Privacy Policy
spaceBEAR Privacy Policy
12 Oct 2026 ยท @Clive Baker
1. Who we are
This policy explains how the spaceBEAR group collects and uses personal information. It covers our technology platform and our consumer brands Ballevity and Pawganised.
The data controller is spacebear UK Ltd, company number 17489577, registered office 1st Floor, 7 Lion Street, Abergavenny, Wales, NP7 5PH. In this policy, "we", "us" and "our" mean that company. Ballevity and Pawganised are trading names of spacebear UK Ltd.
|
Brand |
What it is |
Website |
|---|---|---|
|
spaceBEAR |
Compliance and asset management software for businesses |
spacebear.uk |
|
Ballevity |
Squash ball care product |
ballevity.com |
|
Pawganised |
Personalised 3D-printed pet food storage and pill boxes |
pawganised.pet |
Contact for privacy questions: [[email protected]], or write to us at our registered office.
ICO registration number: [ZA000000]. We are registered with the Information Commissioner's Office, the UK data protection regulator.
We have not appointed a Data Protection Officer because the law does not require one for a business of our type and size.
2. What this policy covers
This is one policy for all our brands, and each brand website links to it. It applies when you:
- visit any of our websites or social media pages
- buy a Ballevity or Pawganised product
- take part in the Ballevity referral programme, as a seller, coach or customer using a referral code
- use, or are invited to use, the spaceBEAR platform
- contact us, or we contact you about our products
It does not cover third-party websites we link to. When a business uses the spaceBEAR platform to manage data about its own customers, tenants or staff, that business's privacy notice applies to that data (see section 5).
3. Information we collect
We collect only what we need for each relationship. Most of it comes directly from you.
|
Who you are |
What we collect |
Where it comes from |
|---|---|---|
|
Shop customer (Ballevity, Pawganised) |
Name, delivery and billing address, email, phone, order history, personalisation details (for example a pet's name or a colour choice), referral code used |
You, at checkout |
|
Payment details |
Card details are handled by Revolut Business; we receive only a confirmation and the last four digits |
Our payment provider |
|
Ballevity referral seller |
Name, email, phone, university or club, referral code, sales attributed to you, commission paid, bank details for commission payments |
You, when you sign up |
|
Coach or club contact |
Name, email, club or organisation, role, referral activity |
You, or public club websites and directories |
|
spaceBEAR platform user |
Name, work email, job role, employer, login details, activity and audit logs |
You or your employer |
|
Business contact or prospect |
Name, work email, phone, company, role, correspondence |
You, your organisation's website, or public directories |
|
Website visitor |
IP address, device and browser type, pages viewed, cookie identifiers |
Your device (see section 7) |
We do not ask for special category data (such as health information) through our shops or forms. Please do not include it in personalisation text or messages to us.
4. How we use your information, and our legal basis
UK data protection law requires a lawful basis for each use. Ours are set out below.
|
Purpose |
Lawful basis |
|---|---|
|
Take, make, personalise and deliver your order; handle returns and refunds |
Contract |
|
Run the Ballevity referral programme: issue codes, attribute sales, calculate and pay commission |
Contract (with sellers); legitimate interests (tracking customer codes) |
|
Apply discounts for coach referrals or repeat purchases |
Contract |
|
Provide spaceBEAR platform accounts, support and security logging |
Contract with your employer; legitimate interests in running a secure service |
|
Keep accounting and tax records |
Legal obligation |
|
Send service messages (order updates, account and security notices) |
Contract; legitimate interests |
|
Send marketing emails to customers about similar products |
Legitimate interests, with PECR "soft opt-in"; you can opt out at any time |
|
Send marketing to people who are not customers |
Consent for individuals; legitimate interests for corporate business contacts |
|
Analytics and non-essential cookies |
Consent (see section 7) |
|
Improve our products and websites |
Legitimate interests |
|
Prevent fraud and protect our legal rights |
Legitimate interests; legal obligation where it applies |
Where we rely on legitimate interests, we have weighed our interests against yours. You can ask us for details of that assessment.
We do not make decisions about you that are based solely on automated processing and have a legal or similarly significant effect.
5. The spaceBEAR platform: data we hold for our clients
Businesses use the spaceBEAR platform to manage accounts, agencies, properties, assets, tenancies, jobs and compliance records. That data can include details of tenants, contractors and property occupants.
For that data, our client is the controller and we are its processor. We use it only on our client's documented instructions, under a data processing agreement. If you are a tenant or other individual whose details are held on the platform, please contact the business that manages your property. We will help them answer your request.
We act as a controller only for the account information of platform users (section 3) and for our own service, security and billing records.
6. Marketing and the Ballevity referral programme
We send marketing emails only where the law allows (section 4). Every marketing email has an unsubscribe link. You can also email [[email protected]] at any time. We will still send service messages about your orders or account.
Referral codes. When a customer uses a Ballevity referral code, we tell the seller that a sale was made with their code and the commission earned. We do not share the customer's name, address or contact details with the seller.
Referral sellers are independent and are not our employees. They must follow our seller guidelines, which include rules on contacting people lawfully.
Charity donations. We donate a percentage of Ballevity sales to [charity name]. This is calculated from sales totals. We do not share customer personal data with the charity.
7. Cookies
Our websites use strictly necessary cookies to run the shop basket, checkout and logins. These do not need your consent.
We use analytics and advertising cookies only if you agree through our cookie banner. You can change your choice at any time through the "Cookie settings" link in the footer.
|
Cookie or tool |
Purpose |
Type |
Lasts |
|---|---|---|---|
|
[session cookie] |
Keeps you signed in and holds your basket |
Strictly necessary |
End of session |
|
[analytics tool] |
Counts visits and shows which pages are used |
Analytics (consent) |
[period] |
|
[ad or social pixel, if any] |
Measures advert performance |
Advertising (consent) |
[period] |
8. Who we share your information with
We do not sell your personal information. We share it only with service providers who help us run the business, under contracts that require them to protect it.
|
Provider type |
Example |
Why |
|---|---|---|
|
Website and platform hosting |
Render (servers in Frankfurt, Germany) |
Runs our websites and the spaceBEAR platform |
|
E-commerce and payments |
Revolut Business |
Processes card payments |
|
Delivery |
[Royal Mail / courier] |
Delivers your order |
|
Email and customer messaging |
Brevo |
Sends order updates and marketing |
|
Accounting |
Xero |
Keeps financial records |
|
Banking |
Revolut Business |
Receives payments and pays commission |
|
Professional advisers |
Accountants, solicitors, insurers |
Advice and compliance |
We may also share information:
- with other companies in the spaceBEAR group, where needed to provide a service to you
- with the police, HMRC or a regulator, where the law requires it
- with a buyer or investor if our business, or part of it, is sold or restructured
9. Transfers outside the UK
Our websites and the spaceBEAR platform are hosted by Render on servers in Frankfurt, Germany. The UK recognises EU countries as giving adequate protection. Render's contracting company, Render Services, Inc., and some of its subprocessors may access data from outside the UK and EU, for example to provide support. We may also share data with group companies or partners in Australia and South Africa where we sell there.
When data leaves the UK, we protect it by one of these:
- a UK adequacy decision, known as "data bridge", for that country
- the ICO's International Data Transfer Agreement or the UK Addendum to the EU standard contractual clauses
You can ask us for a copy of the safeguards we use.
10. How long we keep your information
|
Information |
How long |
|---|---|
|
Orders, invoices and commission payments |
6 years from the end of the financial year, for tax and accounting |
|
Shop customer account |
Until you close it, or 2 years after your last order |
|
Referral seller records |
6 years after you stop taking part |
|
Marketing list |
Until you unsubscribe; we keep a suppression record so we don't contact you again |
|
spaceBEAR platform user accounts |
Life of the client contract plus 90 days; client data is then returned or deleted under the processing agreement |
|
Enquiries and complaints |
2 years after the matter closes |
|
Analytics data |
14 months |
After these periods we delete the information or make it anonymous.
11. How we protect your information
We use encryption in transit (HTTPS), access controls, multi-factor authentication on our business systems, and role-based permissions on the spaceBEAR platform. Only people who need access have it.
If a breach is likely to put your rights at risk, we will report it to the ICO within 72 hours of becoming aware of it. If the risk to you is high, we will tell you directly.
12. Your rights
You have the right to:
- access a copy of the information we hold about you
- correct information that is wrong or incomplete
- delete your information, in some circumstances
- restrict how we use it, in some circumstances
- object to our use based on legitimate interests, and to direct marketing at any time
- port information you gave us to another organisation, where we use it by contract or consent
- withdraw consent at any time, where we rely on consent
To use any right, email [[email protected]]. It is free. We may need to confirm your identity. We will reply within one month, or tell you within that month if we need up to two more months because the request is complex. If we need more information from you to deal with the request, the time limit pauses until we receive it.
13. Complaints
If you are unhappy with how we have handled your information, please tell us first. You don't need to use any particular words.
- Email [[email protected]] or use our online complaint form.
- We will acknowledge your complaint within 30 days.
- We will look into it without undue delay, keep you updated, and tell you the outcome.
You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk. The ICO usually expects you to raise the matter with us first.
14. Children
Our shops and the spaceBEAR platform are for adults. You must be 18 or over to place an order or join the referral programme. We may promote Ballevity to parents of junior players, but we do not knowingly collect personal information from children. If you believe a child has given us their details, contact us and we will delete them.
15. Changes to this policy
We will update this policy when our services or the law change. We will post the new version here with a new date. If a change significantly affects you, we will tell you by email or on our website.
Last updated: 12 October 2026.