Data privacy statement

Your privacy is important to us, and we are committed to protecting your personal information that you may provide to us. This privacy statement explains what information we may collect about you, if you browse our website and use the freely accessible service, or if you would like to learn more about our services, future development or other similar matters, and in connection you provide us with your contact details.

This privacy statement is prepared by Aivan Innovations Oy with business ID 2855757-2 (“Aivan“) regarding collection of data related to website www.aivan.ai (and any of its sub-sites), blogs, events arranged by Aivan Innovations Oy, and to other marketing purposes. 

The purpose of this statement is to provide information to i) website visitors and ii) subscribers of newsletters, blogs and other materials, about what information may be collected and how the information is used. By using our website and/or if you submit your personal data to Aivan, your personal data may be processed as explained in this data privacy statement. This privacy statement also explains your rights concerning the personal data that we process in connection with the above mentioned activities.

By using our website, you may be asked to provide us with your e-mail address if you are interested about our service, so that we may be in contact with you. By contacting you, we may provide you with more information about our service, provide you with instructions about trying our service in a demo session, answer any questions that you may have or in general provide you with relevant updates concerning the development of our service and other interesting details about current updates.

If you would just like to receive relevant updates, you may subscribe for our newsletter and blog updates, and ask for a demo session later, if you and/or your organization think that Aivan’s service would be useful to your organization.

After you have provided us with your contact details, you may at any time change your mind and use the unsubscribe button at the bottom of each email that you receive from us. After this, you will not receive any more relevant updates from Aivan.

Aivan will only use your contact details in accordance with this Data Privacy Statement, which may be found in full below. We will not use your e-mail address for direct marketing purposes without your explicit consent, or sell your contact details to any third parties.

1. Name of the register

The name of the personal data register is Contact Register of Aivan (“hereinafter Register”). Data subjects of the Register are the users of Aivan’s website and the subscribers of newsletters and/or other materials through Aivan’s website or by other identifiable means.

2. Controller

Aivan Innovations Oy

Joukahaisenkatu 6, 7th floor

FI-20520 Turku

Finland

3. Contact Information

Contact Us: contact@aivan.ai

Data Privacy Officer:

Ville Laurikari

Aivan Innovations Oy

Joukahaisenkatu 6, 7th floor 

20520 Turku, Finland

ville@aivan.ai

4. Purpose and legal basis of processing personal data

When using the site, some personal data that can be connected to an individual person may be collected and processed. The legal basis for processing personal data is Aivan’s legitimate interest and/or consent provided by an individual, when providing his/her personal data in connection with a subscription of blog posts, newsletters or other materials at our website or by other identifiable means. Data subject has the right to withdraw his or her consent at any time in an easy way, for example by using the unsubscribe link at the bottom of each email that is sent to data subjects and following the simple instructions at the unsubscription page.

Processing of personal data will be limited to what is justifiable to provide our website users with improved experience when browsing at our website, and to what is deemed necessary for Aivan in carrying out its business and improving its services, provided that these interests are not outweighed by the data subjects rights and interests.

If a data subject has provided personal data with his/her consent, they are referred to in this statement as a “Participant”. Participant means a person, who fills in forms of Aivan or otherwise registers to any of the seminars or events. With Participant is also meant any other person, who submits his/hers information for contact purposes to Aivan for example through Aivan’s website, online chat, by e-mail or any other way.

Personal data of the Contact register may be processed for following purposes:

  1. sending monthly newsletters and daily blog notifications,
  2. registration to the events of Aivan and provide information regarding the events,
  3. direct marketing, if the Participant has given consent;
  4. operational management, administration, analysis, categorization and development of the participant data,
  5. statistical analyses,
  6. development and reporting related to the business operations, and
  7. fulfil the obligations based on law and orders of the authorities.

5. Regular sources of Personal Data

Aivan collects personal data primarily from the Participants, from Aivan’s customer database and through cookies.

6. Content of Personal Data in the Register

If the Participant decides to provide Aivan his/her personal information, Aivan collects the information the Participant provides by filling in forms or contacting us. This includes information needed to fulfil the necessary actions regarding newsletter subscriptions, content downloads, registration to events and webinars, informing participants and marketing objectives. To improve services Aivan may ask Participant to provide us with additional information about Participant such as professional interests, experiences with Aivan as well as more detailed contact preferences. When you provide Aivan with any personal information you consent to us collecting and using that information according to this policy.

The Register may contain the following personal data:

  • Basic information (name, title, position, profession, country),
  • Contact information (phone, e-mail address),
  • The Company/Organisation represented and its technology stack,
  • Chat discussions, and
  • Participant’s activity (submission of reviews, information on received/opened e-mails from Aivan)

7. Use of cookies and related technology

With the cookies Aivan can collect information about Participant’s usage of internet and online service in general. With this information we can improve our website and the services to meet the needs of Participant such as offer services targeted more accurately to Participant’s liking, e.g. by saving your favorites and by identifying you every time you return to our site. Cookies may be disabled from Participant’s browser. Please note that by disabling cookies can prevent you from using some content/services in our website.

Aivan may use other technologies or third party analytical software to collect and use certain non-personal data that does not enable Aivan to identify the person. Aivan may use such non-personal data for purposes of analysing usage of the websites and services, and managing, providing and further developing the websites and services.

Non-personal data may include general, aggregated or demographic information. It will not be linked to any personal information, through cookies or other means, without person’s consent. This type of anonymous, aggregated profiling and session data may include information that the person has provided to Aivan through the use of the websites, services or products, or taking a part in surveys, polls, etc. However, it will not be tied to any personal information, without the person’s consent.

8. Transfers and handling over of Information

The data that Aivan collects from Participant may be transferred to, and stored at, a destination outside the European Economic Area (“EEA”). It may also be processed by staff operating outside the EEA who work for us or for one of our suppliers (e.g. if our service provider or supplier is located outside EEA). The information may also be disclosed to a third party during a negotiation of any merger or acquisition and the receiving party has undertaken to follow non-disclosure liabilities with respect to the disclosed information. Only necessary personal data is shared with these third parties.

Aivan will only disclose personal data based on a contract to third parties operating outside EU/EAA, which have taken steps to ensure that adequate data protection arrangements are in place in accordance with the data protection regulation. These may include, but are not limited to, standard contractual clauses provided by the European Commission, Privacy Shield compliance and certificate or Data Protection Agreements.

Personal Data may be disclosed to authorities in cases required by the mandatory local legislation or court order. Data may also be disclosed if the disclosure is permitted by applicable law, regulation or agreement or consented by the Participant.

9. Retention of Personal Data

Personal data will be stored only as long as and only to the extent that is necessary in relation to the initial and compatible purposes of processing. When such requirements no longer exist, personal data will be deleted. The requirements is deemed to exist during the period that the Participant receives emails or other materials from Aivan based on consent. If the data subject has unsubscribed from receiving any communication from Aivan and there is no other legal basis for processing, personal data will be stored for a limited amount of time, should the Participant wish to re-subscribe to receive information from Aivan. Aivan will keep up to date internal policies regarding the erasure of such personal data from the Register.

In any event the personal data is stored in accordance with possible applicable lawful storing period.

Aivan evaluates the need to store personal data regularly. In addition, Aivan performs all possible reasonable measures to ensure that any inaccurate, incorrect or outdated personal data will be deleted or corrected without delay.

10. Data Protection Principles

The information security of personal data and processing and confidentiality, integrity and usability are ensured with appropriate technical and administrative measures in accordance with Aivan’s information security principles.

Vast majority of Aivan’s personal data is in electronic form. In case there are physical documents containing personal data, such documentation is destroyed immediately. The servers used by Aivan are protected by appropriate firewalls and technical security.

All databases and information systems are accessible only with individual and personal login information (username and password) granted by Aivan. The rights to access the database are restricted, so that the information can only be viewed and processed by persons who are legally admitted and required to do so.

The employees of Aivan have bound themselves to comply with professional secrecy and concealment regarding the information they receive during the processing of personal information. Privacy and security guidelines have been communicated to employees and Aivan shall strictly enforce privacy safeguards within the company.

11. Rights of the Data Subject

Data Subjects have the following rights concerning the information what has been recorded into the Register.

Information and access to personal data

Data subject has right to receive information; what data is being collected, the purposes of the processing for which the personal data are intended as well as the legal basis for the processing and the recipients or categories of recipients of the personal data, if any.

Right of access by the data subject

Data subject has the right to obtain from Aivan confirmation as to whether or not personal data concerning him or her are being processed, and, where that is the case, access to the personal data. If a request is made by the data subject, Aivan will provide a copy of the personal data undergoing processing. Obtaining the copy of personal data shall not adversely affect the rights and freedoms of others.

Right to rectification

Data subject shall have the right to obtain from Aivan, without undue delay, the rectification of inaccurate personal data concerning him or her.

Taking into account the purposes of the processing, data subject shall have the right to have incomplete personal data completed, including by means of providing a supplementary statement. In case there are changes in personal data recorded in the Register, the data subject must notify such changes to Aivan. In addition, Aivan is responsible for ratifying data it recognizes erroneous itself without delay.

Data used for direct marketing

Data subject has the right to object processing, to the extent that it is related to direct marketing, whether with regard to initial or further processing, at any time and free of charge.

Aivan shall communicate any rectification or erasure of personal data or restriction of processing carried out to each recipient to whom the personal data have been disclosed, unless this proves impossible or involves disproportionate effort. Aivan will inform data subject about those recipients if data subject requests it.

Right to erasure

Data subject has the right to request erasure of personal data in the Register, if the legal basis for processing of personal data has ceased. Despite the request for erasure, the data may not be erased if Aivan is obliged to process personal data for the establishment, exercise or defense of legal claims.

Right to data portability

Data subjects have the right to receive personal data concerning him or her, which he or she has provided to Aivan, in a structured, commonly used and machine-readable format and it is deemed technically appropriate and not disproportionate for Aivan, the right to transmit the data to another controller.

Contact details for requests

All requests concerning the exercise of data subjects’ rights may be submitted primarily to the following address privacy@aivan.ai.

Request for access to personal data (Article 15), request for rectification (Article 16), and request for restriction of processing (Article 18) may, in addition, be delivered to Data Privacy Officer.

You may also lodge a complaint to the supervisory authority, if you consider that the processing of personal data violates the relevant data protection legislation in force. The national supervisory authority in Finland is Data Protection Ombubsman (tietosuoja@om.fi).

12. Changes to privacy statement

Aivan has the right to change or update this privacy statement at any time. We recommend that you will read the privacy statement from time to time.