Privacy Policy

12 Workspace is the business operating 12workspace.com and the connected business technology and digital solutions described on this website. 12 Workspace operates multiple brands and industry-specific offerings, which may include Equine Workspace and AMA Design Agency, along with other current or future specialized business offerings.

This policy applies to the public 12 Workspace website and to services and Workspace systems we provide to clients where those services are expressly governed by this policy. Client-operated Workspaces may be configured by the client organization, and the client organization may maintain its own notices and practices for the information collected through its own systems.

Industry-specific offerings, such as Equine Workspace, may maintain their own privacy practices where expressly stated. This policy does not automatically override separate policies maintained by those offerings. Where a separate policy applies, it will be identified within the relevant product or service.

We collect information necessary to operate the website and provide our services. This may include:

• Contact and inquiry information, including names, business or organization names, email addresses, and phone numbers.
• Business and organization information provided through forms, consultations, or project discussions.
• Account registration and authentication information for client Workspaces, where applicable.
• Client, contact, and member records managed within configured Workspaces.
• Calendar bookings, appointments, and scheduling information.
• Form and survey submissions, including any custom application data.
• Communications and support requests, including email and message content.
• Documents and files uploaded by clients or their contacts where document features are enabled.
• Payment and billing information and transaction records processed through supported payment providers.
• Technical and usage information, such as device type, browser, and pages visited.
• Cookies and similar technologies, described in the Cookie Policy.
• AI-assisted interaction information where AI features are enabled, as described below.

Some information is collected directly by 12 Workspace, such as information submitted through the website contact form. Other information is processed on behalf of clients through the Workspace systems they configure. The distinction is explained further below.

12 Workspace acts in two related but distinct capacities. First, as the business responsible for its own website and the client relationship information we collect directly. Second, as a provider that processes information on behalf of clients using the Workspace systems they configure.

When a client organization configures its own Workspace, the client organization may determine what personal information is collected through its forms, portals, and workflows, and how that information is used. The client organization remains responsible for its own privacy practices and notices with respect to information collected through its configured systems, subject to applicable agreements and applicable law.

We do not control every client organization's privacy practices, and this policy does not replace notices a client organization provides to its own contacts or members.

We use information for purposes that may include:

• Responding to inquiries and providing requested information.
• Providing, configuring, and supporting requested services.
• Account management and authentication.
• Scheduling, communications, and coordination.
• Processing transactions and managing billing and subscriptions.
• Providing technical support and maintenance.
• Maintaining the security and integrity of our systems.
• Improving our services, where lawful and appropriate.
• Meeting legal and contractual obligations.
• Optional analytics or marketing functions where enabled and legally permitted.

Certain services may include AI-assisted features, workflow automation, or third-party AI providers. These features are optional and are configured according to each organization's needs.

Where AI features are enabled, information such as inquiry content, messages, scheduling details, or documents may be processed to provide the requested assistance. The information processed, the permissions granted, and the level of human review involved depend on the client's configuration and applicable agreements.

AI-assisted features may rely on third-party AI service providers. The handling of information by those providers is governed by the relevant provider arrangements and their own policies. We encourage organizations not to submit unnecessary sensitive information to enabled AI features.

We do not promise that all AI interactions are private, never retained, never used to train models, or always reviewed by a human, unless those specifics have been verified for a particular configuration.

We rely on third-party providers for services that may include hosting and infrastructure, CRM and business software platforms, payment processors, email and messaging providers, analytics services, AI providers, and integration and automation platforms.

We only name specific providers where their involvement has been verified. Third-party providers process information according to their own terms and policies, which we encourage you to review where relevant.

Payment features, where enabled, are processed through supported third-party payment providers. Payment information may be handled by the payment provider rather than stored directly by 12 Workspace. Payment processing may involve third-party transaction fees and is subject to the payment provider's terms.

We use cookies and similar technologies for purposes described in our Cookie Policy. Essential technologies support website function and the contact form. Optional analytics and marketing technologies are only used with your permission, which you can manage at any time.

See the Cookie Policy for full details.

We may share information with third-party providers that support our services, as described above. We do not sell personal information. Depending on applicable law and the relevant definitions, the categories of information we handle, the purposes of use, and applicable rights may vary. We share information where required by law or to protect our rights, clients, or visitors.

We retain information for as long as necessary to provide our services, respond to inquiries, meet legal and contractual obligations, and maintain security. Specific retention periods vary depending on the type of information and applicable requirements.

We take reasonable measures to protect information using practices appropriate to its sensitivity and the services provided. These measures may include access controls, encryption in transit, and provider-based security capabilities. No system can be guaranteed to be fully secure, and we do not claim specific security certifications unless independently verified.

You may request access to, correction of, or deletion of personal information we hold about you, subject to applicable law and the nature of the data. Requests can be submitted through the contact information below. We may need to verify your identity before responding.

Residents of certain U.S. states may have additional privacy rights under applicable state laws, which may include rights to access, correct, delete, or limit the use of personal information, and to appeal certain decisions. The availability and scope of these rights depend on the applicable state law and the categories of information involved.

If you are visiting from outside the United States, additional privacy rights may apply under your local law. We process information in accordance with applicable law and, where relevant, lawful transfer mechanisms.

Our services are intended for businesses and organizations. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us so we can review and remove it.

This website may contain links to third-party websites. We are not responsible for the privacy practices or content of those sites. We encourage you to review their policies.

We may update this Privacy Policy from time to time. The Last Updated date above reflects the most recent revision. Material changes will be communicated through this page.

If you have questions about this Privacy Policy or your personal information, please contact 12 Workspace through the website contact form, or email us at support@12workspace.com.