Privacy notice
How we handle your data
Short version: we only collect what is needed to handle bookings, we don't track you, we don't sell anything, and old bookings are deleted automatically.
Last updated 6 October 2026
Who we are
FloorKite is a room and desk booking service run by Zumrut Labs (Business ID [Y-tunnus]), Helsinki, Finland.
Questions about privacy: [privacy e-mail address].
Who decides what
Organisations – community centres, offices, clubs – use FloorKite to let people book their rooms and desks.
- When you book a space, the organisation you book from decides why and how your details are used. It is the controller of that data; we handle it on its behalf as a processor. For questions about a booking, contact that organisation first – we'll help them answer.
- When you have an account to manage an organisation, we are the controller of your account data.
What we collect
When you book
- Your name and email address, and your phone number if you give it.
- What you booked and when, how many people, and what it's for if you tell us.
- If you cancel, the reason you give (optional).
Other visitors of a booking page only ever see that a time is taken – never who took it.
If you ask for a link to all your bookings, we use your email address to send it; the link works for 7 days.
When you manage an organisation
- Your email address, the organisation's details, its floor plans, photos and settings – and the addresses of people you invite to your team.
- A login session, so you stay logged in.
Technical data
Our hosting provider keeps short-lived technical logs, such as IP addresses, to keep the service secure and working. They are deleted after a few days.
Why we use it
- To handle your booking: show the organisation your request, prevent double bookings, and email you confirmations, changes and cancellations. The legal basis is the booking you ask for, and the organisation's legitimate interest in managing its spaces.
- To run your account: log you in and let you manage your organisation. The legal basis is our agreement with you.
- To keep the service safe: stop spam and misuse. The legal basis is our legitimate interest.
We don't use your data for advertising, we don't profile you, and we don't sell or share it with anyone except as described here.
Who else handles it
- The organisation you book from sees your booking details so it can answer your request.
- Cloudflare hosts the service, its database and uploaded files. The data is stored in the European Union.
- Resend delivers our emails.
- Stripe handles payments, when an organisation takes them. Card details go straight to Stripe – we never see them. For those, Stripe is responsible under its own privacy policy.
- Cloudflare Turnstile checks that forms are sent by people, not bots. It looks at technical signals from your browser, not at what you type.
- Anthropic analyses floor plan images when an organisation uses "Draft rooms with AI" – only the image, no booking data.
Where data is handled outside the EU, it is protected with the safeguards the GDPR requires, such as the European Commission's standard contractual clauses.
How long we keep it
- Bookings are deleted automatically 24 months after they end. An organisation can delete them sooner.
- Receipts and invoices (name, email, what was paid and when) are kept for 6 years after the end of the year they were made in, as Finnish accounting law requires.
- Login links work for 15 minutes once; login sessions last 30 days. Expired ones are deleted every night.
- Accounts, floor plans and photos are kept until the organisation deletes them or closes its account.
Your rights
You can ask to see the data we have about you, correct it, delete it, limit its use, object to it, or get a copy to take elsewhere. For bookings, you can also cancel them yourself with the link in your confirmation email.
Write to [privacy e-mail address] – or, for a booking, to the organisation you booked from. We answer within a month.
If you think we haven't handled your data properly, you can complain to the Finnish Office of the Data Protection Ombudsman.