1. Who we are and what this policy covers
Hubgnome ("Hubgnome", "we", "us" or "our") provides a software-as-a-service platform that helps coworking and flexible workspace operators run their business, including CRM, bookings, memberships, billing, communications, virtual mailbox, access control, events, website and member portal tools (the "Service").
This Privacy Policy explains how we collect, use, protect and share personal information when you visit our website, join our waitlist, contact us, or sign up for and use the Service. It applies to:
- Customers — the workspace operators who subscribe to Hubgnome, and their authorized users (staff and administrators).
- Visitors — people who browse our website, join our waitlist or contact us.
It does not govern how our customers handle information about their own members, leads and contacts. That is covered by each customer's own privacy policy, as explained below.
2. Your customer data belongs to you
When you use Hubgnome, you and your team enter information about the people you work with — members, prospects, leads, visitors, mail recipients, vendors and other contacts — along with the records, messages, files and activity connected to them ("Customer Data").
Our commitment, in plain language
Every contact entered into Hubgnome is yours, and yours alone. We never sell, rent, or market to your contacts. We never sell directly to them, never add them to our own mailing lists, and never contact them on our own behalf. We never share them with other Hubgnome customers, partners or data brokers.
For Customer Data, you are the controller (or "business") and Hubgnome acts as your processor (or "service provider"). That means:
- We process Customer Data only to provide, secure, support and improve the Service for you, and only on your documented instructions — for example, sending a message, invoice or reminder that you or your automations configured.
- Messages that reach your contacts through Hubgnome are sent on your behalf and at your direction, never as Hubgnome marketing.
- Our staff access Customer Data only when needed to provide support you request, keep the Service secure, or comply with the law, and access is limited, logged and confidential.
- If one of your contacts asks us about their data, we will refer them to you and help you respond.
We are happy to sign a Data Processing Agreement (DPA) setting out these commitments in contract form.
3. Information we collect
We collect only what we need to run the Service and our business. We practice data minimization: if we don't need it, we don't ask for it.
Information you give us
- Account information: name, work email, phone number, company name, role and login credentials for you and your users.
- Billing information: billing contact and address, plan and transaction history. Card details are handled by our payment processor; we do not store full card numbers.
- Waitlist and contact requests: the name, email and message you send when you join our waitlist, fill out a form or email us.
- Support communications: the content of support requests and any information you choose to share with us.
Information collected automatically
- Service usage and logs: IP address, browser and device type, pages and features used, timestamps and error logs, used to operate, secure and improve the Service.
- Website analytics: aggregated information about how visitors use our marketing website (see Cookies and analytics).
Customer Data
Customer Data that you enter into the Service is processed solely on your behalf, as described in Section 2.
4. How we use information
We use the information described above to:
- Provide, operate, maintain and secure the Service;
- Create and manage accounts, authenticate users and process payments;
- Provide customer support and respond to your requests;
- Send you service, security, billing and account notices;
- Tell you about Hubgnome product updates, if you are a customer or waitlist member, with an unsubscribe link in every message;
- Understand how our product and website are used, in aggregate, so we can improve them;
- Detect, prevent and investigate fraud, abuse and security incidents; and
- Comply with legal obligations and enforce our agreements.
Where the law requires a legal basis, we rely on performance of our contract with you, our legitimate interests (such as securing and improving the Service) where they are not overridden by your rights, compliance with legal obligations, and your consent where we ask for it. You may withdraw consent at any time.
5. What we will never do
- Sell, rent, lease or trade personal information or Customer Data — to anyone, for any price.
- Market, sell or reach out to the members, leads or contacts in your account.
- Share personal information for targeted or cross-context behavioral advertising.
- Combine your Customer Data with other customers' data, or use it to benefit another customer.
- Use Customer Data to train AI models offered to anyone other than you.
- Read your Customer Data except to provide support you request, keep the Service secure, or comply with the law.
6. AI features
Hubgnome includes an AI concierge and automated workflows that can answer questions, draft messages and handle routine tasks for you. When you use these features:
- Customer Data is processed only to perform the task you or your configuration requested, for your account.
- We do not use your Customer Data to train general-purpose or shared AI models.
- Where we use third-party AI providers, they act as our subprocessors and are contractually bound not to use your data to train their models and to keep it confidential.
- You control which AI features are enabled and which channels they respond on.
9. Security
Protecting your data is central to how we build and operate Hubgnome. Our safeguards include:
- Encryption of data in transit and at rest;
- Strict tenant separation, so one customer's data is never visible to another;
- Role-based access controls, least-privilege staff access, and audit logging;
- Regular backups, monitoring and vulnerability management; and
- Confidentiality obligations and privacy training for everyone who works on Hubgnome.
No system is perfectly secure. If we become aware of a security incident affecting your personal information or Customer Data, we will notify you without undue delay and as required by law, and tell you what we are doing about it.
10. Data retention and deletion
We keep personal information only as long as we need it for the purposes in this policy:
- Customer Data is kept for as long as your account is active. You can export it at any time. After your account closes, we delete Customer Data from our active systems within a defined period, and from backups as they cycle out, unless you ask us to delete it sooner or the law requires us to keep it.
- Account and billing records are kept as long as needed to provide the Service and meet tax, accounting and legal obligations.
- Waitlist and enquiry information is kept until you ask us to remove it, unsubscribe, or it is no longer needed.
11. Your privacy rights
We extend core privacy rights to everyone, wherever they live. Depending on your location (including under the GDPR, UK GDPR, and US state laws such as the CCPA/CPRA), you may have the right to:
- Know what personal information we hold about you and get a copy of it;
- Correct inaccurate information;
- Delete your information;
- Receive your information in a portable format;
- Object to or restrict certain processing, and withdraw consent;
- Opt out of the sale or sharing of personal information — though we do not sell or share it; and
- Lodge a complaint with your local data protection authority.
We will not discriminate against you for exercising any of these rights. To make a request, contact us using the details below; we may need to verify your identity first. If your information was entered into Hubgnome by one of our customers (for example, the workspace where you are a member), please contact that workspace directly — they control that data, and we will help them respond.
12. International data transfers
We may process information in countries other than the one where you live. When we transfer personal information out of the European Economic Area, the United Kingdom or Switzerland, we use recognized safeguards such as the European Commission's Standard Contractual Clauses, and require the same level of protection wherever your data goes.
13. Children
Hubgnome is a business service and is not directed to children under 16. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us and we will delete it.
14. Changes to this policy
We may update this policy as our Service or the law changes. We will post the updated version here with a new effective date, and if the changes are material we will notify customers by email or in the Service before they take effect. We will never weaken our commitment not to sell your data or contact your contacts without telling you first.
15. Contact us
Questions, requests or concerns about privacy are always welcome. We read every message and respond promptly.
You can also send us a message with the form below. Mentioning "privacy" in your message helps us route it quickly.
Contact Us
Please fill out the form below to get in touch with us.