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That Space

Policy

Privacy Policy

DGL MEDIA AGENCY LTD T/A That Space

Last Updated: 12-04-26

1. Introduction

This Privacy Policy explains how DGL MEDIA AGENCY LTD T/A That Space (“That Space”, “we”, “us”, “our”) collects, uses, stores, shares, and protects personal data when you access or use our website, platform, services, and related features.

That Space provides a browser-based software-as-a-service platform that enables users to upload, convert, host, publish, and analyse interactive 3D environments.

We are committed to protecting your privacy and handling your personal data lawfully, fairly, and transparently.

This Privacy Policy should be read alongside our End User Licence Agreement (EULA) and any other terms that apply to your use of the Service.

2. Who We Are

That Space is operated by:
DGL MEDIA AGENCY LTD T/A That Space
Registered in England and Wales

Website:
www.thatvirtualspace.com

Email:
hello@thatvirtualspace.com

For the purposes of UK data protection law, DGL MEDIA AGENCY LTD is the data controller for personal data we collect and process through the website and platform.

3. What Personal Data We Collect

We may collect and process the following types of personal data.

Account Data

  • Name
  • Email address
  • Password or authentication details
  • Organisation name
  • Role within an organisation
  • Account settings
  • User permissions
  • Login activity

Organisation Data

  • Organisation name
  • Team members
  • Invited users
  • User roles
  • Subscription plan
  • Project limits
  • Account status

Billing and Subscription Data

Payments are processed by Stripe. We do not directly store full payment card details.

  • Billing name
  • Billing email
  • Billing address
  • Subscription plan
  • Payment status
  • Invoices
  • Transaction references
  • Stripe customer ID
  • Subscription status
  • Cancellation status

Project and User Content Data

When you use the platform, you may upload or create content including:

  • 3D models
  • Media files
  • Images
  • Videos
  • Documents
  • Links
  • Embedded content
  • Project names
  • Project descriptions
  • Hotspots and media tags
  • Published 3D environments
  • Project settings

You are responsible for ensuring that any personal data included within your uploaded content has been collected and used lawfully.

Usage and Analytics Data

  • Pages visited
  • Projects viewed
  • Session duration
  • Clicks and interactions
  • Media tag engagement
  • Heatmap and movement data
  • Device type
  • Browser type
  • Operating system
  • Approximate location based on IP address
  • Referral source
  • Performance data
  • Error logs

Where possible, analytics data is anonymised or aggregated.

Technical and Security Data

  • IP address
  • Device information
  • Browser information
  • Login timestamps
  • Authentication events
  • Security logs
  • Error reports
  • System activity
  • API usage
  • File processing status

Contact and Support Data

  • Name
  • Email address
  • Company name
  • Message content
  • Support request details
  • Responses and correspondence

Marketing Data

  • Marketing preferences
  • Newsletter sign-up details
  • Campaign engagement
  • Email open and click data
  • Social media enquiries
  • Event or demo enquiry data

4. How We Collect Personal Data

We collect personal data when you visit our website, create an account, use the platform, upload or publish a project, invite users to an organisation, subscribe to a paid plan, contact us, request support, book a demo, sign up to marketing communications, interact with our emails, website, or platform, or use embedded or third-party features.

We may also collect data automatically through cookies, analytics tools, server logs, and platform monitoring tools.

5. How We Use Personal Data

We use personal data to provide the Service, manage subscriptions and payments, improve the platform, keep the platform secure, communicate with you, and carry out marketing where permitted by law.

  • Create and manage accounts
  • Authenticate users
  • Operate organisations and user roles
  • Host, process, convert, and display 3D environments
  • Enable publishing and sharing of projects
  • Provide analytics and engagement tracking
  • Save project settings
  • Manage live and unpublished projects
  • Provide customer support
  • Process subscriptions, billing status, invoices, plan limits, upgrades, downgrades and cancellations
  • Monitor performance, identify errors, improve user experience and develop features
  • Protect accounts, prevent fraud, investigate security issues and enforce our EULA
  • Send service, account, billing, onboarding and support communications
  • Send newsletters, product news and marketing communications where permitted

You can opt out of marketing communications at any time.

6. Lawful Bases for Processing

Under UK data protection law, we rely on contract, legitimate interests, consent, and legal obligation as lawful bases for processing your personal data.

7. User Content and Personal Data Uploaded by Users

You retain ownership of content you upload to the platform. Uploaded content may contain personal data, such as names, images, videos, contact details, documents, property information, or other identifiable information.

You are responsible for ensuring that you have the right to upload, publish, share, and process any personal data included within your User Content. Where That Space processes User Content on behalf of an organisation or account holder, we may act as a processor in respect of that content.

We process User Content only as necessary to provide, host, convert, display, secure, support, and improve the Service.

8. Analytics and Engagement Tracking

The platform may collect analytics relating to project performance and user engagement. This may include total visits, unique users, average session time, project views, media tag clicks, website link clicks, video interactions, heatmap-style engagement data, and movement and dwell patterns within 3D environments.

Analytics are intended to help account holders understand how their environments are being used. Where possible, analytics are anonymised, aggregated, or presented in a way that does not directly identify individual users.

9. Cookies and Similar Technologies

We may use cookies and similar technologies for login sessions, authentication, security, remembering preferences, analytics, performance monitoring, and marketing measurement. Some cookies are essential for the platform to function. Others may be optional and used only where permitted by law.

You can control cookies through your browser settings. Disabling certain cookies may affect the functionality of the website or platform.

10. Who We Share Personal Data With

We may share personal data with trusted third parties where necessary to provide and operate the Service. These may include payment processors including Stripe, cloud hosting providers, authentication providers, email service providers, analytics providers, security and monitoring providers, customer support tools, professional advisers including accountants, lawyers and insurers, and regulators, authorities or law enforcement where required by law.

We only share personal data where there is a valid reason to do so. We do not sell your personal data.

11. Third-Party Services

The platform may allow users to add or embed third-party content, including external links, websites, media, video platforms, documents, or other online services. These third-party services may collect personal data independently from That Space. We are not responsible for the privacy practices, content, security, or availability of third-party services.

12. International Transfers

Some of our service providers may process personal data outside the United Kingdom. Where personal data is transferred internationally, we will take reasonable steps to ensure appropriate safeguards are in place in accordance with applicable data protection laws.

13. How Long We Keep Personal Data

We keep personal data only for as long as reasonably necessary for the purposes set out in this Privacy Policy. Retention periods may depend on the type of data, the purpose for which it was collected, whether the account or subscription is active, legal, accounting or tax requirements, security and fraud prevention needs, dispute resolution requirements, and backup and technical storage cycles.

Account data is generally retained while your account remains active. Billing records may be retained for legal, accounting, and tax purposes. Support correspondence may be retained to help resolve future queries. Security logs may be retained to protect the platform and investigate misuse. Unpublished projects may be deleted after 30 days. Inactive, cancelled, or non-paying accounts may be deleted or restricted.

We may anonymise data instead of deleting it where it is no longer needed in identifiable form.

14. Data Deletion

You may request deletion of your account, organisation, projects, User Content, or personal data by contacting hello@thatvirtualspace.com.

Where a deletion request is valid, we will take reasonable steps to delete or anonymise the relevant data. Deletion may not be immediate where data is held in backups, logs, archives, billing records, accounting records, security systems, legal or dispute records, or fraud prevention systems.

We may retain certain information where required or permitted by law. Cancellation of a subscription does not automatically delete your account, projects, User Content, or personal data. If you want your data deleted, you must request deletion separately.

15. Your Data Protection Rights

Under UK data protection law, you may have the right to be informed, access your personal data, correct inaccurate personal data, request deletion, restrict processing, object to processing, data portability, withdraw consent where processing is based on consent, and complain to the Information Commissioner’s Office.

The ICO confirms that privacy information should explain purposes of processing, retention periods, who data is shared with, and the rights available to individuals. Your rights may depend on the lawful basis we rely on for processing.

16. Right to Object

You have the right to object to processing where we rely on legitimate interests. You also have the right to object to direct marketing at any time. If you object to direct marketing, we will stop using your personal data for that purpose.

17. How to Exercise Your Rights

To exercise your rights, contact us at hello@thatvirtualspace.com. We may need to verify your identity before responding to a request. We will respond to valid requests in accordance with applicable data protection laws.

Some requests may be refused or only partially fulfilled where we are legally permitted or required to retain certain information.

18. Marketing Communications

We may send marketing communications where you have opted in, requested information, signed up to updates, or where we are otherwise permitted by law to contact you. You can opt out at any time by clicking the unsubscribe link in an email or contacting hello@thatvirtualspace.com.

Opting out of marketing does not stop us from sending service, account, billing, or security-related communications.

19. Security

We take reasonable technical and organisational measures to protect personal data, including access controls, authentication, encryption where appropriate, secure hosting infrastructure, monitoring and logging, role-based permissions, security reviews, and restricted access to personal data. However, no online service can be guaranteed to be completely secure.

You are responsible for keeping your login details confidential and ensuring that users within your organisation use the platform responsibly.

20. Children

The Service is intended for business and professional use. It is not intended for children. You must not use the Service if you are under the age required to enter into a binding agreement in your jurisdiction.

21. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Where changes are material, we will take reasonable steps to notify users. Continued use of the Service after changes are published means you accept the updated Privacy Policy.

22. Complaints

If you have concerns about how we handle your personal data, please contact us first at hello@thatvirtualspace.com. You also have the right to complain to the Information Commissioner’s Office, the UK supervisory authority for data protection.

ICO website:
www.ico.org.uk

23. Contact

For privacy-related questions, requests, or complaints, contact:
DGL MEDIA AGENCY LTD T/A That Space
Website: www.thatvirtualspace.com
Email: hello@thatvirtualspace.com