Privacy Policy

Last updated: on the 4th of November 2020

Your privacy and the security of your personal information is important to Aibidia Oy (“Aibidia”). Aibidia is committed to protecting the personal data it receives about you in order to enable your registration with and use of the Aibidia solutions and services (“Aibidia Service”).

The following Aibidia Privacy Policy (the “Privacy Policy“) applies to and describes the personal data collected by Aibidia and forms a part of the Aibidia Terms of Service (or the “Agreement” as therein defined). Any capitalised term not otherwise defined herein shall have the meaning ascribed to it in the Agreement.

BY USING THE Aibidia SERVICE AND/OR SUBMITTING ANY PERSONAL DATA TO Aibidia SERVICE OR OTHERWISE TO Aibidia, YOU ARE EXPRESSLY CONSENTING TO THE PROCESSING OF PERSONAL DATA CONCERNING YOU IN ACCORDANCE WITH THIS PRIVACY POLICY. IF YOU DO NOT UNDERSTAND OR AGREE WITH ANY OF THE TERMS OF THIS PRIVACY POLICY SET OUT BELOW, PLEASE DO NOT USE, ACCESS OR OTHERWISE PROVIDE Aibidia WITH PERSONAL DATA ABOUT YOU.

For the purposes of this Privacy Policy, “controller”, “processor”, “personal data” and “processing” shall have the meanings given to them in them in the applicable data protection legislation. For the purposes of this Privacy Policy, the “applicable data protection legislation” shall mean the applicable laws and regulations in respect of the processing of personal data and data protection, including the Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data (General Data Protection Regulation, “GDPR”) as well as supplementary Finnish legislation, case-law and guidance from supervisory authorities.

Please note that this Privacy Policy only applies to personal data that Aibidia processes as a data controller. With respect to any personal data submitted, stored or processed in the Aibidia Service utilising the Aibidia Service functionalities, Aibidia acts as a data processor for the purposes of providing the Aibidia Service, and you (or the Customer) act as a data controller and are, therefore, solely responsible for the legality and appropriateness of the processing of such personal data. Please also note that this Privacy Policy does not apply to any links to third party websites or services which you may come across in connection with the use of the Aibidia Service. Aibidia assumes no responsibility for the privacy practices of any third parties. All collection, use, processing and storing of any personal data by a third party shall be subject to the applicable privacy policies of such third party.

1. THE PERSONAL DATA Aibidia COLLECTS

1.1 Information collected from you

Aibidia may collect certain information from you, by which you are individually identifiable (i.e. your personal data). The data Aibidia collects from you may include business contact information, such as names, business phone numbers, and business e-mail addresses. Additionally, Aibidia may need you to provide user names, passwords and other such credentials to be used in the authentication of Authorised Users as well as the validation of their actions or are otherwise needed in order to provide access to the Aibidia Service.

Aibida may collect your personal data through and in connection with:

• the Aibidia website (aibidia.com) and other online services in use from time to time;
• Aibidia’s marketing activities and communications, contacts, webinars, demos, seminars and other events; and
• use of Aibidia Service.

You may also need to provide certain information about your payment method, such as your credit card details. The payments are managed by the payment solutions service provider of Aibidia, and Aibidia only receives the information about your payment method necessary for the payment of Aibidia Service fees, which may include the four last numbers and the year and month of expiry of your credit card. Aibidia may also collect details of made and unpaid payments and payment times.

The data Aibidia collects about you may also include information it receives from your email interaction or other contact you may have with Aibidia in connection with the Aibidia Service.

1.2 Information collected automatically

Certain information about you or your device may also be collected automatically in connection with your use of the Aibidia Service or Aibidia website, including information such as your IP-address, access times, device type and model, unique ID and operating system version of the device, and other such technical information.

2. THE USE OF PERSONAL DATA

2.1 The main reason Aibidia collects, uses, processes and stores your personal data is to allow it to provide the Aibidia Service to you.

2.2 Aibidia always processes your data in accordance with the applicable data protection legislation, including the GDPR. The legal base for processing your personal data are either to perform a contract, for the purposes of a legitimate interest, or to comply with a legal obligation.

Aibidia may use the personal data to extent necessary for the purposes of:

(i) setting up and maintaining your registration with the Aibidia Service and fulfilling your requests;

(ii) providing available Aibidia Service features;

(iii) ensuring the technical functionality and security of the Aibidia Service;

(iv) operating, managing, developing and improving the Aibidia Service;

(v) personalising the Aibidia Service;

(vi) communicating with you;

(vii) enforcing the general terms and conditions for using the Aibidia Service;

(viii) auditing the Aibidia Service and analysing the Aibidia Service and usage patterns of the Aibidia Service

(ix) charging applicable Aibidia Service fees;

(x) market research and direct electronic marketing in accordance with applicable law;

(xi) protecting the rights and property of Aibidia as well as preventing and investigating fraud and other misuses; and

(xii) complying with the legal obligations of Aibidia and otherwise in connection with law enforcement or other civil or criminal legal proceedings.

3. CATEGORIES OF PERSONAL DATA PROCESSED
   • Aibidia may collect personal data of the following persons, relevant for the above-mentioned purposes of processing:
     • clients and their representatives and contact persons;
     • representatives and contact persons of subcontractors and suppliers;
     • potential clients and their representatives and contact persons;
     • other stakeholders and their representatives (job applicants, co-operation partners); and
     • persons related to client assignments.
   • The following personal data of the data subjects, relevant for the above-mentioned purposes of processing, may be processed:
     • name;
     • e-mail address;
     • phone number;
     • company and title;
     • location (country);
     • name and business ID of the company and contact person;
     • personal data processed on a case-by-case basis (such as emails, documents, other communication);
     • information gathered on the basis of visiting our website, such as IP address and browser information;
     • information based on client relationship, such as contact history, feedback and follow-up information;
     • invoicing and billing information; and
     • additional information provided by the data subject himself/herself.
   • The data Aibidia collects may also include information it receives from the email interaction or other contact with its stakeholders in connection with the services.

4. SOURCES OF PERSONAL DATA

4.1       Personal data is primarily collected from the data subject himself/herself during the course of our business activities.

4.2       Personal data may also be obtained from authorities, courts or other institutions, or public sources. Some of the personal data may also be obtained from the employer of the data subject, or from a representative or a business partner of a client.

4.3       Some of the personal data may also be generated by us based on the data we have. We may, for example, compile and analyse data we possess in order to create new data. Some of the data used for such activities can be collected from public sources, such as trade registers or corporate websites.

5. SHARING PERSONAL DATA

5.1       Unless otherwise stated below, Aibidia does not sell, lease, rent or otherwise disclose personal data to unauthorised third parties without your consent.

5.2       Aibidia may provide personal data to third parties working with Aibidia for the purposes mentioned above, including third party service providers that provide Aibidia with website, application development, hosting, maintenance and other services who may have access to, or process personal data as part of providing such services for Aibidia. Such parties are not permitted to use personal data about you for other purposes, and they are required to act consistently with this Privacy Policy and to use appropriate security measures to protect your personal data.

5.3       The Aibidia Service is provided using resources located in Microsoft Azure. You may however choose to use certain Aibidia Service features which  may enable your personal data to be transferred to third party service providers, such as payment processors, in which case the location of such third party service providers may be anywhere in the world, and personal data may be transferred outside the country of your residence or the country where the Aibidia Service is used, which may include countries outside the European Economic Area that do not have similar laws providing specific protection for personal data or that have different legal rules on data protection.

5.4       Aibidia may be obligated by mandatory legislation to disclose personal data about you to certain authorities, such as law enforcement agencies. Aibidia may also process personal data about you in connection with defending the legitimate interests of Aibidia in civil or criminal legal proceedings or to prevent and investigate fraud and other misuses.

5.5       Aibidia may transfer, assign and disclose personal data about you to its affiliates or a subsequent owner, co-owner or operator of the Aibidia Service in connection with a corporate merger, consolidation, restructuring, or the sale of substantially all of the stock or assets or in connection with bankruptcy proceedings or other corporate reorganization, in accordance with this Privacy Policy.

5.6       In addition, Aibidia may disclose or make available to third parties certain automatically-collected, aggregated, or otherwise non-personally-identifiable information that does not constitute personal data and does not allow the identification of individual users.

6. YOUR RIGHTS

6.1       You have the following legal rights relating to your personal data which you may, as appropriate and in accordance with the applicable data protection legislation, exercise by contacting Aibidia through the contact points referred to below under section 8 below:

(a) the right to know what personal data Aibidia holds about you and to request access to such information;

(b) the right to request the rectification of personal data if the personal data is inaccurate or incomplete;

(c) the right to request Aibidia to delete personal data about you if it is no longer needed for the purposes for which it was collected;

(d) the right to request Aibidia to restrict the processing of your personal data if the personal data is not accurate, the processing is illegal and you object to the deletion of the personal data and instead request for its use to be restricted, if the personal data is no longer needed for the purposes for it was collected but you need it to establish, bring or defend yourself against legal claims, or if you object to the processing by Aibidia where Aibidia has collected personal data based on its legitimate interest and Aibidia is investigating whether your privacy interest overrides the legitimate interest of Aibidia;

(e) the right to object to the processing of personal data that Aibidia processes based on its legitimate interest;

(f) the right to request Aibidia to provide the personal data that you provided to Aibidia in a structured, commonly-used and machine-readable format and the right to transfer your personal data to another controller if the processing is based on a contract with you and the processing takes place automatically; and

(g) the right to file a complaint with a relevant supervisory authority regarding the processing of personal data by Aibidia.

6.2       We aim to provide you with a reply as soon as possible and, where needed, provide you with additional instructions or ask additional questions based on the request. Please note that prior to fulfilling a request we have a right as well as an obligation to verify the requestor’s identity, due to which we must be able to recognize the requestor in an adequate manner. If the request is manifestly unfounded or excessive, we may charge a reasonable fee for administrative costs to carry out the request or refuse to act on such request.

7. COOKIES AND OTHER SIMILAR TRACKING TECHNOLOGIES

7.1       We use various technologies to collect and store analytics data and other information on our website (www.aibidia.com), including cookies.

7.2       Cookies are small text files sent and saved on your device that allow us to identify visitors of our website and facilitate its use and to create aggregate information of our visitors. This helps us to improve our website. The cookies will not harm the visitor’s device or files. We use cookies to tailor our website and the information we provide in accordance with the visitor’s individual interests.

7.3                 Google Analytics

Our website uses Google Analytics (Google Inc.). When visiting our site, the visitor’s browser automatically sends certain information to Google. Google Analytics generates anonymous reports from data obtained through cookies, such as the number of visitors, the website from which the visitor arrives to our website, the keyword used in the Google search engine with the help of which the user has been redirected to the website, the duration of the website visit, whether or not the user has visited the website before, and which pages of the website the visitor visits. Google Inc. is incorporated in the US due to which the personal data may be transferred outside the European Economic Area. For further information on this, please consult the Google website.

7.4                 Albacross

Albacross is a digital marketing services provider to Aibidia, who has installed software onto the Aibidia public website domain that allows for the identification of inbound visitors based on publicly available domain information their digital presence may include.  Personally Identifiable Information (PII) is not collected through the Albacross software, nor is any attempt made by Aibidia to match inbound visitor domain information to personally identifiable information.  As is the case with other digital information Aibidia collects from its website visitors, the purpose is to better understand the effectiveness of our website design and content to best serve our current and potential customers.  For further information on the technology and data protection of Albacross, please consult the Albacross website.

7.5       Furthermore, we use other third-party services and cookies on our website, too, to enable the content of our website to be shared on social media. These service providers include LinkedIN, Facebook, AdRoll, Twitter and Instagram. At all times, you are able to disable, manage, and delete cookies, or to set an alert when cookies are being sent, through your browser or mobile device settings.

8. INFORMATION SECURITY

• Aibidia takes appropriate technical and organisational measures against unauthorised or unlawful processing of the personal data and against accidental loss or destruction of, or damage to, the personal data in accordance with our internal security procedures covering the storage and destruction of personal data as well as access to personal data.

• Aibidia regularly checks its security policies and procedures to ensure our systems are secure and protected. Information security measures include for example, where appropriate, encryption, firewalls, secure facilities and access right systems. Our security controls are designed to maintain an appropriate level of data confidentiality, integrity, availability, resilience and ability to restore the data.

• Aibidia will revise its processing operations and equipment on a regular basis and, inter alia, assess risks related to the processing of personal data for example when introducing a new technology.

9. . THE CONTROLLER OF YOUR PERSONAL DATA

Your personal data is controlled by Aibidia Oy, Kalevankatu 30, 00100 Helsinki, Finland.

If you have any questions concerning the way Aibidia processes your personal data or want to contact Aibidia for any other reason relating to your personal data, you may contact Aibidia by email at .

10. . CHANGES TO THIS PRIVACY POLICY

Aibidia recommends that you revisit this page periodically to stay aware of any changes to this Privacy Policy, which Aibidia may update from time to time. If the Privacy Policy is modified, it will be made available through the Aibidia Service and Aibidia website. Your continued use of the Aibidia Service after the revised Privacy Policy has become effective indicates that you have read, understood and agreed to the current version of the Privacy Policy.