Chairspace Privacy Policy

Last updated: October 6, 2026 Version: 1.0

This policy explains what Chairspace holds, why, who else handles it, how long it is kept, and the choices and rights you have. Chairspace is operated by Miles Christian Technology Partners LLC, a Missouri limited liability company ("Chairspace," "we," "us"). It covers the Chairspace website, app and browser extension (the "Service"). Chairspace is an independent product and is not affiliated with, endorsed by, or sponsored by Vistage Worldwide, Inc.

1. Two kinds of information, two roles

Information about our customers. When you create an account or subscribe, we decide how that information is used, and we are its "controller" (or "business").

Information our customers put into Chairspace. Your contacts, your events, the replies people send you, and everything else in your workspace are Customer Data. You decide what goes in and why, and we handle it on your behalf, as your "processor" or "service provider." If you are on a Chair's list, received an invitation, or filled in an RSVP or website form, the Chair who invited you is responsible for your information, and questions about it are best sent to them. We will help them answer.

2. What we hold

Your account. Your name, email address, the workspace you belong to, and your role in it. Your password is stored by our authentication provider in a form nobody can read back, us included. If you sign in with Microsoft, we receive your name and email address from Microsoft.

Billing. Your plan, its price and status, and the identifiers Stripe gives us. Card details go to Stripe and never reach us.

Your agreement to our Terms. When you agree to our Terms of Service: which version you agreed to, when, and the IP address and browser it came from, so that we can show the agreement was made.

Your contacts. Whatever you or your team put in: names, companies, titles, email addresses, phone numbers, postal addresses, notes you write, and the record of what has happened with each person, such as an invitation sent or an answer received.

Your events and forms. The events you create, the invitations you send, the answers people give on your RSVP forms (including any questions you ask, such as guest numbers or dietary needs), and submissions to website forms you place on your own site.

Email, if you connect your mailbox. See Section 3.

How the Service is used. Which pages of the app are opened and when (the page's address only, never what is on it or typed into it), which features are used, the cost of AI and lookup features, and error reports. An error report contains the error message, where in the app it happened, and technical detail about the failure, and can come from anyone who opens a Chairspace page, including an RSVP form.

The browser extension. See Section 4.

We do not knowingly collect information from anyone under 18, and the Service is not designed for sensitive information such as health, financial account, or government identification numbers. Please do not put it in.

3. What connecting your mailbox does

Chairspace works with Microsoft 365 and Outlook mailboxes. Connecting one asks Microsoft for four permissions: to send mail as you, to read mail, to know who you are, and to stay connected without asking you to sign in again. You can revoke them at any time, from Settings in Chairspace or from your Microsoft account (account.live.com/consent/Manage, or myapps.microsoft.com for a work account). Your Microsoft password is never given to us.

Sending. An invitation has to come from your own address to be worth anything, so Chairspace sends as you. Nothing is sent that you did not write or read and approve first, and nothing is sent on a schedule you did not set. Emails go one at a time, never as a bulk mailing.

Reading. Every few minutes, Chairspace looks at mail that has arrived in your inbox since it last looked, to find replies from people on your list. For each new message it receives the sender, subject, date, a short preview and the text of the message. It never asks for attachments.

• A message from anybody who is not on your contact list is discarded straight away. It is not stored, and it is not sent anywhere.
• A message from one of your contacts is kept on that contact's record, with its text (up to about 20,000 characters), so you can read what they said without leaving Chairspace.
• If reply reading is switched on (it is, unless you turn it off in Settings), the reply's subject and text are sent to our AI provider so Chairspace can tell you what it is about, for example that somebody is bringing a guest. With it switched off, replies are still kept, but nothing is sent to be read.

4. The Chrome extension

The Vistage check is an optional Chrome extension, and it is worth describing exactly, because it runs inside your own Vistage session.

What it does. For a name on your list, it opens the Vistage candidate search in a tab it opened itself and reads the results. When it is needed to reach an answer, it also opens a matching lead, contact or opportunity record, to see which Chair the record belongs to or, when you have asked it to fill in a profile, what the record says about the person. It never types, clicks, submits a form, or changes anything in Vistage. It never has, asks for, or stores your Vistage password: it uses the session you are already signed in to, the way any page in your browser does.

What it sends to Chairspace. What those pages show about the people who came up for that name: for each result, the name, title, company, kind of record, the Chair it is assigned to, whether it is marked as an available candidate, its role and contact status, and a link to the record; and, for a profile, the details on the record that was opened. Nothing is sent from any other page, and nothing about you or your own Vistage account.

What happens to it. Chairspace uses those results to give one of four answers about the person on your list (free to approach, another Chair is working with them, not recorded in Vistage, or look yourself) and keeps them with the answer, so that you can see how it was reached. When two results could be the same person, they may be sent to our AI provider to judge which one matches. For a profile, any differences from your contact are shown to you as suggestions, and nothing changes unless you accept them. These results are part of your workspace's data, are visible only to your workspace, and are deleted with it.

Where it runs. On four kinds of Vistage page (the candidate search, and lead, contact and opportunity records) and on Chairspace's own prospecting pages, and nowhere else. It stores one thing in your browser: the key that lets it talk to your workspace, which you can disconnect at any time from the Setup page.

5. How we use information

• To provide the Service you asked for: storing and organizing your contacts and events, sending the emails you approve, collecting replies and RSVPs, and producing the drafts, summaries and lookups you ask for.
• To support you, including when you ask us for help (see Section 7).
• To keep the Service secure, prevent abuse, and fix problems.
• To bill you, and to run and improve our business, using information about how the Service is used.
• To comply with law and enforce our Terms.

We do not sell personal information, rent it, or share it for advertising, and nothing in Chairspace is used for advertising. Neither we nor our AI providers use your Customer Data to train AI models.

6. Who else handles it

A handful of companies process information for us, each for one job:

• Supabase: the database, sign in, and file storage.
• Vercel: runs the website and the app.
• Railway: runs the background work that sends emails and reads replies.
• Stripe: payments.
• Anthropic: the AI that drafts, summarizes and reads text.
• OpenAI: the AI that creates images, for features that make them.
• Apollo: business contact details, when you ask for a lookup or a search. We send what you are looking for: a person's name and company, or the job titles, places, companies and keywords of a search.
• Microsoft: your own mailbox, which you connect and which sends and receives your email. Microsoft is your provider, not ours.

Each may use the information only to provide its service to us. We will update this list when it changes.

Business contact details from lookups. When you ask Chairspace to find somebody's business details, what our provider returns (such as a title, company and work email address) is kept in one store shared by all Chairspace customers, so the same details are not paid for twice. For that store, we are the controller. It holds only what the provider returned, never your notes, your lists, or which customer asked, and no customer can read it directly.

We also disclose information if the law requires it, to protect the rights and safety of our customers, the public, or Chairspace, or as part of a merger, acquisition or sale of our business, in which case this policy continues to apply to it.

7. When we look at your workspace

To help you, investigate a problem, or keep the Service secure, Chairspace staff can open your workspace, including by signing in as a user of it with a one-time link. Every such action is recorded. While doing so we do not send email, post anything, or change your data unless you have asked us to, and our visits are not counted as your own activity.

8. Cookies and storage in your browser

Chairspace uses cookies that keep you signed in and secure, and one that marks a support visit (Section 7). Your browser also remembers which accounts have signed in on it, so it can offer them next time, and a few display choices. We do not use advertising cookies, and we do not use third-party analytics or tracking.

9. Where information is stored

Chairspace is run from the United States, and information is stored and processed there and in the other countries where our providers operate. If you are outside the United States, your information is transferred to the United States, where data protection law may differ from yours. Where the law of your country requires a transfer safeguard, we rely on the European Commission's Standard Contractual Clauses and their UK and Swiss equivalents.

10. How long it is kept

• Your workspace is kept while your subscription is active. When it ends, you can ask for an export for 30 days. After that it is deleted within 30 days, and from backups as they expire, normally within 90.
• A contact you delete disappears from every screen and every send at once, and is kept in the database so that a deletion made by mistake can be undone. Ask us and it is removed outright.
• A message from somebody not on your list is never kept at all.
• Records of your agreement to our Terms, billing records, and records we must keep by law are kept for as long as the law requires or allows.
• Business contact details from lookups are kept, and refreshed when they are out of date, until somebody asks us to remove them.

11. Security

Each workspace is separated from every other in the database itself, not only in the application, so one customer cannot read another's information. Information is encrypted on its way to and from Chairspace. Access by our staff is limited and recorded. No system is perfectly secure, and if a breach affects your information we will tell you as the law requires.

12. Your rights

Depending on where you live, you may have the right to know what we hold about you, to get a copy, to correct it, to delete it, to object to or restrict how it is used, to take it elsewhere, and to withdraw consent you have given. Residents of California and other U.S. states with privacy laws have these rights too, and we will not treat you differently for using them. We do not sell or share personal information as those laws define it.

If you are a Chairspace customer, write to miles@chairspace.app. Much of it you can do yourself: export or delete your contacts in the app, and disconnect your mailbox in Settings.

If you are on a Chair's list, or answered a Chair's invitation or form, the Chair is responsible for your information and is the best person to ask. You can also write to us, and we will pass your request to them and help them respond. Every invitation sent through Chairspace carries a link to stop receiving them.

We answer requests within the time the law sets, and may need to confirm who you are first. If you are in the European Economic Area, the United Kingdom or Switzerland, you may also complain to your data protection authority.

13. Changes to this policy

If we change this policy in a way that matters, we will update the date at the top and tell customers by email and in the app before the change takes effect.

14. Contact

Questions or requests: miles@chairspace.app. Miles Christian Technology Partners LLC, Missouri, United States.