1. Scope

This Privacy Policy explains how Pluragon IT Inc. ("Pluragon", "we", "us", or "our") collects, uses, discloses, stores, and protects personal information in connection with the PluraSpace website, application, subscriptions, support, and related services. It applies to website visitors, customers, administrators, authorized users, and people who communicate with us about PluraSpace.

2. Who Operates PluraSpace

PluraSpace is developed, owned, and operated by Pluragon IT Inc., a Nova Scotia company. PluraSpace is not a separate legal entity.

3. Information We Collect

Account and profile information: Name, email address, company or organization name, account identifiers, and an optional job title or role if provided.

Booking information: Room, date and time, organizer information, attendee names or email addresses where applicable, and optional notes or descriptions provided with a booking.

Configuration and administration: Space configuration, administrator assignments, and audit records of administrative actions such as user-management or settings changes.

Microsoft 365 data: Information retrieved through Microsoft Graph that is necessary to provide the room-booking and related PluraSpace functionality. PluraSpace does not store unrelated Microsoft 365 calendar data.

Support communications: Support requests and correspondence. These are handled through Pluragon's support ticketing system, currently SuperOps.

Subscription status: Subscription status and payment-related identifiers needed to operate the service. Billing, invoices, payment-card information, and billing addresses are handled by Stripe.

Website analytics: Analytics information collected through Google Analytics when non-essential analytics consent has been provided.

Operational diagnostics: Limited service, error, performance, security, and diagnostic information processed through standard Microsoft Azure monitoring tools as necessary to operate and troubleshoot the service.

The PluraSpace application does not intentionally store phone numbers, customer billing addresses, user country/region, general device/browser profiles, or IP addresses as part of its normal application data. Infrastructure and third-party services may nevertheless process technical information, including network identifiers, as necessary to deliver, secure, or measure their services.

PluraSpace does not provide general-purpose file or document upload/storage functionality.

4. How We Use Information

• Provide and operate PluraSpace and its room-booking functionality.

• Create and manage accounts, spaces, administrators, and authorized users.

• Connect the service to the customer's Microsoft 365 tenant and retrieve required information through Microsoft Graph.

• Process subscription status, billing events, and service entitlement through Stripe.

• Provide customer support and troubleshoot technical issues.

• Maintain administrative audit records and protect the security and integrity of the service.

• Measure website usage through Google Analytics where consent has been provided.

• Comply with legal, tax, fraud-prevention, security, and dispute-resolution obligations.

• Send marketing communications where the recipient has separately opted in, subject to applicable law.

5. Microsoft 365 and Microsoft Graph

PluraSpace is registered or authorized as an application against the customer's primary Microsoft 365 tenant. It uses Microsoft Graph to obtain information required for PluraSpace to function. PluraSpace does not store Microsoft authentication credentials or tokens in its application database. Customers control their Microsoft 365 tenant, resources, permissions, and authorized users.

6. Payments and Stripe

Stripe processes subscriptions, billing, invoices, payment methods, and billing addresses. Pluragon does not store complete payment-card information or billing-address information in the PluraSpace application. Pluragon may receive limited subscription, transaction, customer, or payment-status identifiers from Stripe as needed to provide the service and maintain records.

7. Analytics and Cookies

PluraSpace uses Google Analytics for website analytics. Non-essential analytics cookies are subject to the cookie-consent controls presented on the website. Visitors may reject non-essential analytics cookies while necessary cookies continue to operate. Additional details are provided in the PluraSpace Cookie Policy.

8. Artificial Intelligence

PluraSpace may use Azure OpenAI, OpenAI, and Anthropic behind the scenes for internal product functions. PluraSpace customer content, booking information, and other Customer Data are not sent to these AI providers. Pluragon does not use PluraSpace Customer Data to train its own AI models and does not permit third-party AI providers to train on PluraSpace Customer Data.

9. Service Providers and Disclosure

Pluragon may disclose or make information available to service providers only as reasonably necessary to operate, secure, support, bill for, or maintain PluraSpace. Current key providers include Microsoft for Azure, Microsoft 365, Graph, email, and platform monitoring; Stripe for billing and payments; Google Analytics for consent-based website analytics; and SuperOps for support ticketing.

Pluragon may also disclose information where required by law, to protect legal rights or security, in connection with a corporate transaction, or with the individual's or customer's authorization.

10. Data Location and International Processing

The primary PluraSpace production environment, production database, and backups are hosted in Microsoft Azure in Canada, using the Canada Central and Canada East regions. Some service providers may process information outside Canada. When information is processed in another country, it may be subject to the laws of that jurisdiction.

11. Data Retention and Deletion

Pluragon retains personal information only for as long as reasonably necessary for the purposes described in this Policy, to provide the service, or to meet legal and operational requirements.

• If a paid subscription lapses or a renewal payment fails, the space and associated service data may be retained for up to 90 days to allow reactivation.

• If an administrator intentionally deletes a space, the space configuration and service data may be retained for up to 30 days to allow recovery, after which active service data is scheduled for deletion.

• Limited tax, legal, fraud-prevention, security, billing-reference, or dispute-related records may be retained longer where required or reasonably necessary.

• Residual copies may remain in backups until they expire through the normal backup lifecycle. Backup data is not used for ordinary product operation.

12. Security

Pluragon uses administrative, technical, and organizational safeguards appropriate to the nature of the service and information processed. PluraSpace is hosted on Microsoft Azure in Canada and uses standard Azure-native operational monitoring. No online service can guarantee absolute security.

13. Your Privacy Choices and Rights

Depending on your jurisdiction, you may have rights to request access to personal information about you, request correction, request deletion in certain circumstances, withdraw consent where processing is based on consent, object to or restrict certain processing, or make a complaint to an applicable privacy regulator.

Privacy and access requests can be made manually by contacting info@pluragon.com. We may need to verify your identity or authority before responding. We will respond within the time required by applicable law.

14. Marketing Communications

Marketing emails and newsletters are separate from essential service communications. PluraSpace uses a separate opt-in for marketing where required. You may unsubscribe from marketing communications at any time using the unsubscribe mechanism provided in the message. Essential service communications, such as account, subscription, booking, security, and operational notices, may still be sent where necessary to provide the service.

15. Children and Contracting Capacity

PluraSpace is not directed specifically at children. A person must have legal capacity to enter into a binding contract in their jurisdiction to purchase or establish an account, or must have a parent, legal guardian, or other legally authorized person do so on their behalf. Authorized users may also access the service through an organizational account.

16. Changes to This Policy

We may update this Privacy Policy as PluraSpace, our service providers, or legal requirements change. The current version will show its effective date. Material changes will be communicated where required by applicable law.