Privacy Policy
Privacy Policy
Effective Date:June 2, 2025
VirtualSpace.xyz LLC (“VirtualSpace,” “we,” “us,” or “our”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and share your personal information when you use our services, and outlines your rights in relation to that information. We comply with applicable data protection laws, including the General Data Protection Regulation (“GDPR”) and the California Consumer Privacy Act (“CCPA”), to the extent they apply to us.
By using VirtualSpace’s websites, applications, or services, or by providing us with your information, you agree to the terms of this Privacy Policy.
1. Information We Collect
We may collect various types of information from and about you, including:
• Information You Provide Directly: When you create an account, request a quote, place an order, or communicate with us, you may provide personal information. This can include your name, company name, email address, phone number, mailing address, billing information (such as credit card details or payment account information), and any other information you choose to provide (for example, details about a property you want scanned, or communications in support requests).
• Content from Services: If you use our scanning or BIM services, we will also collect data related to those services. For example, the 3D scans, photographs, floor plans, or models of properties you hire us to capture will be stored by us. These may occasionally include personal images or likenesses (for instance, if people are present during a scan) or other information visible in the property. We treat all such captured data as part of our service to you and handle it according to this Policy and our confidentiality commitments.
• Information Collected Automatically: When you interact with our website or online platform, we automatically collect certain technical information. This includes your IP address, browser type, device type, operating system, referring/exit pages, and timestamps of visits. We may also collect information about your usage of our site or platform (e.g., pages viewed, links clicked, actions taken within our web application).
• Cookies and Similar Technologies: We use cookies, web beacons, and similar tracking technologies to enhance your experience on our site. Cookies are small text files that websites place on your device to store information about your preferences and usage. We may use cookies to remember your login session, gather analytics about site usage, personalize content, and possibly for advertising (if applicable). You can control cookies through your browser settings and other tools (see “Your Rights and Choices” below).
• Information from Third Parties: We may receive information about you from third-party sources. For example, if you sign up or log in through a third-party platform (like Google OAuth or another single sign-on service), we may receive your name and email from that service for account creation. If someone refers you to our service or you engage with us via a social media platform, we might collect information from those interactions (such as your social media handle or profile information, as allowed by you or that platform’s privacy settings). We may also receive updated contact information from delivery services or other partners if needed to keep our records current.
2. How We Use Your Information
VirtualSpace uses the collected information for various business and operational purposes:
• To Provide Services: We use personal and project information to carry out the services you have requested. For example, we use your contact information to communicate with you about scheduling a scan, your property details to plan and execute the scanning work, and your payment information to process transactions. The content data (scans, images, models) we collect is used to create and deliver the virtual tours, CAD/BIM models, or other deliverables that are part of our services.
• To Communicate: We use your contact information to send you updates and notifications related to your projects or account. This includes confirmations, invoices, technical notices, updates about deliverables, security alerts, and support messages. We may also send you newsletters or marketing communications about new features or services, but you will have the option to opt out of marketing communications (see “Your Rights and Choices” below).
• To Improve Our Services: We analyze usage information, feedback, and interactions with our site or platform to understand how our services are used and to improve our offerings. For example, we might use analytics data to debug issues, optimize user experience, or develop new features and services that better meet our clients’ needs.
• To Enforce Terms and Protect Our Rights: We may use information to enforce our agreements (such as our Client Terms of Service) and to prevent, investigate, or address fraud, unauthorized access, or illegal activities. For instance, IP addresses and device information may be used to detect and block suspicious logins or to guard against attacks. We also may use and disclose information as necessary to meet any applicable law, regulation, legal process, or enforceable governmental request.
• To Comply with Legal Obligations: If we are subject to legal requirements to maintain certain records or to disclose information (for example, for tax, audit, or regulatory compliance), we will use and retain the necessary information to comply. We may also process certain data to establish, exercise, or defend legal claims.
3. How We Share Your Information
We value your privacy and share personal information with third parties only in certain circumstances:
• Service Providers (Processors): We share information with trusted third-party service providers who perform functions on our behalf and under our instructions. These include:
• Scanning Contractors: We may engage independent scanning professionals (“Space Pros”) to perform the on-site scanning services. They will receive only the information necessary to carry out the scan (e.g., your name or your company’s name, the address of the property, and scheduling details). These contractors are bound by confidentiality and are not permitted to use your information for anything other than providing services through VirtualSpace.
• Payment Processors: If you make payments to VirtualSpace, your payment details (such as credit card number or bank information) may be processed by third-party payment processors. We do not store full credit card information on our systems; rather, such information is handled securely by these payment services.
• Cloud Storage and Hosting: We use third-party cloud services (for example, data centers or services like Amazon Web Services, and possibly the Matterport cloud platform) to store the data we collect and to host the deliverables (such as the online 3D tours). These providers may have access to stored information for the purpose of maintaining and securing the infrastructure but are not allowed to use it for any other purposes.
• Analytics Providers: We use analytics tools (e.g., Google Analytics) to gather information about website usage and performance. These tools may set cookies or collect usage data, which help us understand user behavior. The information shared with these providers typically does not include personal details like your name or contact information, but it may include IP address and activity data.
• Business Partners: In some cases, we may partner with other companies to offer integrated or complementary services (for example, a partnership with a real estate platform or an architectural firm). If you engage with such combined services, we may share information with the partner as needed to fulfill your request. We will let you know when a third-party partner is involved in your services, and you will have the opportunity to understand their role and privacy practices.
• Affiliates: If VirtualSpace is part of a corporate group, we may share information with our affiliates (companies under common ownership or control) for purposes consistent with this Policy, such as internal administration or to facilitate services you’ve requested that involve those affiliates.
• Legal and Safety Reasons: We may disclose your information if required to do so by law or if such action is necessary to (a) comply with a legal obligation (like a subpoena or court order), (b) protect and defend the rights or property of VirtualSpace, (c) act in urgent circumstances to protect the personal safety of users of the services or the public, or (d) protect VirtualSpace against legal liability. This includes sharing information with law enforcement or government agencies when legally required or when necessary to prevent or investigate illegal activities, fraud, or security issues.
• Business Transfers: If VirtualSpace undergoes a business transaction such as a merger, acquisition by another company, reorganization, or sale of all or part of its assets, your information may be among the assets transferred. We will ensure the confidentiality of any personal information involved in such transactions and, if required by law, provide notice or obtain consent before personal information is transferred and becomes subject to a different privacy policy.
• With Your Consent: Apart from the situations above, we will share personal information with third parties when we have your consent to do so. For example, if you ask us to introduce you to one of our partner service providers for additional services, or if you explicitly agree that we can share your testimonial including your name, we will do so with your permission.
4. Your Rights and Choices
We believe it is important for you to have control over your personal information. Depending on your jurisdiction, you may have some or all of the following rights regarding your information:
• Access and Correction: You have the right to request access to the personal information we hold about you and to request correction of any inaccuracies. Many details can be reviewed or updated by you directly (for example, through your account profile on our platform). For any information not accessible through the platform, you can contact us to request it or to have it corrected.
• Data Portability: In certain cases (for example, under GDPR for EU residents), you have the right to obtain a copy of the personal data you provided to us in a structured, commonly used, and machine-readable format, and to request that we transfer it to another data controller where technically feasible.
• Deletion: You can request that we delete the personal information we have collected from you. We will honor deletion requests to the extent required by applicable law. Be aware that certain information may be retained when required for legitimate business purposes or legal obligations – for example, records of transactions may be kept for accounting purposes.
• Withdrawal of Consent: If we are processing your personal information based on your consent (for instance, if you agreed to receive marketing emails), you have the right to withdraw your consent at any time. This will not affect the lawfulness of any processing that was done before you withdrew consent.
• Opt-Out of Marketing Communications: If you prefer not to receive promotional communications from us, you can opt out at any time. The easiest way to do this is by clicking the “unsubscribe” link at the bottom of any marketing email. You can also contact us directly to request removal from our marketing lists. Please note that even if you opt out of marketing, we may still send you transactional or service-related messages (such as appointment reminders or billing notices).
• Cookies and Tracking: As noted, you have choices with respect to cookies and tracking tools. Most web browsers allow you to refuse new cookies, delete existing cookies, or be notified when new cookies are set. Please consult your browser’s help documentation for more information. Additionally, tools like Google Analytics offer their own opt-out options (e.g., a browser add-on to opt out of Google Analytics data collection). Bear in mind that disabling cookies may impact your ability to use certain features of our site.
• Do Not Sell (for CCPA): VirtualSpace does not sell your personal information in the traditional sense of exchanging it for money. If our practices were to be interpreted as a “sale” under CCPA (for instance, sharing information with a third-party that uses it for their own marketing purposes), you have the right to direct us to stop such use. We provide mechanisms (such as this policy and a contact method) for California residents to reach out and inquire or opt out if they believe their data is being sold. As of the Effective Date of this Policy, we do not engage in such activity.
• Non-Discrimination: If you exercise any of your privacy rights under applicable law (such as CCPA), we will not discriminate against you. This means we won’t deny you services, charge you a different price, or provide a lesser quality of service just because you exercised your rights.
To exercise any of your rights, please contact us using the information in Section 10 below. We may need to verify your identity before fulfilling certain requests (to protect your privacy and security), so we might ask for additional information or identification. For example, if you request access to data, we want to ensure the person making the request is actually you or is authorized by you.
If you are an authorized agent making a request on behalf of another person (such as under CCPA), please provide proof of your authorization and we may still require the individual to verify their identity directly with us.
5. Data Security
We take the security of your personal information seriously and use a combination of administrative, technical, and physical safeguards to protect it. These measures include:
• Encryption: We use industry-standard encryption (HTTPS/TLS) to secure data in transit between your device and our servers. Sensitive information (such as payment data) is handled by PCI-compliant providers which adhere to strict data security standards.
• Access Controls: Access to systems that store personal data is limited to authorized personnel who need such access for their roles. We employ access controls such as passwords, multi-factor authentication, and role-based access privileges to prevent unauthorized access.
• Training and Policies: Our team members are trained on data security practices and are required to follow internal policies regarding the handling of personal information. We also have incident response plans in place to handle any potential data security incidents swiftly and effectively.
• Monitoring and Testing: We monitor our systems for possible vulnerabilities and attacks, and regularly assess our infrastructure. This may include security scans, penetration testing, and audits of our procedures and third-party services.
Despite our efforts, no security measure is foolproof. We cannot guarantee absolute security of data, as no method of storage or transmission over the internet is 100% secure. However, we strive to protect your personal information and regularly review our security practices to address new threats.
In the unlikely event of a data breach that affects your personal information, we will notify you and relevant authorities as required by law, and take appropriate steps to mitigate the impact and prevent further unauthorized access.
6. Data Retention
We retain personal information only for as long as necessary to fulfill the purposes for which it was collected or to comply with legal or contractual requirements. How long we keep data can vary depending on the type of information and the context in which it was collected:
• Account Information: If you create an account with VirtualSpace, we will keep your account data for as long as your account is active. If you decide to delete your account, we will remove your profile information, but may retain certain data (like service records or communications) as necessary for our legitimate business interests or legal obligations.
• Project Data: Data collected during a project (such as scans, models, and related deliverables) is retained as long as you are an active client and may need access to that data. If you cease to be a client or the service is terminated, we may archive the project data for a certain period (for example, X years) in case you return or for warranty/service verification, unless you request deletion earlier. After that period, or upon your request (if feasible), we will delete or anonymize the project data.
• Transaction and Payment Records: We retain billing records, invoices, and payment transaction history as required for financial reporting and audits (typically 7 years, as per IRS guidelines in the US, or as required by local law).
• Communications: Any communications you send to us (emails, support tickets, chat logs) may be kept for a period to help manage your account and train our customer service, as well as to have context for any future communications. Generally, support tickets and emails are retained for at least a year or two after resolution, and then may be archived or deleted.
• Analytics Data: Website and usage analytics data is typically retained for a shorter period, such as 12-24 months, unless we are using it for security analysis to ensure the integrity of our services.
When personal information is no longer needed, we will ensure it is either securely deleted or anonymized (so it can no longer be associated with you). If complete deletion is not immediately possible (for example, because the data is stored in a secure backup archive), we will isolate it from further use until deletion is feasible.
7. International Data Transfers
VirtualSpace is based in the United States, and our services are primarily operated from the U.S. If you are using our services from outside the United States, be aware that your personal information will likely be transferred to, stored, and processed in the United States. The data protection and privacy laws in the U.S. may not be as protective as those in your home country.
However, we value our international users and take steps to ensure that your privacy is protected consistent with this Policy, wherever your data is processed:
• For personal data collected in the European Economic Area (EEA), United Kingdom, or Switzerland, we rely on legal mechanisms for transferring data outside of those regions, such as the European Commission’s Standard Contractual Clauses (SCCs) or other appropriate safeguards, unless the transfer is to a country that has been officially deemed to provide an adequate level of protection.
• By using our services or submitting your personal information, you understand that your information may be transferred to the U.S. and other jurisdictions as necessary for the provision of the services you have requested.
If you have questions about our data transfer practices, or require more information about the safeguards we have in place, please contact us using the information in the “Contact Us” section below.
8. Children’s Privacy
Our services are not directed to children under the age of 13, and we do not knowingly collect personal information from children under 13. If you are under 13, please do not use our services or provide any personal information to us.
For teenagers between 13 and 18, our services should be used with the involvement of a parent or guardian, and any personal information should only be provided with consent from a parent or guardian.
If we become aware that we have inadvertently collected personal information from a child under 13 (or under the applicable age of consent in certain jurisdictions, which might be higher), we will take steps to delete such information promptly. If you believe that a child under 13 may have provided us personal information, please contact us so we can investigate and address the issue.
9. Changes to This Privacy Policy
We may update or modify this Privacy Policy from time to time. If we make material changes to the way we handle your personal information or to the Policy itself, we will provide a prominent notice (such as on our website or via email, if appropriate) to inform you of the change. The “Effective Date” at the top will always indicate when the latest changes were made.
We encourage you to review this Policy periodically to stay informed about how we are protecting the personal information we collect. Your continued use of VirtualSpace’s services after any changes to this Privacy Policy signifies your acceptance of the updated terms.
10. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your personal information, please contact us:
• Email: privacy@virtualspace.xyz (please include “Privacy Inquiry” in the subject line)
• Mailing Address: VirtualSpace.xyz LLC, 382 NE 191st St PMB 631076, Miami, Florida 33179, USA
• Telephone: +1 (855) 360-SCAN (855-360-7226)
We will do our best to respond to your inquiries in a timely manner. If you are located in the European Union or UK and feel we have not adequately addressed your privacy concerns, you have the right to lodge a complaint with your country’s data protection supervisory authority.
By using VirtualSpace’s services, you acknowledge that you have read and understand this Privacy Policy and agree to its terms.