Services Privacy Policy

Last revised: February 27, ‘26

Introduction

Instabase, Inc. ("Instabase," "we," or "us") provides this Services Privacy Policy to explain who we are and how we collect, use, and share personal information in connection with technical support, hosted, or other services (the "Services") that we provide to Instabase customers. If you have any questions about our use of your personal information, please contact us using the details provided below.

We may change this Services Privacy Policy from time to time. If we make changes, we will notify you by revising the date at the top of this document. You may also request to be notified of all Services Privacy Policy updates by emailing a request to: privacy@instabase.com. We encourage you to review this Services Privacy Policy periodically to stay informed about our practices.

Please note that this Service Privacy Policy does not describe our collection, use, and sharing of personal information when visitors access our website ( https://instabase.com). For information about how we collect, use, and share personal information in connection with our website please see our Website Privacy Policy.

Who We Are

Instabase provides an application platform that can be used to understand unstructured data, automate business processes, and solve complex problems. Instabase is a global company headquartered in San Francisco, California. For more information about Instabase, please see https://instabase.com/company/.

If you are located in the European Economic Area ("EEA"), UK, or Switzerland, the controller of your personal information is Instabase, Inc.

What This Policy Covers

This Services Privacy Policy explains how we use your personal information for our own business purposes in connection with the Services. This Services Privacy Policy applies, for example, if you use the Services as an authorized user under a customer’s (your employer’s) account ("User") or you are an individual whose personal information is included in the text, image files, data, or other content that we process within Instabase or our third-party processors' systems and environments in connection with the Services ("Content").

This Services Privacy Policy does not cover the practices of companies that we do not own or control. Similarly, this Services Privacy Policy does not apply to personal information that we process as a processor or service provider on our customer's behalf in the course of providing our Services or, relatedly, personal information that is processed exclusively within our customer's environments and systems.

Information We Collect Through The Services

We collect the following personal information in connection with our Services. This includes information that you provide to us in connection with the Services, information that we obtain from third parties, and information that is collected automatically (such as through the use of cookies and other technologies).

Information that you provide: If you are a User, you may provide certain personal information to us, for example when you create an account to access the Services, when you contact customer support, or when you send us an email or communicate with us in any way. The categories of personal information we collect from you include:

• Business contact information (such as name, job title, organisation, email address, and company);
• Account log-in credentials (such as email or username and password when you sign up for an account);
• Troubleshooting and support data (such as information you provide to us or we otherwise process in connection with support queries, including the content of your communications with us);
• Payment information (such as credit card numbers, associated identifiers, and billing address).
• Marketing information (such as your contact and marketing preferences); and
• Inquiries and feedback (such as contact information and the contents of your communication with us).

We use this information to operate, improve, and provide you with the features and functionality of the Services, as well as to communicate with you and send you email messages about products and services that may be of interest to you.

Information automatically collected through the Services:
When you use our Services, we may automatically collect certain information relating to the performance, configuration, and consumption of the Services. The categories of information we collect from you include:

• Log data (information stored in log files, such as IP address, browser or device type, operating system, domain name, device identifiers, and referring website addresses);
• Usage data (information about your use of the Services, such as date/time stamps, pages viewed, searches and other actions you take, features used, and other metrics and information regarding your use and interaction with the Services); and
• Location data (which we may be able to infer based on your IP address).

We use this information to provide, support, and operate the Services, for security and troubleshooting purposes, and to analyze, develop and improve our products and services.

Information we process on behalf of customers: When customers use the Services, they may submit Content to us for processing. We do not control the Content that our customers may choose to submit to us, but the categories of personal information may include:

• Identification and contact data (such as name, address, title, contact details);
• Financial data (such as financial information found in bank statements, pay slips, and other financial and tax documents); and
• Health data (such as health-related information as found in health records, lab reports, x-rays, insurance claims).

We generally process Content under our customers’ instructions and in accordance with our customer agreements.

How We Use Your Personal Information

We use your information to provide our Services, to communicate with you, and for business purposes such as analyzing use of our products.

If you are located in the EEA or United Kingdom, we need a legal basis to process your personal information. Our legal basis will depend on the information concerned and the context in which it is processed. We may process your information in order to enter into or perform a contract with you, when Instabase or a third party has a legitimate interest in processing your information which is necessary and justified considering any possible risks to you, when it is necessary to comply with our legal obligations, or with your consent.

Who We Share Your Personal Information With

We may share your personal information with the following categories of third parties:

• with our group companies, and third-party service providers and partners, including our subprocessors who provide data processing services to us;
• with any competent law enforcement body, regulatory, government agency, court, or other third party where we believe disclosure is necessary as a matter of law;
• with a potential buyer in connection with any proposed purchase, merger, or acquisition of any part of our business; and
• with any other person with your consent.

Data Transfers

Instabase is headquartered in the United States and the Services are provided and hosted in the United States and other countries where Instabase, our group companies and third-party service providers and partners are located. Your personal information may be transferred to, and processed in, countries other than the country in which you reside.

Wherever Instabase transfers personal information cross-border, we take appropriate steps to ensure the personal information is protected in accordance with this Services Privacy Policy and applicable privacy and data protection laws.

Data Retention

We retain personal information so long as we have an ongoing legitimate business need to do so (for example, to provide you with the Services, comply with applicable legal, tax, or accounting requirements, or resolve disputes).

Information for California Consumers

This section applies to California consumers and describes how we collect, use, and share personal information in connection with our Services.

Your Rights

You may have certain rights and choices with respect to your personal information. This may include, for example, the right to access your personal information, request correction or deletion of your personal information, or request portability of your personal information.

European Rights

If you are located in the EEA or United Kingdom, you have certain data protection rights including:

• Access: You can request information about the personal information we process about you.
• Correction: You can request that we correct or update such information.
• Deletion: You can request that we delete some or all of your personal information from our systems.

California Rights

If you are a resident in California, you have the right to request information about the personal information we have collected, used, and disclosed for business purposes over the past twelve months.

Our Policy Towards Children

The Services are not directed to or intended for use by children under the age of 18. If you are a child under 18, please do not attempt to register for the Services or send us your personal information.

Contact Us

If you have any questions or concerns about this Services Privacy Policy or our use of your personal information, please email us at: privacy@instabase.com.