Privacy Policy

Last updated: October 26, 2026

1. Data Controller

UTILIA SERVICIOS IA S. COOP. CAN. (hereinafter, "UTILIA") is responsible for processing personal data collected through this website (os.utilia.ai) and the UTILIA OS platform.

Legal name: UTILIA SERVICIOS IA S. COOP. CAN.
Tax ID (NIF): F75452102
Registered address: C/ Teniente Coronel Castillo Olivares, n 26, piso 16, letra A-2, 35011 Las Palmas de Gran Canaria, Spain
Email (data protection): compliance@utilia.ai

2. Data We Collect

We collect the following types of data:

Email address: when you joined our waitlist (open until October 15, 2026, at 10:00 a.m. Canary Islands time) or when you create an account on UTILIA OS.
Video call or phone call booking data: your name and email; your phone number if you give it to us, which is required if you ask us to call you; your company and what you tell us you want to get done, if you give them to us; your device's time zone and the page you book from. And the details of the appointment itself: date and time, who on our team is handling it, whether it took place, the reason if it is canceled, and the notes our team takes.
If you message us on WhatsApp: your phone number, your profile name and what you write to us. The message already written when you tap the button says which page of this website you are writing from. WhatsApp is a service of WhatsApp Ireland Limited, which processes that data as explained in its own privacy policy.
Browsing data: only if you accept analytics cookies, how you use the website (the pages you visit, where you come from and some actions) linked to a random identifier for your browser, through Google Analytics. It does not include your name or email, but it is pseudonymous rather than anonymous data: that identifier tells your browser apart from others. We explain it in the Cookie Policy, with the provider, the transfers and how to withdraw your consent.
Advertising data: only if you accept advertising cookies, which are a separate choice from analytics cookies, the pages you visit on this website and whether you send the video call request or ask us to call you, request the time-tracking guide or click a button that leads to signing up, linked to the identifiers in the Meta, LinkedIn and Google Ads cookies. We do not send them your name, email or phone number. With that same consent, if you arrive from an ad we store the identifier of that click (from Google Ads, Meta, LinkedIn or Microsoft Advertising) in your browser for 90 days, to pass it to the sign-up if you register. We explain it in the Cookie Policy, with the providers, the transfers and how to withdraw your consent.
Where your sign-up came from: if you sign up for UTILIA OS from a link on this website, the link tells the app how you arrived: the campaign parameters (the ones starting with utm_), the domain of the website you came from, the first page you saw here and the section where you clicked the button and, only if you accepted advertising cookies, the identifier of the ad click you arrived with (gclid, gbraid, wbraid, fbclid or li_fat_id). It is there so the app can store it with your account. From the website you came from, only the domain; nothing else about your browsing. While you browse, without your consent this data only lives in the page; with it, we remember it in your browser for 90 days, as explained in the Cookie Policy.
Time-tracking guide: your email, if you give it to us to receive the guide, the page you request it from, the time you request it, the campaign parameters (the ones starting with utm_) of the first campaign link you arrived at this website with, if there was one, and whether you want to receive UTILIA OS news by email, which we only record if you tick that box.
Profile data: name, email address and profile picture when you sign in via third-party authentication providers (such as Google).
Email data: if you connect your Gmail account through UTILIA OS, we access your email messages in read-only mode to sync them within the platform. See section 8 for more details.

3. Purpose of Processing

We use your data to:

Inform you about the launch of UTILIA OS, if you joined the waitlist, and about its updates.
Provide you with access to platform features, including email synchronization.
If you joined the waitlist, recognize your email when you register your organization so we can apply the waitlist price, as set out in the Terms of Use.
Identify and authenticate you when you access your account.
Confirm and manage your 15-minute video call, or call you back if you ask us to, keep you posted about it and follow up commercially afterward: your data and the appointment are recorded in our CRM.
Reply to you when you message us on WhatsApp and follow up commercially afterward.
Send you exclusive offers for registered users.
Measure visits to the website to improve it, only if you accept analytics cookies.
Learn which ads bring us visits, leads and customers, and show UTILIA OS ads on those platforms to people who have already visited us, only if you accept advertising cookies.
Learn which channels and which pages of this website bring us customers, using where sign-ups came from.
Give you the time-tracking guide you request and, only if you tick the box, UTILIA OS news by email, which you can unsubscribe from at any time.

We do not sell your personal data. For advertising purposes, we only share it with Meta, LinkedIn and Google if you accept advertising cookies, and never your name, email or phone number, as explained in the Cookie Policy.

4. Legal Basis

The processing of your data is based on:

Express consent: when you sign up for the waitlist, authorize the connection with third-party services (such as Gmail) or accept analytics or advertising cookies, which you can withdraw at any time from the Cookie Policy; when you request the time-tracking guide and, separately, when you tick the email news box.
Contractual performance: when necessary to provide the UTILIA OS services you have engaged, including applying the waitlist price to the organization you register with the email you joined with.
Pre-contractual steps at your request: when you request your 15-minute video call or ask us to call you, to arrange it, confirm it, keep you posted and follow up commercially, and when you message us on WhatsApp, to reply to you (Article 6(1)(b) GDPR).
Legitimate interest: ours in maintaining the business relationship if your company is already a UTILIA OS customer and in keeping the history of those conversations, also once it stops being one (Article 6(1)(f) GDPR). You can object at any time, as explained in section 5.
Legitimate interest in knowing where our customers come from: where your sign-up came from (Article 6(1)(f) GDPR). It is minimal data, only about how you reached this website, and you can object by writing to us. The ad click identifier, however, is only processed with your advertising consent.

5. Your Rights

You can exercise your rights to:

Access: request what data we have about you.
Rectification: correct inaccurate data.
Deletion: request that we delete your data.
Objection: object to the processing of your data at any time.
Third-party access revocation: you can disconnect your Google account or other services at any time from your UTILIA OS account settings or from Google's permissions page (myaccount.google.com/permissions).

To exercise any of these rights, contact us at: compliance@utilia.ai

If you believe your rights have not been properly addressed, you have the right to lodge a complaint with the Spanish Data Protection Agency (AEPD), located at C/ Jorge Juan, 6, 28001 Madrid, Spain (www.aepd.es).

6. Data Retention

We will retain your data as long as you maintain an active account on UTILIA OS. If you joined the waitlist, we keep your email and the date you joined for as long as you can use that price or the subscription it applies to lasts. Email data synchronized from Gmail is stored while the connection is active. Where your sign-up came from is kept with your account. If you message us on WhatsApp, we keep the conversation for as long as needed to help you and follow up commercially and, at most, five years from the last contact. The email you use to request the time-tracking guide stays as a lead in our CRM until you ask us to delete it or withdraw your consent.

Appointments and call requests with our sales team are kept for as long as the legitimate interest explained in section 4 lasts and, at most, five years from the last contact. After that, we delete your phone number and all the appointment's texts (what you told us when booking, the reason if it was canceled and our team's notes) and replace your name and email with an anonymous reference, so that all that remains of the appointment is a record that the conversation took place, with the company, the plan it was on, the page you booked from, the time zone, the dates, the status it was left in and how it ended. This applies to the appointment: the contact record and the interaction created in our CRM with that same data, and your invitation to the video call, are not anonymized along with it. None of this is deleted because your company stops being a customer, but you can ask us to delete all of it or object to us keeping it, as explained in section 5.

You can request deletion of your data at any time by contacting us at compliance@utilia.ai. Upon request, we will delete your data within a maximum of 30 days.

7. Data Security

We implement technical and organizational measures to protect your personal data against unauthorized access, loss or alteration. Data is transmitted via encrypted connections (HTTPS/TLS) and stored on secure servers with restricted access.

8. Access to Google Data

UTILIA OS allows you to connect your Google account to sync your email within the platform. When you authorize this connection, we access the following data:

Gmail email (read-only): we read your email messages to log in the UTILIA OS CRM the ones you exchange with clients, contacts or leads. We do not modify, send or delete emails in your Gmail account.
Basic profile information: your name, email address and profile picture, to identify your account.

How we use Google data

Gmail data is used solely for UTILIA OS email synchronization: emails with CRM clients, contacts or leads are logged as interactions on their record, which anyone with permission to view it can see.
We do not use your Gmail data for advertising, profiling, or any purpose other than email synchronization functionality.
We do not sell, transfer or share your Gmail data with third parties.

Storage and security

Synchronized Gmail data is stored on our servers with the same security measures as all other platform data (encryption in transit and at rest, restricted access).
OAuth access tokens are stored securely and used exclusively to maintain the connection with your Google account.

Revoking access

You can revoke UTILIA OS's access to your Google data at any time:

From your account settings in UTILIA OS, by disconnecting the Gmail account.
From Google's permissions page: myaccount.google.com/permissions.

After revocation, we will stop accessing your Google data and delete the synchronized data from our servers.

9. Google API Services User Data Policy Compliance

UTILIA OS's use and transfer to any other app of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

In particular, UTILIA OS:

Only uses Google data to provide and improve the user-facing email synchronization functionality.
Does not transfer Google data to third parties unless it is necessary to provide or improve the application's functionality, required by law, or as part of a merger, acquisition or asset sale with the user's prior consent.
Does not use Google data for advertising or to build user profiles for commercial purposes.
Only allows individuals to access Google data when necessary to operate, maintain or improve the application's functionality, for security purposes, to comply with applicable law, or with the user's explicit consent.

10. Contact

If you have questions about this policy, contact us at: compliance@utilia.ai