Privacy Policy

1. Introduction

Welcome to SPITI365 ("we," "our," or "us"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our internal real estate management platform and related services.

SPITI365 is an internal business tool used exclusively by SPITI365 real estate company employees for managing property appointments, client callbacks, team scheduling through Google Calendar integration, voice bot automation, and social media content distribution.

2. Data Controller

The data controller responsible for your personal information is:

For any privacy-related inquiries, data access requests, or concerns about how your information is handled, please contact us at the email address above. We aim to respond within 30 days.

3. Information We Collect

3.1 Employee Account Information

When you create an account on SPITI365, we collect:

• Email address: Primary identifier for your account
• Full name: For identification and communication
• Profile image: From Google OAuth (optional)
• Account preferences: Settings and configurations
• Role and permissions: Access level within the platform

3.2 Calendar and Scheduling Data

Through Google Calendar integration, we access:

• Calendar events: Appointments, viewings, meetings
• Event details: Titles, descriptions, locations, attendees
• Availability: Free/busy information for scheduling

3.3 Voice and Call Data

Through our voice bot integration, we collect:

• Call recordings: For quality assurance (with consent)
• Client phone numbers: For callback scheduling
• Call metadata: Duration, timestamps, outcomes
• Transcriptions: For callback action items

3.4 Social Media Data

When connecting social media accounts:

• Account tokens: For posting on your behalf
• Profile information: Username, account ID
• Post analytics: Engagement metrics

3.5 Usage and Analytics Data

• Login information: Times, IP addresses, device info
• Feature usage: Which features you use and how often
• Browser information: Type, version, settings

4. Legal Basis for Processing (GDPR)

We process your personal data based on the following legal grounds under GDPR Article 6:

5. How We Use Your Information

5.1 For Platform Services

• Authenticate and maintain your account
• Manage property viewing appointments via Google Calendar
• Schedule and track client callbacks
• Coordinate team schedules and availability
• Process voice calls and automate callback scheduling
• Post property content to connected social media accounts

5.2 For Communication

• Send important service updates and notifications
• Provide customer and technical support
• Communicate about appointments and callbacks

5.3 For Improvement and Security

• Improve platform features and user experience
• Generate analytics and performance reports
• Ensure platform security and prevent unauthorized access
• Debug issues and maintain system stability

6. Third-Party Services and Integrations

We integrate with the following third-party services. By using SPITI365, you acknowledge their respective privacy policies:

7. Data Sharing

We may share your information only in the following circumstances:

• Service Providers: With the third-party services listed above, solely to provide platform functionality
• Legal Requirements: When required by law, court order, or governmental authority
• Business Transfers: In case of merger, acquisition, or sale of company assets
• Protection of Rights: To protect the rights, property, or safety of SPITI365, our users, or others

8. Data Retention

We retain your data for the following periods:

• Employee accounts: While you are an active employee, plus 30 days after termination
• Calendar event data: Retained for business records as long as relevant
• Call recordings: Retained for up to 12 months for quality assurance
• Analytics data: Aggregated and anonymized, retained indefinitely
• Social media tokens: Until disconnected or account termination

You can request deletion of your personal data at any time by contacting us. We will process your request within 30 days, subject to any legal retention requirements.

9. Your Rights Under GDPR

As a data subject, you have the following rights regarding your personal data:

10. Data Security

We implement industry-standard security measures to protect your information:

• Encryption: All data transmission uses HTTPS/TLS encryption
• Authentication: Secure OAuth 2.0 protocols for third-party integrations
• Access Controls: Role-based access restrictions for employees
• Server Security: Hosted on secure, monitored servers
• Regular Audits: Periodic security assessments and updates
• Token Management: Secure storage of API tokens and credentials

11. International Data Transfers

Your data may be processed in countries outside the European Economic Area (EEA), particularly when using our third-party service providers:

• Google: Data centers worldwide (EU-US Data Privacy Framework participant)
• Twilio: US-based with global infrastructure
• Meta: US-based with EU data centers
• TikTok: Singapore and US-based operations

We ensure appropriate safeguards are in place for such transfers, including:

• EU Standard Contractual Clauses (SCCs)
• Adequacy decisions by the European Commission
• Binding Corporate Rules where applicable
• EU-US Data Privacy Framework certification

12. Cookies and Tracking

SPITI365 uses cookies to provide and improve our services:

12.1 Essential Cookies

• Session management and authentication
• Security tokens and CSRF protection
• User preferences and settings

12.2 Analytics Cookies (Optional)

• Usage patterns and feature adoption
• Performance monitoring
• Error tracking and debugging

We do not use third-party advertising or marketing cookies. You can manage cookie preferences through your browser settings.

13. Children's Privacy

SPITI365 is a business platform intended for use by adults (18 years or older) who are employees of SPITI365.

We do not knowingly collect personal information from children under 18. If you become aware that a child has provided us with personal information, please contact us immediately at welcome@spiti365.gr, and we will take steps to delete such information.

14. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or other factors.

• Minor Changes: Posted on this page with updated "Last Updated" date
• Material Changes: Notified via email or platform notification at least 30 days before taking effect

Continued use of SPITI365 after changes become effective constitutes acceptance of the updated Privacy Policy.

15. Contact Information

For any privacy-related questions, concerns, or to exercise your rights, please contact us:

For GDPR-related complaints, you may also contact: