Privacy Policy

1. Who we are

Shape Workspace is a service provided by Shape MSP Ltd (“we”, “us”, “our”). We are a company registered in the United Kingdom. For the purposes of UK data protection law, Shape MSP Ltd is the “data controller” for personal data processed in connection with Shape Workspace.

If you have any questions about this policy or how we handle your data, you can contact us at:

• Email: support@shapeworkspace.com

2. What this policy covers

This Privacy Policy explains what personal data we collect about you, how we use it, and your rights. It applies when you:

• Visit the Shape Workspace web application or related pages on shapemsp.com
• Create and use a Shape Workspace account
• Interact with the Community or Network features
• Contact us for support or feedback

3. The data we collect

3.1 Data you provide to us

• Account details – name, username, email address, and password (stored in hashed form).
• Profile information – optional details such as job title, company, location, bio, and skills.
• Content you create – projects, milestones, tasks, community posts, comments, and templates you upload or share.
• Support and feedback – information you provide when you contact us for help or to give feedback.

3.2 Data we collect automatically

• Usage data – how you interact with the app (pages visited, features used, timestamps).
• Technical data – IP address, browser type, device information, and basic log data for security and diagnostics.
• Cookies – see our Cookie Policy for details.

4. How and why we use your data

We use your personal data for the following purposes and legal bases:

4.1 To provide and maintain the service (contract)

• Creating and managing your Shape Workspace account
• Authenticating you when you log in
• Saving and synchronising your projects, tasks, and templates
• Enabling you to post in the Community and connect with others in the Network

4.2 To keep the service secure and reliable (legitimate interests)

• Monitoring for unusual or abusive activity
• Protecting against fraud, misuse, and security incidents
• Maintaining logs and backups to keep the service running smoothly

4.3 To improve Shape Workspace (legitimate interests)

• Understanding which features are used and where users struggle
• Testing new features and product improvements
• Aggregated analytics (not focusing on individual users)

4.4 To communicate with you

• Service emails (contract / legitimate interests) – login emails, security alerts, and important changes.
• Optional updates and tips (consent) – if you opt in, product updates and tips about Shape Workspace.

5. Sharing your data

We do not sell your personal data.

We may share your data with trusted third parties who help us run Shape Workspace, such as hosting, email, and analytics providers. These providers act as “data processors” and only process your data on our instructions.

6. International transfers

Some of our service providers may be located outside the UK. Where we transfer personal data internationally, we take steps to ensure appropriate safeguards are in place.

7. How long we keep your data

We keep your personal data for as long as necessary to provide Shape Workspace and for legitimate business or legal purposes. When data is no longer needed, we will delete or anonymise it.

8. Your rights

Under UK data protection law, you have rights including:

• Access – to ask for a copy of your personal data.
• Correction – to have inaccurate or incomplete data corrected.
• Erasure – to request deletion of your data in certain circumstances.
• Restriction – to request we limit the way we use your data.
• Objection – to object to certain uses, such as direct marketing.
• Data portability – to request a copy of your data in a reusable format in some cases.

To exercise these rights, contact support@shapeworkspace.com. We may need to verify your identity.

9. Children

Shape Workspace is designed for business and professional use and is not intended for children under 16. We do not knowingly collect personal data from children.

10. Changes to this policy

We may update this Privacy Policy from time to time. We will update the “Last updated” date below and, where appropriate, notify you of significant changes.

Last updated: 1 December 2025