Privacy Policy 2021

POINTSCENE PRIVACY POLICY

This Privacy Policy is applicable to the processing activities of Pointscene Oy (Pointscene or we) as data controller concerning personal data collected or obtained through our website available at pointscene.com, including any related subdomains (Website) as well as our proprietary services provided on or through the Website from time to time, excluding below stated situations where we process personal data as data processor. The Website and services provided through the Website are hereinafter collectively referred to as the Services.

This Privacy Policy describes why and how we process personal data concerning the users of our Services (User or you) as data controller in accordance with the informing obligations set forth in articles 13 and 14 of the EU general data protection regulation 2016/679.

This Privacy Policy also includes information on personal data processed by us as data processor relating to our customer organizations’ (Customer(s)) end-users (End-User(s)) or third parties such as by-standers, as contained in the Customer Data (as defined below) provided to our Services by the Customer. Please note that our Customers are data controllers with respect to such personal data and bear the responsibility for the fulfilment of aforesaid informing obligations under the GDPR towards Customer’s End-Users or third parties, as applicable. The terms in accordance which we process personal data contained in Customer Data on behalf of our Customers are described in our Terms of Service.

This Privacy Policy may be updated if required in order to reflect the changes in data processing practices or otherwise. The current version can be found on the Website. We will not make substantial changes to this Privacy Policy or reduce your rights under this Privacy Policy without providing a notice thereof.

CONTACT DETAILS

Name: Pointscene Oy

Company ID: 2620376-2

Mail address: Lapinlahdenkatu 16, 00180 Helsinki

e-mail address: info@pointscene.com

 

Data Protection Officer: Mr. Jonne Davidsson, jonne@pointscene.com, +358 505435444

PERSONAL DATA PROCESSED AND SOURCES OF DATA

Personal data of Users

We collect two (2) types of information concerning the Users as a data controller: (i) User Data; and (ii) Analytics Data.

User Data is primarily received directly from you either in connection with your use of the Services (e.g. when you fill out forms on the Website, create a user account or subscribe to our newsletter) or in connection with your interaction with us. In certain cases, it may also be provided to us by the Customer on behalf of which you are using the Services. Further, in some cases, personal data may be collected from third party service providers. 

We may collect and process the following User Data relating to Users:

  • full name;
  • postal address and e-mail address;
  • organization you represent;
  • phone number;
  • payment information (such as payment card number);
  • username and password;
  • other personal data User may voluntarily provide to us when e.g. filling out a form or contacting our customer service;
  • direct marketing opt-outs and opt-ins; and
  • any other direct correspondence with Pointscene (e.g. by e-mail).

Analytics Data is collected automatically as you visit or interact with the Website. Although we do not normally use Analytics Data to identify individuals, sometimes individuals can be recognized from it, either alone or when combined or linked with other data. In such situations, Analytics Data shall also be considered to be personal data under applicable data protection laws and we will treat the combined data as personal data.

We may collect and process the following Analytics Data relating to Users:

Device information:

  • IP address;
  • device type and model; 
  • device identification number;
  • geolocation;
  • operating system;
  • screen resolution;
  • browser type and version.

Usage information:

  • statistical data (fully anonymised);
  • language settings; 
  • time and date of your visits to the Services;
  • time spent on the Services; 
  • interaction with the Services;
  • the URL of the website you visited before and after visiting the Services;
  • the sections of the Services you visited.

Personal data of End-Users and third parties contained in customer data provided by the Customer

We may process visual, text, communication or geographic data generated, submitted and/or linked by the Customer and/or End-User (Customer Data) by using our interactive data management cloud platform services titled “Pointscene”. The Customer is responsible for and guarantees that the Customer Data does not include any personal data of End-Users or third parties (excluding any such personal data which is anonymised by Pointscene in accordance with the Terms of Service). To the extent Customer Data does include personal data of End-Users or third parties, Customer shall inform Pointscene thereof.

For clarity, personal data of End-Users or third parties contained in the Customer Data is processed by us as data processor (or data sub-processor) in accordance with the data processing terms set forth in the Terms of Service.

COOKIES, ANALYTICS TOOLS AND SOCIAL MEDIA PLUGINS

We may use various technologies to collect and store Analytics Data and other information when Users visit our Services, including cookies and social media plugins. For detailed information about the use of cookies, analytics tools and social media plugins concerning the Services, please refer to our Cookie Policy.

PURPOSES AND LEGITIMATE GROUNDS FOR PROCESSING OF PERSONAL DATA OF USERS 

Purposes of processing

To provide our Services and carry out our contractual obligations (legal ground: performance of a contract and legitimate interest)

We process personal data to be able to offer the Services to our Users and to run and maintain our business. Personal data may be processed in order to carry out our contractual obligations towards the User or the Customer. We may use the data for example to offer essential functionalities of the Services, to provide access to the Services and to personalize the user experience.

For our legal obligations (legal ground: compliance with a legal obligation)

We process personal data to enable us to administer and fulfil our obligations under law. This includes data processed for complying with our bookkeeping obligations and providing information to relevant authorities, such as tax authorities.

For claims handling and legal processes (legal ground: legitimate interest)

We may process personal data in relation to claims handling, debt collection and legal processes. We may also process data for the prevention of fraud, misuse of our Services and for data, system and network security.

For payment processing and transactions (legal ground: performance of a contract)

We may process personal data in relation to payments made by Users through Services concerning User’s order.

For communication and marketing (legal ground: legitimate interest)

We may process personal data for the purpose of contacting our Users regarding our Services and for informing Users of changes in our Service. We may also process personal data to market our Services, for example in the form of sending newsletters or analyzing the User’s activities within our Services to customize our marketing efforts.

Further, we may process personal data to send the User information and updates pertaining to the Services as well as to respond to Users inquiries, questions and other requests. We may also use personal data to send direct marketing messages provided we have received an opt-in consent from the User, where such consent is necessary in accordance with applicable legislation. You may always opt-out from receiving further direct marketing messages in accordance with detailed unsubscribe instructions attached to each message.

For quality improvement and trend analysis (legal ground: legitimate interest)

We may process information regarding your use of the Services to improve the quality of our service, for example by analysing any trends in the use of our Services. Where possible, we will do this using only aggregated, non-personally identifiable data.

Legal grounds for processing

We process personal data on a contractual basis when the personal data is processed based on a contract between Pointscene and the User. Further, with respect to Users acting as representatives of our Customers, their personal data is primarily processed based on our legitimate interest whilst fulfilling our contractual obligations towards the Customer.

We may also process personal data based on our other legitimate interests, for example in connection with quality improvement, analytics, marketing, claims handling and legal processes.

When choosing to use your data on the basis of our legitimate interests, we carefully weigh our own interests against your right to privacy.

In certain cases, you may be requested to grant your consent for the processing of your personal data. In this event, the legal ground for such processing is your consent. You may withdraw your consent at any time.

Pointscene does not process Users’ personal data for the purposes of automated individual decision-making, including profiling.

INTERNATIONAL TRANSFERS

Pointscene stores personal data primarily within the European Economic Area. However, we have service providers in several geographical locations. As such, we and our service providers may transfer personal data to, or access it in, jurisdictions outside the European Economic Area or outside of your domicile.

We will take steps to ensure that your personal data receives an adequate level of protection in the jurisdictions in which it is processed. We provide adequate protection for the transfers of personal data to countries outside of the European Economic Area through a series of agreements with our service providers based on the Standard Contractual Clauses or through other appropriate safeguards in accordance with chapter V of the GDPR.

PERSONAL DATA RECIPIENTS

We do not share your personal data with third parties outside of Pointscenes’ organization unless one of the following circumstances applies:

It is necessary for the purposes set out in this Privacy Policy

To the extent that third parties need access to personal data to ensure the performance of the Services, Pointscene has taken appropriate contractual and organizational measures to ensure that personal data is being processed exclusively for the purposes specified in this Privacy Policy and in accordance with all applicable laws and regulations.

For legal reasons

We may share personal data with third parties outside of our organization if we have a good-faith belief that access to and use of the personal data is reasonably necessary to: (i) meet any applicable law, regulation, and/or court order; (ii) detect, prevent, or otherwise address fraud, security or technical issues; and/or (iii) protect the interests, properties or safety of Pointscene, our Users or the public in accordance with the law. When possible, we will inform you about such transfer and processing.

To authorized service providers

We may share personal data to authorized service providers who perform services for us (including data storage, payment services, sales, marketing and support services). Our agreements with our service providers include commitments that the service providers agree to limit their use of personal data and to comply with privacy and security standards at least as stringent as the terms of this Privacy Policy.

For other legitimate reasons

If Pointscene is involved in a merger, acquisition or asset sale, we may transfer personal data to the third party involved. However, we will continue to ensure the confidentiality of all personal data. We will give notice to those concerned when the personal data are transferred or become subject to a different privacy policy as soon as reasonably possible.

With explicit consent

We may share personal data with third parties outside of our organization for other reasons than the ones mentioned above, when we have your explicit consent to do so. You have the right to withdraw this consent at all times.

STORAGE PERIOD

Pointscene does not store your personal data longer than is legally permitted and necessary for the purposes of providing the Services or the relevant parts thereof, or for another individual purpose for which your personal data is being processed. The storage period depends on the nature of the information and the purposes of processing. The maximum period may therefore vary per use.

Most User Data relating to a User’s user account with the Services will be deleted within twelve (12) months following the deletion of the User’s user account. However, we may store some of the User Data longer if such processing is required by law or is reasonably necessary for our legal obligations or legitimate interests such as claims handling, legal proceedings, or bookkeeping.

In case you have given us your consent for direct marketing, the information regarding is stored until further notice. If you later opt out from the direct marketing, we delete other information regarding the direct marketing, but will retain the information that you have opted out of the direct marketing to ensure compliance with your opt-out request.

We delete or anonymize all Analytics Data relating to the Users of our Website within twelve (12) months following the collection of such Analytics Data.

THIRD-PARTY CONTENT

Users may find advertising or other content on our Website that link to the sites and services of our partners, suppliers, advertisers, sponsors, licensors and other third parties. We do not control the content or links that appear on these sites and are not responsible for the practices employed by websites linked to or from our Website. These third-party sites and services may have their own privacy policies. Your browsing and interaction with any other website or service linked to our Website, is subject to the terms and policies, including privacy policies of that respective website or service.

YOUR RIGHTS

Right to access

You have the right to access your personal data processed by us. You may contact Pointscene and we will inform what personal data we have collected and processed regarding you.

Right to withdraw consent

In case the processing is based on a consent you have granted to us, you may withdraw the consent at any time. Withdrawing a consent may lead to fewer possibilities to use our Services. The withdrawal of consent does not affect the lawfulness of processing based on consent before its withdrawal.

Right to rectify

You have the right to have incorrect or incomplete personal data we have stored about you corrected or completed by contacting us. 

Right to erasure

You may also ask us to erase your personal data from our systems. We will comply with such request unless we have a legitimate ground to not delete the data. 

Right to object

You have the right to object to certain use of your personal data if such data are processed for other purposes than necessary for the performance of the Services or for compliance with a legal obligation. If you object to the further processing of your personal data, this may lead to fewer possibilities to use our Services.

Right to restriction of processing

You may request us to restrict processing of personal data for example when your data erasure, rectification or objection requests are pending and/or when we do not have legitimate grounds to process your data. This may however lead to fewer possibilities to use our Services.

Right to data portability

You have the right to receive your personal data from us in a structured and commonly used format and to independently transmit those data to a third party.

How to use the rights

The abovementioned rights may be used by sending a letter or an e-mail to us on the addresses set out above, including the following information: full name, address, e-mail address and a phone number. We may request the provision of additional information necessary to confirm your identity.

We reserve the right to reject requests that are unreasonably repetitive, excessive, or manifestly unfounded.

DIRECT MARKETING

Notwithstanding any consent granted beforehand for the purposes of direct marketing, you have the right to prohibit us from using your personal data for direct marketing purposes, market research and profiling made for direct marketing purposes by contacting us on the addresses indicated above or by using the unsubscribe possibility offered in connection with any direct marketing messages.

INFORMATION SECURITY

We use administrative, organizational, technical, and physical safeguards to protect the personal data we collect and process. Our security controls are designed to maintain an appropriate level of data confidentiality, integrity, availability, resilience, and ability restore the data. We regularly test our systems, and other assets for security vulnerabilities.

Should despite of the security measures, a security breach occur that is likely to have negative effects on your privacy, we will inform you and other affected parties, as well as relevant authorities when required by applicable data protection laws, about the breach as soon as possible.

LODGING A COMPLAINT

In case you consider our processing of personal data to be inconsistent with the applicable data protection laws, a complaint may be lodged with the local supervisory authority for data protection.

In Finland, the local supervisory authority is the Data Protection Ombudsman (https://www.tietosuoja.fi).