Privacy Policy

1. Introduction

This Privacy Statement explains how Facilities Survey, LLC, a US-based private company with its registered office at 2009 Mackenzie Way, Suite 100, Cranberry Township, PA 16066 (“FSI”, “we”, “our” or “us”), collects, uses and otherwise processes personal data through this website. We are committed to respecting your privacy and protecting your personal data.

Privacy and data protection laws in certain jurisdictions may distinguish between organisations that determine why and how personal data is processed (often referred to as a “controller” or "business") and organisations that process personal data on behalf of others (often referred to as a “processor” or “service provider”).

For the processing described in this Privacy Statement relating to your use of this website, FSI generally acts as a controller because we determine the purposes and means of that processing. This includes, for example, personal data you may provide when you submit an enquiry, request a demo, sign up to our newsletter, register for an event, or apply for a job.

When we provide our products and services to customers, FSI may process personal data on behalf of our customers. In those circumstances, FSI acts as a processor or service provider. Further product-specific information may be provided in this Privacy Statement, elsewhere on our website, or in the applicable contractual documentation.

Please read this Privacy Statement together with any other applicable privacy notices or policies we may provide when we collect or process your personal data.

2. Global privacy fundamentals

FSI is part of IFS Ultimo Group B.V., which forms part of the IFS group (the “Group”). Our Group’s privacy practices aim to reflect recognized global principles and standards for the protection of personal data, including those set out in the EU General Data Protection Regulation (“GDPR”). Accordingly, FSI applies GDPR-aligned privacy and data protection principles, together with any additional or different requirements under applicable local law.

If you are a resident of the United States, we process your personal data in accordance with applicable federal and state privacy laws. Depending on your state of residence and subject to applicable exceptions, you may have certain rights in relation to your personal data. Further information about your privacy rights is provided in this Privacy Statement.

3. Legal basis

We will process your personal data in accordance with applicable privacy and data protection laws. Where applicable, we will rely on an appropriate legal basis, which may include performing a contract, complying with a legal obligation, pursuing our legitimate interests (where these are not overridden by your rights and interests), or obtaining your consent.

4. Personal data that we collect

We have set out the general categories of personal data that we collect or otherwise process, and, in the case of personal data that we did not obtain directly from you, information about the source and specific categories of that data, as well as the methods of collection.

4.1 What we collect

  • We may process data enabling us to get in touch with you ("Contact Data"). Contact Data may include your first name, last name, company name, business email address, telephone number, and city. We may obtain Contact Data directly from you on our website, your employer, or from our third party business data and sales intelligence providers.
  • We may process your website and/or application user account data ("Account Data"). Account Data may include your account identifier or site code, name, email address, business name, account creation and modification dates, website settings and marketing preferences. The primary source of Account Data is you and/or your organization, although some elements of the account data may be generated by our website.
  • We may process information relating to transactions for our products and services, including purchases, subscriptions, invoices and payments ("Transaction Data"). Transaction Data may include your name, business contact details, billing information, payment details and other information relating to the transaction. We may obtain this information from you, your organization, or our payment and financial service providers.
  • We may process marketing and communications data (“Communication Data”). Communication Data includes information contained in or relating to communications you send to us or that we send to you, including enquiries, feedback and survey responses. It may include the content of the communication and associated metadata, including metadata generated through our website contact forms or our FSI Virtual Assistant. Communication Data may also include information about your interactions with our marketing communications, events you attend, and your communication and marketing preferences, including newsletter subscription status.
  • We may process information relating to jobs you apply for through our website or thirty party recruitment platforms (“Job Application Data”). Job Application Data may include your name, personal email address, personal phone number, address (optional), CV or résumé, work authorization status, sponsorship requirement status, portfolio links, references, employment and education history, and any other personal data contained in supporting documentation you provide as part of your application.
  • We may process data about your use of our website, products and services ("Technical and Usage Data"). Technical and Usage Data may include your internet protocol (IP) address, login data, browser type and version, geographical location, browser plug-in types and versions, operating system, device ID, length of visit, clicks, page views, and website and/or application navigation paths. The source of the usage data is our analytics tracking system.

We may also process aggregated data, such as statistical or demographic data. Where such data has been aggregated or otherwise anonymised so that it does not directly or indirectly identify you, it is not considered personal data. For example, we may aggregate Technical and Usage Data to calculate the percentage of users accessing a particular website feature, analyse general trends in how users interact with our website, and use those insights to improve our website and services.

We do not intentionally collect or process special categories of personal data, or sensitive personal data as similarly defined under other applicable privacy laws.

4.2 How we collect

We use different methods to collect and process personal data from and about you including through:

  • Your interactions with us. You may give us your personal data by filling in online forms or by corresponding with us by post, phone, email, our website’s virtual assistant, or other means. This includes personal data you provide when you:
    • enquire about our products or services;
    • create an account via our website or CMMS/EAM applications;
    • opt in to marketing emails or other communications;
    • sign up to an (online or in-person) event;
    • use our customer or partner portals or applications, as applicable;
    • enter a competition, promotion or survey;
    • apply for a job on our website or recruitment platforms;
    • or give us feedback or contact us.
    • Automated technologies or interactions. As you interact with our website, we will automatically collect certain Technical and Usage Data about your device, browsing actions and patterns. We collect this personal data using cookies and similar technologies. Please see the section below on cookies and similar technologies for further information.
    • Third parties or publicly available sources. We may receive personal data about you from third parties and publicly available sources for legitimate professional and business purposes, including to identify and engage with prospective business customers.

5. Purposes of processing and legal bases

The table below explains why we use specific categories of your personal data and the legal bases we rely on.

Purpose

Type of data

Legal basis

To register you as a new customer

Contact Data

Account Data

Performance of a contract with you

To provide and manage our products and services, including:

  • managing subscriptions, billing, fees and payments; and
  • collecting and recovering amounts owed to us.

 

Contact Data

Account Data

Transaction Data

Communication Data

Performance of a contract with you; Necessary for our legitimate interests.

To manage our commercial relationship with you, including:

 

(a) notifying you about changes to our terms, services or policies, including release notes or product updates;

(b) responding to your requests, complaints and queries;

(c) providing customer and technical support;

(d) providing training and supporting user adoption; and

(e) analysing product usage, telemetry and aggregated data insights to maintain and improve our products and services.

Contact Data

Account Data

Communication Data

Technical and Usage Data

Performance of a contract with you; Necessary to comply with any legal obligations; Necessary for our legitimate interests.

To enable you to partake in a promotional competition or complete a survey for voluntary market research purposes.

Contact Data

Communication Data

Technical and Usage Data

Performance of a contract with you; Necessary for our legitimate interests (to understand how customers use our products and services, improve and develop our offerings, and support the growth of our business).

To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data).

Contact Data

Account Data

Technical and Usage Data

Necessary to comply with any legal obligations; Necessary for our legitimate interests (provision of administration and IT services, network security, fraud prevention).

To use data analytics to improve our website, products/services, customer relationships and experiences and to measure the effectiveness of our communications and marketing.

Technical and Usage Data

Necessary for our legitimate interests (to onboard customers, understand and measure product and website usage, develop our business, and inform our marketing strategy)

To send you relevant business and marketing communications and provide information or recommendations about our products and services that may be relevant to you or your organisation

Contact Data

Account Data

Communication Data

Necessary for our legitimate interests (to carry out direct marketing and commercial prospecting, and grow our business); Consent (where we have obtained your opt-in to receive direct marketing communications).

Recruitment

Communication Data

Job Application Data

Performance of a contract with you should you be employed; Necessary for our legitimate interests (to actively source and interview candidates and recruit talent).

6. Cookies and similar technologies

6.1 About cookies

A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server. Cookies may be either "persistent" cookies or "session" cookies: a persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date; a session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed. Cookies may not contain any information that personally identifies a user, but personal data that we store about you may be linked to the information stored in and obtained from cookies.

6.2 Cookies used by FSI or our service providers

We (or our service providers) may use cookies and similar technologies to support the functionality and performance of our website and to understand on an aggregated basis, how it is used. These technologies are not used to collect passwords or sensitive personal information.

  • Authentication and functionality: We use cookies to support website and content functionality, recognise users as they navigate our website and, where applicable, determine whether a user is logged in. Cookies used for these purposes may be provided through Hubspot.
  • Analysis and performance: We use cookies and similar technologies to understand website usage and performance, identify technical issues and improve our website and services. Technologies used for these purposes may include Pendo.io and Azure Application Insights.
  • Right of access. You have the right to request a copy of your personal data.
  • Right to rectification. You have the right to correct inaccurate personal data that FSI holds about you.
  • Right to erasure. You have the right to ask us to delete personal data that FSI holds about you.
  • Right to restrict processing. You have the right to restrict the processing of your personal data.
  • Right to object to processing. You have the right to object to the processing of your personal data.
  • Right to data portability. You have the right to request that we transfer your personal data to another organization or to you.
  • Right to withdraw consent. You have the right to withdraw consent, to the extent that the legal basis of our processing of your personal data is consent.
  • The relevant FSI recruiter that you are in communication with for questions or requests about your personal data processed in relation to recruitment.
  • info@fsiservices.com for questions or requests about your personal data processed in relation to other purposes set out in this Privacy Statement.

We do not use cookies for targeted or cross-contextual behavioral advertising and do not use advertising or social media plugins.

6.3 Managing cookies

Most browsers allow you to refuse to accept cookies and to delete cookies. The methods for doing so vary from browser to browser, and from version to version. You can however obtain up-to-date information about blocking and deleting cookies via these links:

7. Sharing and International Data Transfers

We may share your personal data where necessary for the purposes described in this Privacy Statement, including with:

    • companies within our Group;
    • service providers and business partners that support our business and provide services on our behalf, such as website hosting, IT, customer relationship management, marketing and other professional services;
    • professional advisers and insurers, where necessary to obtain advice, manage risk or protect our legal rights;
    • government authorities, regulators, law enforcement agencies or other parties where required by law or necessary to establish, exercise or defend legal claims; and
    • other parties in connection with a corporate transaction, such as a merger, acquisition, restructuring or sale of all or part of our business or assets.

Where third parties process personal data on our behalf, we require them to protect it appropriately and only process it for authorized purposes and in accordance with our instructions.

As part of our international operations, personal data may be transferred to, stored in, or accessed from countries other than the country it was collected. Where required by applicable data protection laws, we implement appropriate safeguards for international transfers, such as adequacy decisions or approved standard contractual clauses, together with any additional measures required.

8. Subprocessors 

Below is a table of our key subprocessors that may handle your personal data when you use our website as a visitor, prospect, customer or job candidate:

Subprocessor name

Description of processing

Location of processing:

HubSpot

Website content management system and customer relationship management (CRM) platform.

USA

FSI Virtual Assistant (provided by HubSpot)

Website embedded live chat to support visitor queries

USA

SendGrid, Inc (owned by Twilio, Inc)

Outbound email and SMS based communication

USA

Warmly, Inc

Inbound sales chatbot for automated meeting bookings and customer queries

USA

Artisan AI, Inc

Outbound sales prospecting platform

USA

Zendesk

Cloud-based customer service and support request (ticketing) system

USA

Microsoft Azure Application Insights

Application monitoring, performance analytics, and diagnostics

USA

Pendo.io Inc

Product usage analytics, user engagement, in-app guidance and product experience insights

USA

Google LLC (YouTube)

Embedded video content and related website functionality and analytics

USA

Google LLC (Google Maps)

Embedded maps, location and related website functionality

USA

Employ Inc (JazzHR)

 

Applicant tracking system for recruitment purposes

USA

You can subscribe for subprocessor updates here.

9. Security of your personal data

FSI is committed to protecting your personal data. We use appropriate technical and organizational measures to protect personal data against accidental or unlawful loss, misuse, alteration, unauthorized access or disclosure. We limit access to personal data to those who have a legitimate business need to access it and require them to handle it securely and confidentially.

We also have procedures in place to identify, assess and respond to personal data breaches and will notify affected individuals and applicable regulators where required by law.

10. Link to other sites

This website may contain links to third party websites. FSI is not responsible for the content or privacy practices of those websites. We encourage you to review the applicable privacy notice when visiting a third party website.

11. Data retention

FSI will not retain your personal data longer than is necessary to fulfill the purposes for which it was collected or as required by applicable laws or regulations.

12. Children’s privacy 

We do not knowingly collect or process personal data from children under the age of 13 through our website, products or services. If you are a parent or guardian and believe that your child has provided us with personal data, please contact us. If we become aware that we have collected or processed personal data from a child under 13, we will take appropriate steps to delete it.

13. Your rights

Privacy laws of US states provide a number of rights regarding the personal data we process. If you live in the United States, we offer you these rights, regardless of which state you live in:

  • Right of access. You have the right to request a copy of your personal data.
  • Right to rectification. You have the right to correct inaccurate personal data that FSI holds about you.
  • Right to erasure. You have the right to ask us to delete personal data that FSI holds about you.
  • Right to restrict processing. You have the right to restrict the processing of your personal data.
  • Right to object to processing. You have the right to object to the processing of your personal data.
  • Right to data portability. You have the right to request that we transfer your personal data to another organization or to you.
  • Right to withdraw consent. You have the right to withdraw consent, to the extent that the legal basis of our processing of your personal data is consent.

These rights are subject to certain limitations and exceptions. You may exercise any of your rights in relation to your personal data at any time by contacting us at compliance@ultimo.com. We will respond to your request without undue delay and generally within one month of receiving it. If your request is particularly complex or you have made a number of requests, we may need additional time to respond. Where this applies, we will let you know and explain the reason for the delay.

We may need to request specific information from you to confirm your identity and ensure that personal data is not disclosed to anyone who is not entitled to receive it. We may also contact you for further information or clarification where necessary to help us respond to your request.

14. California Consumer Privacy Act (CCPA)

FSI provides B2B products and services. Accordingly, we generally collect and process personal information about individuals in a professional or business context, including employees and contacts of our customers, prospective customers, job candidates, suppliers, partners and other organisations with which we interact. Where the California Consumer Privacy Act (“CCPA”) applies, California residents may have certain rights in relation to their personal information, as described in this Privacy Statement.

FSI does not sell personal information or share personal information for cross-context behavioural advertising, as those terms are defined under the CCPA.

15. Amendments

We may update this Privacy Statement from time to time by publishing an updated version on our website. We encourage you to review this page periodically to stay informed of any changes.

16. How to contact us

If you have any questions about this Privacy Statement or if you wish to exercise your rights in relation to your personal data, please contact us by email via: 

  • The relevant FSI recruiter that you are in communication with for questions or requests about your personal data processed in relation to recruitment.
  • info@fsiservices.com for questions or requests about your personal data processed in relation to other purposes set out in this Privacy Statement.

You may also reach out to our Privacy and Data Protection Lead at compliance@ultimo.com.

Last updated: September 29, 2026