Saidot Privacy Policy

This Privacy Policy describes how Saidot Ltd (“Saidot” or “we”) collects and uses your personal data in relation to the Saidot website/platform available at saidot.ai, and any related applications, products, or services offered through such website/platform (collectively, “Services”).

This Privacy Policy explains the personal data we process, how we process it, and for what purposes.

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1. DATA WE MAY COLLECT

We may collect the following personal data of our customers, potential customers, and other website visitors:

·      Your name and email address submitted by you while onboarding our Service;

·      Usernames, aliases, roles, and other authentication and security credential information;

·      Information about your organisation, such as name, physical address, contact email address, business identification id related to your organisation, and financial information for payment purposes;

·      Usage data collected using third-party software while you visit our website saidot.ai or use our Services;

·      Identifiers and information contained in cookies (see our Cookie Policy);

·      Name, organisation, job role and email addresses submitted to us while you register for our webinars and events;

·      Data submitted to us by you when you decide to apply to our jobs, including name and contact information, email address, information provided in job application or CV;

·      Name, organisation, job role and email addresses submitted to us with consent when registering for Saidot webinars and events;

·      Name, organisation, job role and email addresses submitted to us with consent for direct marketing purposes; and

·      Name, organisation, job role and email addresses of contact persons of potential customers. We may use your personal data to develop and manage Saidot’s business operations, including its products and services, for the purposes of legitimate interests. Our legitimate interests may include services for potential customers and business development.

The following personal data may be collected from job applicants:

·      Your name and contact information;

·      Your e-mail address;

·      Your phone number;

·      Your information related to competence and qualifications, including language skills, education, experience, and other relevant information;

·      Data provided by you in your job application or CV.

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2. PURPOSES OF PROCESSING PERSONAL DATA

We use your personal data for the following purposes:

·      To provide Services;

·      To measure use of, analyse the performance of, fix errors in, provide support for, improve, and develop Services;

·      To provide customer service;

·      To conduct webinars and events;

·      To review and process job applications;

·      To do advertising and marketing.

We may also ask for your consent to use your personal data for a specific purpose that we communicate to you.

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3. LEGAL BASIS FOR PROCESSINGOF PERSONAL DATA

Legal basis for processing personal data of customers, potential customers and other website visitors:

Contract

To manage and fulfil contractual obligations, Saidot must process certain data necessary for service provision. This includes data related to the data subject's organisation, such as its name, physical address, contact email address, business identification ID, and financial information for payment purposes.

Legitimate interest

Data processed under legitimate interest includes the names and email addresses provided by data subjects for the delivery of Saidot Services, as well as usernames, aliases, roles, and other authentication and security credential information. Such data processing is carried out based on Saidot's legitimate interest to ensure the security of our Services and prevent fraud.

Additionally, Saidot processes the names, email addresses, usernames, aliases, roles, and information about individual’s organisation for communication, advertising, and marketing purposes. Saidot processes this data to communicate and support customers using the Services, to promote, advertise, and provide information about the Services, and to tailor offers to existing and prospective customers. Processing of such personal data is carried out based on Saidot’s legitimate interest in offering support on services to existing customers, as well as promoting, advertising, and marketing services to prospective customers in a tailored manner.

Individuals are provided with an opportunity to opt-out of such data processing.

Lastly, personal data of customers such as the names, email addresses, usernames, aliases, roles, and information about individual’s organisation are processed in order to conduct Service development and enhancement. Saidot processes such personal data in order to be able to enhance and improve existing services, develop new services, and gather analytics about the usage of the Services to inform Saidot about the development of the Services. Processing of such personal data is carried out based on legitimate interest in developing and enhancing the Services.

Consent

Processing of personal data collected through the use of non-necessary cookies, including functional, analytical and marketing cookies is based on the consent provided by the data subject for such processing. The consent is gathered through an explicit opt-in process.

Additionally, the names, organisations, job roles, and email addresses of contact persons from potential customers received through demo request contacts are processed on the basis of consent provided by the data subject. Consent for processing is also asked when similar information is provided to Saidot during webinar and event registrations.

Legal basis for processing personal data of job applicants:

Legitimate interest

Legitimate interest is used as a legal basis when job applicant data is processed. The legitimate interest for the processing of job applicant data is to evaluate the applicant’s suitability for the position they are applying for at Saidot.

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4. TRANSFER AND DISCLOSURE OF PERSONAL DATA

We process personal data confidentially, and we share personal data only as described in this Privacy Policy. Saidot does not rent, sell, or otherwise needlessly disclose your personal data to third parties. We may share personal data with third parties in the following circumstances:

·      For purposes of sharing, with other users of Services, registered products and systems, the information attached to these and other content created by you when utilising the Services. Depending on whether this type of content has been specified as private or public, some of your personal data, such as your name or email address, may be visible to users within the same organisation as you, or to some or all users of Services, respectively.

·      When utilising third-party service providers to perform functions on our behalf, such as contracted development of software, application support, sending communications, processing payments, analysing data, providing marketing and sales assistance, conducting customer relationship management, and providing training. These third-party service providers have access to personal data needed to perform their functions but may not use it for other purposes. Further, they must process that data in accordance with this Privacy Policy and as permitted by applicable data protection law.

·      In conjunction with any sale, assignment, or other reorganisation of Saidot’s business operations. Under such circumstances, we may forward personal data to the parties of the transaction and their advisors.

·      When we believe release is appropriate to comply with the law, enforce or apply our terms and other agreements, or protect the rights, property, or security of Saidot, our customers, or others.

Other than as set out above, you will receive notice when personal data about you might be shared with third parties, and you will have an opportunity to choose not to share the data.

5. LOCATION OF PERSONAL DATA

We process personal datawithin the European Union and the European Economic Area (“EU/EEA“). In casepersonal data is transferred outside the EU/EEA, such transfers are performedsubject to appropriate safeguards such as standard data protection clauses adoptedor otherwise approved by the EU Commission or competent data protectionauthorities in accordance with the General Data Protection Regulation (EU)2016/679.

6. HOW WE SECURE PERSONAL DATA

We maintain physical, electronic, and procedural safeguards in connection with the collection, storage, and disclosure of personal data. Our security procedures also entail that we may request proof of identity before we disclose your personal data to you.

7. RETENTION OF PERSONAL DATA

We keep your personal data to enable your continued use of Services, for as long as it is required in order to fulfil the relevant purposes described in this Privacy Policy, as maybe required by law (including for tax and accounting purposes), or as otherwise communicated to you. How long we retain specific personal data varies depending on the purpose for its use, and we will delete your personal data in accordance with applicable law.

8. ACCESS

You can view, update, and delete certain personal data related to your account and your interactions with Services. If you cannot access or update your personal data yourself, you can contact Saidot for assistance.

9. DATA SUBJECTS’ RIGHTS

You have the right to request from us:

·      Right to access and rectification: You have the right to request access to the personal data relating to you. This includes, e.g. the right to be informed whether or not personal data about you is being processed, what personal data is being processed, and the purpose of the processing. You also have the right to request that inaccurate or incomplete personal data be corrected.

·      Right to object: You are entitled to object to certain processing of personal data, including for example processing of your personal data for marketing purposes or when we otherwise base our processing of you on legitimate interest.

·      Right to erasure: You may also request that your personal data be erased if, e.g. the personal data is no longer necessary for the purposes for which it was collected, the processing is unlawful, or the personal data has to be erased to enable us to comply with a legal requirement.

·      Right to restrict processing: You may obtain from us a restriction of processing of your personal data, e.g. for the period of verifying the data accuracy.

·      Right to data portability: If personal data about you that you yourself have provided is being processed automatically with your consent or in accordance with a contract between you and Saidot, you may request that the data be provided in a structured, commonly used and machine-readable format, and you may also request that the personal data is transmitted to another controller if this is technically feasible.

·      Right to withdraw your consent: In cases where the processing is based on your consent, you have the right to withdraw your consent to such processing at anytime.

·      Opt-out from marketing: We will also give you the opportunity to opt-out of future marketing whenever we send you marketing material, you can also opt-out at any time by contacting us.

You may exercise the aforementioned rights by sending a written request to us via email or mail, containing your name, address, and telephone number. Saidot may request additional information in order to confirm the identity of the person making the request. In addition, our Cookie Policy includes a link to easily change cookie settings.

If you wish to file a complaint with a national supervisory authority regarding our processing of your personal data  (your right to lodge a complaint), you may do so by contacting your local data protection authority (in Finland, the Data Protection Ombudsman (www.tietosuoja.fi).

In case you request that the processing of your personal data is restricted or deleted, you may no longer have access to Services.

10. USE OF THE CRM SYSTEM HUBSPOT

Saidot uses the CRM and marketing automation system HubSpot, from the provider HubSpot Inc. (25 First Street, 2nd Floor, Cambridge, MA 02141, USA) with European headquarters in Ireland(One Dockland Central, Dublin 1, Ireland). HubSpot is an integrated software solution by which we cover different aspects of our customer relations management, digital marketing, and sales. The data processing by HubSpot is hosted exclusively on servers within the EU. Notwithstanding, it is possible that data may be transferred to the USA within the scope of our contractual relationship with HubSpot. In HubSpot's Data Processing Agreement, data transmission to the USA is based on the standard contractual clauses of the EU Commission.

More details of data transfers to the USA can be found here.

More information about HubSpot's privacy policy can be found here.

11. UPDATES AND REVISIONS

We may make changes to this Privacy Policy at any time by giving a notice on the website and/or by other applicable means. You should check our website frequently to see recent changes. The date on which the latest version of this Privacy Policy was posted is indicated under the heading at the top of the page. If you object to any of the changes to this Privacy Policy, you can request that we delete your personal data, unless applicable laws require storage of such personal data. Unless stated otherwise, the then-current Privacy Policy applies to all personal data we process at the time.

12. CONTACT INFORMATION OF DATA CONTROLLER

Saidot is the data controller of personal data for the purposes described above. The contact details of our offices are:

Saidot Ltd
Lapinlahdenkatu 16
00180 Helsinki, Finland

If you have any questions regarding Saidot's processing of personal data, please contact us at info@saidot.ai.

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