Privacy Policy

1. Introduction

dotCLOUD Consulting LLC ("we", "us", or "our") operates the CoRoom platform, accessible via the main website at https://www.coroom.net and the application at https://app.coroom.net (collectively, the "Services"). We are committed to protecting your privacy and handling your personal data in accordance with applicable data protection laws, including the Swiss Federal Act on Data Protection (FADP) and, where relevant, the General Data Protection Regulation (GDPR).

This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Services. By accessing or using the Services, you agree to the terms of this Privacy Policy. If you do not agree, please do not use the Services.

2. Information We Collect

We collect information that you provide directly to us, information collected automatically, and information from third parties.

2.1 Personal Data You Provide

• Account Information: When you sign up or log in (via Azure AD authentication), we may collect your name, email address, job title, organization details, and other profile information.
• Booking and Usage Data: Details related to meeting room bookings, such as room preferences, schedules, favorite rooms, and collaboration details.
• Communication Data: Any information you provide when contacting us, such as inquiries or support requests.

2.2 Automatically Collected Data

• Usage Information: Data about your interactions with the Services, including IP address, browser type, device information, pages viewed, time spent, and actions taken (e.g., bookings made).
• Analytics Data: Aggregated insights on room usage patterns, which may include anonymized user behavior.
• Cookies and Similar Technologies: We use cookies to enhance functionality, remember preferences, and analyze usage. You can manage cookie preferences through your browser settings.

2.3 Data from Third Parties

• Microsoft 365 Integration: Through integration with Microsoft 365 (e.g., Exchange calendars, Azure AD), we access calendar data, availability, and user authentication details with your consent. We only access data necessary for providing the Services.

We do not collect sensitive personal data (e.g., racial or ethnic origin, health data) unless explicitly required and consented to.

3. How We Use Your Information

We use your information to:

• Provide, maintain, and improve the Services, including facilitating meeting room bookings, real-time availability checks, and analytics dashboards
• Enable team collaboration and multi-location management
• Authenticate users via Azure AD and integrate with Microsoft 365
• Send service-related communications, such as booking confirmations or updates
• Analyze usage patterns to optimize workspace efficiency (e.g., insights into room utilization)
• Respond to your inquiries and provide customer support
• Comply with legal obligations, enforce our terms, and prevent fraud or abuse

We may use aggregated or anonymized data for research, marketing, or business intelligence purposes, but this will not identify you personally.

4. Sharing Your Information

We do not sell your personal data. We may share information with:

• Service Providers: Third-party vendors who assist with hosting, analytics, payment processing (if applicable), or other operations, under strict confidentiality agreements.
• Microsoft: For integration purposes, data may be shared with Microsoft 365 services as part of the authentication and calendar sync process.
• Legal Requirements: If required by law, court order, or government authority, or to protect our rights, safety, or property.
• Business Transfers: In the event of a merger, acquisition, or sale of assets, your data may be transferred to the new owner.

We ensure that any third parties comply with applicable data protection laws.

5. Data Storage and Security

Your data is stored on secure servers in the European Union or Switzerland, with enterprise-grade security measures, including encryption, firewalls, and access controls. We use Azure AD for authentication to enhance security.

6. Your Rights

Depending on your location, you may have rights under data protection laws, including:

• Access, correct, or delete your personal data
• Object to or restrict processing
• Data portability
• Withdraw consent (where processing is based on consent)
• Lodge a complaint with a supervisory authority (e.g., the Swiss Federal Data Protection and Information Commissioner)

To exercise these rights, contact us at privacy@dotcloud.pro. We will respond within 30 days.

7. International Data Transfers

If data is transferred outside Switzerland or the EEA, we use appropriate safeguards, such as Standard Contractual Clauses, to ensure adequate protection.

8. Children's Privacy

Our Services are not intended for children under 16. We do not knowingly collect data from children. If we become aware of such data, we will delete it.

9. Cookies and Tracking

We use essential cookies for functionality and analytics cookies for performance insights. No advertising cookies are used. You can opt out via browser settings, but this may affect Service functionality.

10. Changes to This Privacy Policy

We may update this Policy from time to time. Changes will be posted here with the updated date. Continued use of the Services after changes constitutes acceptance.

11. Contact Us

For questions about this Privacy Policy, contact us at: