing information, and user role assignments.
• Associated Data: The user ID, IP address, and browser user agent associated with the event.
• Retention: General security logs are retained for 90 days.

Credential Access Logging

Given our role in connecting external systems, we heavily monitor API keys and integration credentials:

• Event Details: Creation, rotation, deletion, and usage patterns of API keys and OAuth tokens used for your integrations.
• Security Data: Internal service identities or IP addresses accessing these credentials, ensuring they are only used for authorized sync operations.
• Retention: Credential access logs are retained for one (1) year.

Sync Operation Audit Trails

To ensure reliability and transparency of your data flows, we log metadata about synchronization jobs:

• Operational Metrics: Sync start/end times, success/failure statuses, error codes, and the volume of records processed.
• Privacy Note: These audit trails do not contain the underlying PII or sensitive data payload being synced, only the operational metadata.
• Retention: Sync operation logs are retained for 30 days for debugging purposes.

Security Audit Log for Privacy Actions

We maintain records of privacy-related actions taken within the system:

• Event Details: Data Subject Requests (DSRs) submitted, changes to data processing agreements, and exports of workspace data.
• Retention: Privacy action logs are retained for six (6) years to comply with regulatory obligations.

Breach Response Logs

In the event of a security incident, we maintain detailed records to manage our response effectively:

• Incident Details: The nature of the incident, severity assessment, estimated number of affected workspaces, and root cause analysis.
• Remediation Actions: Steps taken to contain and resolve the incident, and notifications sent to affected users.
• Retention: Breach incident logs are retained for six (6) years.

Purpose and Legal Basis

We process this data for security monitoring, fraud prevention, incident response, and to maintain the stability of our sync services. Our legal bases for this processing are our Legitimate Interest in securing our platform and your integrations, and our Legal Obligation to report data breaches where required by law.

Privacy Program Administration

To effectively manage Space Monkey's privacy program and demonstrate compliance with regulations like GDPR and CCPA, we utilize a suite of internal administrative tools. These tools are essential for upholding our commitment to your privacy and are accessible only to authorized privacy and compliance personnel. All administrator actions within these tools are logged with a user ID and timestamp.

Our Internal Privacy Tools

• Privacy Impact Assessments (PIAs): We maintain records of privacy reviews conducted for new features or significant changes. These records include assessment details, risk evaluations, and reviewer information to ensure privacy-by-design.
• Transfer Impact Assessments (TIAs): For international data transfers, we document the legal safeguards, destination countries, and risk assessments to ensure your data remains protected across borders.
• Data Processor Registry: We keep a detailed registry of all third-party data processors, including their contact information, processing activities, Data Processing Agreement (DPA) details, and compliance status.
• DSR Administration Dashboard: This tool allows us to efficiently track, assign, and manage your Data Subject Requests (e.g., for access or deletion), ensuring we respond to you in a timely manner.
• Privacy Preferences Center Backend: This system powers the user-facing preferences center, storing your specific privacy choices, consent history, and state-specific opt-outs, enabling us to honor your selections automatically.
• Policy Update Notification Tracking: We track which users have been successfully notified of material changes to our privacy policies. This includes recording delivery confirmations and timestamps to demonstrate our compliance with transparency obligations and legal requirements for user notification.

Purpose and Legal Basis

The purpose of these tools is to manage our privacy program, demonstrate compliance, and support regulatory audits. We process this administrative data based on our Legal Obligation to be accountable for our data protection practices under GDPR and other privacy laws.

Data Retention and User Impact

• Retention: Records from these administrative tools are typically retained for 6-7 years to meet compliance and audit requirements.
• User Impact: These internal tools are what enable us to honor your privacy rights effectively and transparently. The data you control, such as your preferences, remains directly manageable by you through your account settings.