Who we are and our role
IntellentSpaces is provided by Intellent Industries LLC, 32 N Gould St., Sheridan, WY 82801, USA. Contact us about privacy or complaints at info@intellentspaces.com.
For website visits, enquiries, account administration, billing and our own service security, we determine the purposes of processing and act as a controller where that term applies. For personal information an operator puts into its workspace about customers, employees or other contacts, the operator generally determines the purposes and we process it to provide the service on its behalf. The operator is responsible for its own notices, lawful basis and instructions. The applicable contract and data-processing arrangements govern that relationship.
Information we process
Account and contact information can include your name, email, business details, account identifiers, role, language preferences, authentication information and messages sent through contact or support channels. Subscription and billing records can include plan details, billing identifiers, invoices and payment status.
Workspace information depends on the features you use: machines and locations, telemetry, transactions and payment references, stock, suppliers, purchases, invoices, delivery notes, leads and proposals, customer contact and tax details, employee accounts and assignments, routes, service records, feedback and loyalty submissions. Customer-facing kiosks, sessions and receipts can also generate operational records.
Uploads may include product images, restocking photographs, documents, spreadsheets and attachments. Connected services may supply terminal data, credentials or access tokens and, for email features, messages and attachments. AI features can receive prompts, conversations and relevant workspace records. Technical information can include IP address, device/browser information, visited pages, events and diagnostic logs.
Sources and purposes
We receive information from you, authorised workspace users, public forms and kiosks, connected providers and your browser. We use it to administer accounts, deliver the workspace, sync integrations, prepare reports, support users, manage billing, investigate faults and misuse, and respond to enquiries.
Website analytics and marketing tools help us understand visits and campaign performance. Relevant information may also be processed to meet legal obligations or address disputes. We do not require all categories for every feature; avoid uploading information that is unnecessary for your task.
Legal bases where applicable
Where data protection law requires a legal basis, the basis depends on the activity: performance of a contract or steps you request before entering one; compliance with legal obligations; legitimate interests such as service security, support and business administration, subject to the required balancing of rights; or consent where required, including for certain tracking or communications.
An operator must establish its own basis for customer and employee information submitted to the workspace. This notice is not itself consent and does not replace any consent that applicable law requires.
Cookies, local storage and tracking
The app uses browser local storage for authentication tokens, stored user information and language preferences. Progressive web app features may cache application resources for use offline. Clearing storage can sign you out or reset preferences.
The website includes Google Analytics for page and usage analytics, Microsoft Clarity for interaction analytics and session replay, and Meta Pixel for page views and marketing events such as content views and contact enquiries. These providers may collect browser/device details, IP addresses, page information and interaction or event data and use cookies or similar identifiers. Quiz pages also use Marquiz for embedded questionnaires.
These scripts are included in the current website; this policy does not claim that they wait for a consent choice. Your browser settings and provider controls can limit cookies or tracking, but may not stop every transmission and are not a substitute for consent where required by law. Contact us with questions about these tools or privacy choices.
Providers, integrations and disclosures
Information needed to deliver the service can be handled by hosting and storage providers, email services, analytics providers, AI services and payment providers. Authorised workspace users can access data according to their roles. We may disclose information where legally required, to protect rights or security, or in a business transfer subject to applicable safeguards.
When you connect a telemetry, terminal, email or accounting service, information is exchanged as needed for that integration. Examples include payment/telemetry connections such as Nayax, Cantaloupe and Payter and Greek myDATA/AADE workflows where used. Those providers have their own terms and privacy practices. Only connect accounts you are authorised to use.
AI features
AI-enabled tools use external AI infrastructure, including OpenAI-compatible services configured for the platform. Depending on the task, prompts and relevant sales, stock, customer, supplier, email or image information may be sent for processing to generate insights, drafts or proposed actions.
Do not include unnecessary sensitive information in prompts or uploads. AI output can be inaccurate and should be reviewed before it is relied on or an action is approved. Contact us for details about the provider used for a particular feature; this notice does not promise provider-specific retention or training settings.
Payments
Platform subscription payments are processed through Stripe. The service handles billing and subscription references and status; card entry and payment processing are handled through the payment provider’s flow. Operational transaction records from machines or integrations are distinct from the subscription payment.
Your terminal or payment processor may separately process customer payment information, authorisation, settlement and disputes under its own agreement. Do not send full card numbers or security codes to our support channels or upload them into the workspace.
International processing
We are based in the United States, and information may be processed in other countries by the services you use or the providers involved. Data protection rules may differ from those in your country.
Where applicable law restricts international transfers, the transfer must have an appropriate legal mechanism, such as an applicable adequacy decision or contractual safeguards (including standard contractual clauses where appropriate), and any additional measures required by the circumstances. Contact us for information about the destinations and safeguards relevant to your data; this is not a guarantee of a particular provider’s certification or transfer arrangement.
Retention and security
Retention depends on the purpose, account and workspace activity, operator instructions, applicable legal record-keeping duties, and the need to resolve disputes or maintain security. Different records, backups and provider systems may have different deletion processes. We do not specify a single retention period for all information.
Account authentication and role-based permissions help restrict workspace access, but no internet service or storage system is risk-free. Protect your credentials, limit access to authorised users and notify us of suspected unauthorised access. Contact us about deletion or export needs before closing an account; do not assume that closure immediately removes every legal or backup record.
Your rights and requests
Depending on applicable law and your circumstances, you may have rights to access, correct, delete or obtain a portable copy of personal information, restrict processing, object to certain processing (including direct marketing), or withdraw consent for processing based on consent. Withdrawal does not affect the lawfulness of earlier processing. Rights can be subject to legal exceptions and identity verification.
Send requests to info@intellentspaces.com with enough information to identify the account or processing concerned, without sending unnecessary sensitive documents. If the information is controlled by a business using IntellentSpaces, contact that operator first; we can assist it as appropriate. Where applicable, you can also complain to your local data protection supervisory authority.
Scope and changes
This policy covers IntellentSpaces, not independently operated linked websites or third-party services. The workspace is intended for business use, not for children to create operator accounts. If you believe a child’s information has been submitted inappropriately, contact us.
We may update this notice to reflect changes to the service or legal requirements. Check this page for the current version and contact us if you need clarification about a change.
