Privacy Policy

Scope

This document concerns the manner and scope of processing the personal data of you as a natural person. If you have any questions regarding the processing of your personal data, please contact us at info@tepsivo.com

Personal Data Controller (Controller)

Tepsivo Oy

VAT number FI31367614

with its registered office at: Haartmaninkatu 4, Building 14, 00290, Helsinki, Finland

info@tepsivo.com

Personal Data Processed

We only process the personal data you provide to us while contacting us, when using Tepsivo Platform, Tepsivo Safety Database, Tepsivo News, Tepsivo Literature, Tepsivo Training (or other Tepsivo software) or when you, as the account owner, will be setting up your access to the user account, it being understood that in this context, we may specifically process the following personal data concerning you, as applicable:

• name and surname;
• address;
• job title;
• phone number;
• email address;
• invoicing details (name of entity, tax identification number);
• IP address;

activity and movement at website www.tepsivo.com

Purpose and Legal Basis of the Processing of Your Personal Data

We process your personal data for the following purposes and based on the following legal bases.

Contract Performance

Purpose and legal basis of the processing of the following personal data:

• name and surname;
• address;
• job title;
• phone number;
• email address;
• entered data
• uploaded attachments
• invoicing details (name of entity, tax identification number)

We need to process this personal data concerning you in order to fulfil the app.tepsivo.com service contract you are entering into with us by contacting us and/or registering and setting up your user account at Tepsivo Platform, Tepsivo Safety Database, Tepsivo News, Tepsivo Literature, Tepsivo Training (or other Tepsivo software). The legal basis in this case is Art. 6(1)(b) of Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 (General Data Protection Regulation) on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC.

The processing of your personal data, which is necessary for the performance of the contract to which you are a party, will be done in the following manner.

Our company provides you with its services, or, more specifically, the Tepsivo Platform, Tepsivo Safety Database, Tepsivo News, Tepsivo Literature, Tepsivo Training (or other Tepsivo software), in accordance with the service terms and conditions. In order for us to provide you with the service, we need to know who the other party is and may need your payment information.

Please note that under the contract, you may receive emails with technical and operational notices regarding the activities and functionality of the software used. These notices are part of our communication with you as a party to the contract.

The purpose and legal basis of the processing of your personal data in this case therefore involves performance of the contract for Tepsivo software.

Direct Marketing

Purpose and legal basis of the processing of the following personal data:

• name and surname;
• email address;
• phone number;
• job title;
• company;

We process these types of personal data for the purpose of direct marketing, which constitutes a legitimate interest of our company. The legal basis in this case is Art. 6(1)(f) of 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, and repealing Directive 95/46/EC (General Data Protection Regulation).

The data processing based on our legitimate interest, specifically direct marketing, will be done in the following manner.

Your personal information will be stored in our electronic database kept with a company that provides us with a data repository, which, however, is managed directly and exclusively by us. Based on our legitimate interest, as specified above, your personal data will only be used through third-party services (for more details see Categories of personal data recipients) to send you product offerings, whether these involve new features or existing products and Tepsivo service extensions.

In this case, the purpose and legal basis of the processing of your personal data is the Controller’s legitimate interest of direct marketing, specifically the direct offerings of our products and Tepsivo service features we will be sending to you.

If you do not wish to receive our product and Tepsivo.com service feature offerings, you can simply opt out in the settings of your user account or click the unsubscribe link provided in each email containing our offerings.

Please note that as part of the contract, specifically in the context of the processing under point (1), you may receive emails with technical and operational notices regarding the Tepsivo Platform service functionality. These notices are part of our communication with you as a party to the contract; they do not constitute direct marketing notices and you may not opt out of them.

Improve our Customer Support

Purpose and legal basis of the processing of the following personal data:

• IP address;
• activity and movement at website www.tepsivo.com

By using our website Tepsivo.com and Tepsivo Platform, you give us your consent to record your IP address and track your activity and behavior at Tepsivo.com in order to improve the efficiency of our user support in the event you need any help or advice on using the Tepsivo services. The legal basis in this case is Art. 6(1)(a) of Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of individuals with regard to the processing of personal data and on the free movement of such data and repealing Directive 95/46/EC (General Data Protection Regulation).

The processing of this personal data concerning you, which will only happen with your consent, will take the following form.

We will use the IP address through which you first accessed Tepsivo.com when registering to determine which country you are from, so that we know the language you want us to use in communication with you.

We track visitor activity and behavior at Tepsivo.com every time you access the site and the resulting data allow us to provide more effective user support if you need any help or advice using Tepsivo.com.

In this case, the purpose and legal basis of the processing of your personal data is the consent you have granted to us.

If you change your mind regarding the processing of this personal data, you can easily withdraw your consent at any time by sending an email to info@tepsivo.com. In the same way, you can re-grant your consent to us after you withdraw it.

In all cases, we will process your personal data manually and in electronic information systems. However, these systems are subject to consistent and ongoing physical and technical checks. All persons who, on our instruction and under our authority, come into contact with your personal data in the course of their work or as part of their contractual duties are bound by the confidentiality obligation.

Categories of Personal Data Recipients

We will primarily process your personal data on our own. However, we may have to entrust some personal data processing services to a third party for any of the aforementioned purposes. In such case, the relationship between us and such third party will be that of a controller and a data processor, and we will have entered into a personal data processing agreement with that processor to guarantee the security and lawfulness of the processing of your personal data.

Therefore, your personal information may be transmitted to recipients falling under any of the following categories:

• data repository companies;
• companies providing bulk distribution of commercial notifications and bulk customer communication services.

Data Storage Period

We will process your personal data for the different following periods:

• if for the purpose of a contract/services performance: for the duration of the contract performance
• contract may be a non-disclosure agreement, or services agreement
• for visits of the Tepsivo website: 180 days since your last visit
• for email contact with us: 180 days

We may also process your personal data for direct marketing purposes for the same time period as described above. However, if you opt out of offerings of our Tepsivo.com products and features by sending an email to info@tepsivo.com, we will cease to process your personal data.

We will process your personal data processed on the basis of the consent you have granted only for the period, during which the consent applies, i.e. from the grant of the consent to its withdrawal. However, we will only process them as long as your user account exists.

Right to Object to the Processing of Your Personal Data

You have the right to object to our processing of your personal data for direct marketing purposes at any time (see Purpose and legal basis of processing your personal data, point 2) above). If you object to our processing of your data for direct marketing purposes, we will cease processing your personal data for direct marketing purposes once we receive your objection.

You can send your objection to the processing of your personal data for direct marketing by email to:

info@tepsivo.com

In the objection, you may simply indicate your name and surname and include the text “I hereby object to the processing of my personal data for direct marketing purposes”. We will inform you without undue delay on how your request has been handled.

Please note that the right to object cannot be exercised to make us stop processing the personal data we necessarily need to perform the contract.

Your Other Rights Associated with Personal Data Processing

• Ask for information as to which of your personal data are being processed.
• Request access to such data and have this updated or corrected – at any time you can ask us to confirm whether or not personal data concerning you are being processed and if so, for what purpose, to what extent, to whom it is transmitted and for how long we will be processing it. You also have the right to obtain a copy of your personal data, with the initial provision of such data being free of charge. You have the right to ask us at any time to correct any incorrect personal data or to complement your personal data if it is inaccurate or incomplete.
• Request the erasure of such personal data or have the processing of such data restricted – at any time you may request the erasure of your personal data if (i) it is no longer necessary for the purposes for which it was collected or otherwise processed, (ii) the processing is unlawful, (iii) you have objected to the processing, and there are no overriding legitimate reasons for processing such data; (iv) we are obliged to do so under law; or (v) you withdraw the consent to processing you may have granted to us. We will restrict the processing of your personal data until we have resolved any disputable issues regarding the processing of your personal data (restriction means that we will only keep and use the data with your consent or for the purpose of determining, exercising or defending any legal claims);
• Object to the processing of your personal data if we process it for direct marketing purposes or on a legitimate interest basis.

To data portability – if we process your data in an automated manner and based on your consent or under an agreement, in a structured, commonly used and machine-readable format, you have the right to request that the data be transmitted directly to another controller.

If you have doubts as to whether we comply with our obligations inherent in the processing of your personal data, contact the Controller or the Office for Personal Data Protection.

You can exercise these rights with us by email at info@tepsivo.com where our person responsible for data protection will review your request. We will answer your requests, questions or comments within 1 month at the latest.

Our activities related to the processing of personal data are overseen by the Office of Data Protection Ombudsman. This Office, just like yourself, will be informed if, despite our best efforts and all the data security measures in place, your personal data are leaked, misused or lost.

How do we use Cookies?

When using Tepsivo services and products, temporary files, so-called “cookies”, may be stored, which may contain information capable of identifying the user. No personal data is stored in the cookies.

The cookies can be deleted manually by clearing browsers cache.