Privacy policy

1. Overview

At InspireXChange(“we”), we are committed to protecting your privacy. This Privacy Policy outlines the types of information we collect, how we use it, and the steps we take to ensure your information is handled appropriately when you use InspireXChange Platform(the “Platform”), visit our websites, or interact with related services. For cookie-specific information, see our Cookie policy.

2. Data controller

The controller responsible for personal data processed in connection with the Platform is InspireXChange B.V., registered with the Dutch Chamber of Commerce (KVK) under number 96595612. Contact: office@inspirexchange.nl.

3. Data we collect

Depending on how you use the Platform, we may process:

• Personally identifiable information (PII): user name, email address, country and city, company name, password (hashed), role, organisation, referral codes, and profile fields you provide.
• Project and collaboration data: project profiles, descriptions, documents or links you upload, questionnaire responses, messages, marketplace interactions, and administrative records.
• Technical data: IP address, device and browser identifiers, approximate location derived from IP, timestamps, and diagnostic logs needed for security and reliability.
• Communications: emails or support requests you send us and records needed to resolve incidents.

We do not collect non-personally identifiable information beyond what is described above.

4. Purposes and legal bases (GDPR)

We process personal data for the following purposes:

• Providing the Platform— contract (Art. 6(1)(b) GDPR): accounts, collaboration features, hosting, and customer support.
• Storing and managing data— contract (Art. 6(1)(b) GDPR): securely storing user and project data required for Platform operation.
• Chatbot functionality— legitimate interests (Art. 6(1)(f)): hosting and running our chatbot through third-party providers to support user workflows.
• Email communications— contract / consent (Art. 6(1)(b) / Art. 6(1)(a)): sending service emails and user invitations via HubSpot, MailChimp, and Sendgrid.
• Security and abuse prevention— legitimate interests (Art. 6(1)(f)): fraud detection, access logs, rate limiting, and integrity monitoring.
• Analytics and product improvement— legitimate interests or consent where required: understanding usage in aggregate to improve UX (you may control non-essential cookies via our cookie tools; see the Cookie policy).
• Legal compliance— legal obligation (Art. 6(1)(c)): tax, accounting, or responding to lawful requests from authorities.
• Marketing— consent where required (Art. 6(1)(a)): newsletters or promotional messages only if you opt in.

5. Data storage and security

All data is stored in the European, Middle Eastern, and African (EMEA) region in Google Data Centres according to Google protocols. We may expand the regions where we store data in the future. We employ industry-standard security measures to protect your information against unauthorised access, alteration, disclosure, or destruction. No online service can guarantee absolute security.

6. Retention

We retain personal data only as long as necessary for the purposes above. Account data is kept while your account is active and for a reasonable period afterwards for backup, dispute resolution, and legal obligations. Technical logs are rotated according to security policies. Specific retention periods may vary by data category and legal requirement.

7. Third-party services and subprocessors

We use the following third-party services to support our operations:

• Google Cloud Platform: for hosting and storage.
• OpenAI: for our chatbot functionality.
• HubSpot: for email communications.
• MailChimp: for email communications.
• Sendgrid: for sending user invitation emails.

We do not share any data with any other parties outside of these services. If we involve subprocessors outside the European Economic Area, we use appropriate safeguards such as Standard Contractual Clauses or adequacy decisions under Chapter V GDPR.

8. Email invitations

We may send invitations to new users to emails specified by our customers. These invitations are sent through our email service provider, Sendgrid.

9. On-edge devices

We install on-edge devices that have access to our services. These devices are limited to:

• Sending video recordings.
• Processing video with our proprietary AI software.
• Sending events to the cloud.

These devices do not have access to any personal data.

10. Your rights

Where GDPR applies, you may request access, rectification, erasure, restriction, portability, and objection to processing based on legitimate interests. You may withdraw consent at any time where processing is consent-based. You may lodge a complaint with a supervisory authority. To exercise rights, contact us at office@inspirexchange.nl.

11. Children

The Platform is not directed at children under 16. We do not knowingly collect personal data from children. If you believe we have, contact us and we will take appropriate steps.

12. Changes

We may update this Privacy Policy from time to time. When we do, we will post the updated policy on this page and update the effective date. We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your information.

13. Contact

If you have any questions about this Privacy Policy, please contact us at office@inspirexchange.nl. By using our services, you acknowledge that you have read and understood this Privacy Policy and agree to our use of your information as described herein.