RoomHex
Home Terms Create a Meeting

Privacy Policy

Version 1.0 — Effective date: 13 October 2025

Pre‑incorporation project
This policy is drafted to align with the UK GDPR and the EU GDPR, as applicable.

Important note about our status

RoomHex is currently a pre‑incorporation project. We do not maintain a physical mailing address and we have not appointed a data protection officer. You can contact us exclusively via email at support@roomhex.com.

Who we are and how to contact us

  • Data Controller: RoomHex project team (pre‑incorporation)
  • Contact email for privacy matters: support@roomhex.com

Personal data we collect

Account & profile data

Name, email address, role/organisation (optional) if you create an account or join a waitlist.

Technical & usage data

Device/OS/browser information, IP address, time zone, language, session identifiers, diagnostic logs, crash reports, feature usage telemetry.

Communications & support

Messages you send us, attachments, and related diagnostics.

Cookies & similar technologies

Strictly necessary cookies (authentication, security). Analytics cookies only where you have consented (if/when enabled).

Beta content

If you opt into early access features, we may process media streams/recordings/metadata necessary to provide real‑time collaboration features (processed only where you explicitly initiate such features).

Legal bases for processing (UK/EU GDPR)

  • Performance of a contract (Art. 6(1)(b)): to provide and maintain the Service you request.
  • Legitimate interests (Art. 6(1)(f)): security, fraud/abuse prevention, service analytics and improvement.
  • Consent (Art. 6(1)(a)): non‑essential cookies/analytics and certain beta features where we ask for it.
  • Legal obligation (Art. 6(1)(c)): responding to lawful requests and record‑keeping.

How we use personal data

  • Provide, operate and secure the Service; manage authentication and sessions.
  • Detect, prevent and respond to security incidents and abuse.
  • Communicate with you about updates, support tickets and transactional notices.
  • Analyse performance, fix bugs and improve features/infrastructure.
  • Comply with legal obligations and enforce our Terms and policies.

Sharing your personal data

We do not sell your personal data. We share data only with:

  • Service providers (processors): cloud hosting, content delivery, email, analytics/telemetry (if enabled). We require appropriate contractual safeguards.
  • Legal disclosures: to competent authorities when required by law or to protect our rights.
  • Corporate change: if we restructure or incorporate, we will provide appropriate notice and maintain equivalent or stronger protections.

International transfers

Your data may be processed outside your country (including outside the UK/EEA). Where required, we use lawful transfer mechanisms (e.g., EU Standard Contractual Clauses and/or the UK International Data Transfer Addendum) and perform transfer risk assessments where appropriate.

Data retention

We retain personal data only as long as necessary for the purposes above, then delete or anonymise it. Typical periods: account/waitlist data up to 6 months after your request to delete or after inactivity; security logs 12–24 months; support records up to 24 months.

Security

We implement appropriate technical and organisational measures, including encryption in transit, access controls and audit logging. No system is 100% secure; residual risk remains.

Your rights (UK/EU)

Subject to conditions/exceptions, you have the right to access, rectify, erase, restrict processing, object (including to processing based on legitimate interests), and data portability. You also have the right to lodge a complaint with the UK ICO or your local EEA authority. To exercise rights, email support@roomhex.com. We may request information to verify your identity.

Cookies

You can manage preferences via our cookie banner/settings (when available). Blocking strictly necessary cookies may impair some features. See our Cookie Notice if published.

Children

RoomHex is designed for professional users and is not directed to children under 16. We do not knowingly collect children’s data.

Third‑party links

We are not responsible for the privacy practices of third‑party sites linked from the Service.

Changes to this policy

We may update this policy. The latest version will be posted at roomhex.com with an updated effective date. For material changes, we will provide reasonable notice (e.g., via the website or email).

Contact

For privacy questions or requests: support@roomhex.com.