Privacy Policy

This Privacy Policy explains how Space Ninja Technologies Ltd (“Space Ninja”, "Spaceninja.biz", "we", "our", or "us") collects, stores, uses, and discloses app users' ("Provider(s)", “Enquirer(s)”, "you" or "your") personal information ("Personal Data"). It also outlines the rights you have in relation to your personal information. By using the Space Ninja app or accessing our database of warehousing providers, you consent to the practices described in this policy.

What is Personal Data?

Under the General Data Protection Regulation (GDPR), "Personal Data" refers to any identifiable information that directly (e.g., names, addresses, contact details, company registration numbers) or indirectly identifies individuals. In the context of Space Ninja Technologies Ltd, your Personal Data may include:

  • Title, names, company details, contact details, addresses, and documents required to verify identities.

How We Use Your Personal Data

We collect and use your Personal Data for the following purposes:

  • To facilitate transactions related to the search and supply of warehousing space.
  • To assess and respond to your inquiries and service requests.
  • To verify your identity and protect against fraud.
  • To enhance the functionality and usability of the Space Ninja app.
  • For internal research, service improvement, and product development.

We may also use your Personal Data for marketing purposes, but only with your clear consent.

Legal Basis for Processing Your Data

We process your Personal Data based on:

  • Consent: When you explicitly agree to the collection and use of your data (e.g., for marketing purposes).
  • Contractual Necessity: When processing is required to fulfil a contract (e.g., providing warehousing services).
  • Legal Obligations: When processing is necessary to comply with legal or regulatory requirements.

How We Collect and Store Your Personal Data

Your Personal Data is collected directly from you during the onboarding process (Registration) and may be gathered from other sources. Data may be provided verbally, through forms, emails, or via the Space Ninja app. We may also request additional data related to submitted quotes, key performance indicators, and workflows to enhance your experience and our business processes.

Your Personal Data will be recorded securely in physical files, mobile devices, and our computer systems (e.g., emails, hard drives, CRM systems, cloud storage). Only authorised Space Ninja Technologies Ltd employees and the supporting development team will have access to this data when needed.

Data Security Measures

We are committed to protecting your privacy and have implemented strict measures to ensure the security of your Personal Data. These measures include:

  • Encryption of sensitive data.
  • Access controls to limit data access to authorised personnel only.
  • Secure storage of physical and digital records.
  • Regular security audits and updates to our systems.

We also take reasonable steps to ensure that any third parties with whom we may share your data for legitimate purposes (e.g., cloud storage providers) adhere to equally stringent security protocols.

Data Retention

We retain your Personal Data for a minimum of five years or as long as necessary for the purposes described in this Privacy Policy. If required by law or for legitimate business purposes, data may be retained for longer. Once data is deemed unnecessary, it will be securely deleted.

International Data Transfers

At present, we do not anticipate transferring your Personal Data outside of the European Economic Area (EEA). However, if this changes, we will ensure that appropriate safeguards are in place, such as Standard Contractual Clauses or equivalent mechanisms, to protect your data in accordance with GDPR.

Data Breach Notification

In the event of a data breach, we will notify affected users and relevant authorities within 72 hours, in compliance with GDPR requirements. We will also provide details of any remedial action taken to prevent further breaches.

Disclosing Your Personal Data

We do not sell, trade, or share your Personal Data with third parties, except as required by law or with your clear consent. Your data will only be used for the purposes outlined in this policy, and we will ensure that any data shared with trusted service providers is kept confidential and secure.

Your Rights

You have the right to:

  • Request copies of your Personal Data that we hold.
  • Ask for further information about how we use, securely store, and share your Personal Data.
  • Request corrections or updates to your Personal Data.
  • Restrict the processing of your data, subject to discussions around the feasibility of such requests.
  • Request the deletion of your Personal Data from our database if you decide to leave.
  • Withdraw your consent for the use of your data at any time.

To exercise any of these rights, please contact us at support@spaceninja.biz. If we are legally required to process your data differently from your request, we will inform you.

How to Contact Us

If you have any questions regarding this Privacy Policy or wish to exercise your rights, please contact support@spaceninja.biz.

If you become aware of any unauthorised disclosure of Personal Data, please notify us immediately so we can investigate and comply with regulatory requirements.

If you have concerns about how your Personal Data is handled, you can contact the Information Commissioner's Office (ICO), the UK's data protection regulator.

Changes to This Policy

We reserve the right to update this Privacy Policy as necessary to reflect changes in our practices, legal requirements, or service offerings. You will be notified of any significant changes through the Space Ninja app or via email. If you do not agree with the updated policy, you have the right to withdraw consent and request the deletion of your data.