Privacy Policy

This policy describes how OneSpace ("we", "us") handles information across our website, application, and any related service. For individual visitors and members, OneSpace acts as a data controller. For institutional deployments — where an employer, clinic, or health system engages OneSpace to serve their members — OneSpace acts as a processor on behalf of that institution, and their privacy notice governs the underlying relationship with the member.

• Information you provide. Name, email, organization, and any notes you submit through intake forms (clinician signups, institutional inquiries, general contact).
• Account information. Credentials, authentication tokens, and profile details you create when signing in.
• Usage information. Log data such as IP address, device and browser type, pages visited, and timestamps.
• Content you create. Practice entries, messages, and other content you author inside the Service.
• Cookies. Small files used to keep you signed in and to understand aggregate usage. See section 12.

• To operate, maintain, and improve the Service.
• To respond to your inquiries and provide support.
• To send transactional messages (account, security, and service updates).
• To measure and improve product quality in aggregate.
• To detect, prevent, and address fraud, abuse, and security issues.
• To comply with legal obligations.

We do not sell your personal information, and we do not use member-submitted content to train third-party foundation models.

Where GDPR or similar laws apply, we process personal data on the basis of your consent, the performance of a contract with you, our legitimate interests in operating and improving the Service, or compliance with a legal obligation.

We share personal information only as needed to operate the Service, with categories of vendors including:

• Cloud infrastructure and database hosting.
• Transactional email delivery.
• AI inference providers, for features that require model calls.
• Analytics providers, for aggregate usage measurement.

These vendors are contractually bound to use information only to provide services to us. We may also disclose information when required by law, to enforce our terms, or to protect the rights, property, or safety of OneSpace, our members, or others.

Some features route content to third-party AI providers for inference. Content is sent only to fulfill the requested feature, is not used by those providers to train their foundation models under our contracts, and is not retained by them beyond the period needed to provide the response.

We retain personal information for as long as your account is active, as needed to provide the Service, or as required by law. You may request deletion at any time (see section 8). Backups and audit logs may persist for a limited period after deletion.

Depending on where you live, you may have the right to:

• Access the personal information we hold about you.
• Correct information that is inaccurate or incomplete.
• Delete your personal information.
• Export a copy of your personal information.
• Object to or restrict certain processing.
• Withdraw consent where processing is based on consent.

To exercise any of these rights, email hello@onespace.so. For institutional deployments, direct rights requests to your institution first; we will support them as processor.

We use administrative, technical, and physical safeguards designed to protect personal information, including encryption in transit and at rest and row-level access controls on submission tables. No method of transmission or storage is perfectly secure; we cannot guarantee absolute security.

We operate from the United States. If you access the Service from outside the U.S., your information will be transferred to and processed in the U.S., where privacy laws may differ from those in your country.

The Service is intended for individuals 18 and older. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, contact us and we will take steps to delete it.

We use cookies and similar technologies to keep you signed in, remember preferences, and understand aggregate usage. You can control cookies through your browser settings. Disabling cookies may affect the functionality of the Service.

We may update this Privacy Policy from time to time. When we do, we will update the "Last updated" date above and, for material changes, provide reasonable notice.

Questions or requests? Email hello@onespace.so.