This policy tells about the processing of personal data in the website https://aika.report and the Employee management and time tracking system aika.report (henceforth 'System') and in the sales and marketing of Aika Solutions Oy. The policy covers the roles and responsibilities as well as the rights of the data subjects and how to use these rights.
Personal data used by the website
When you access our website, we may ask you to provide us with certain personal data that can be used to contact or identify you. Personal data may include, but is not limited to:
Personal data used by the System
The System collects information regarding your location, as well as pictures and other information from your device's camera and photo library, when you have enabled access on your device.
Roles and responsibilities
The data controller for personal data collected by the website and for marketing data is Aika Solutions Oy (Business ID: 2954902-1). Questions related to data protection of this data can be sent to support@aika.report or by mail to Aika Solutions Oy c/o AV Vuokraus Kotasavuntie 3 40800 VAAJAKOSKI. Please note, that the data controller for the personal data in the System is each respective Client Company who has ordered the System for use by its own staff. In this relationship, Aika Solutions Oy is a data processor, and provides technical support solely for the Client Company. All questions related to protection of personal data in the System should be sent to the Client Company's data protection contact person. Each Client Company and Aika Solutions Oy have made a separate contract that also covers the processing of personal data. Each Client Company must comply with the applicable data protection legislation to collect and process personal data in the System.
Transfer of personal data outside of the EU
The European Commission has clarified the rules of transfers of personal data outside of the EU with implementing regulations. The personal data is as a starting point processed only within the EU. Aika Solutions Oy has at its discretion the right to use data processors located outside of the EU, in such cases the applicable protective measures are complied with, such as the standard contractual clauses adopted by the European Commission. The rest of the information below in this Privacy Policy concerns processing of personal data when Aika Solutions Oy is the data controller.
Purpose of processing of personal data and legal grounds
The legal grounds for processing personal data for marketing purposes are the legitimate interests of Aika Solutions Oy. For data collected by the website, to manage orders and for invoicing, the legal ground for processing is the contract between Aika Solutions Oy and each respective Client Company.
Categories of data subjects
Automatic decision making and profiling
Aika Solutions Oy does not use personal data for automatic decision making of profiling, that would have legal effects on the data subjects.
Recipients of the personal data
Aika Solutions Oy does not normally transfer personal data if there is no legal obligation to do so.
Sources of personal data and retention time
Contact details for corporations for marketing purposes are collected from different public sources. The data is retained for a necessary time in relation to the purposes mentioned above if the data subject does not request otherwise.
Rights of the data subjects
The data subjects may use the rights mentioned below by contacting Aika Solutions Oy, by email or by mail. Aika Solutions Oy may require the data subject to identify him/herself according to separate instructions. The data subjects have the right to know if Aika Solutions Oy processes personal data concerning him/herself, and to get a copy their own data. The data subject may demand that inaccurate or incorrect personal data are corrected. The data subject may demand that personal data are complemented, for example by providing additional information. As a main rule, the data subjects have the right to be forgotten without undue delay. The data subject may object to such processing of personal data, that is based on the legitimate interest of the data controller, such as direct marketing. In such a case, the personal data may be processed only on the basis of consent of the data subject or on exceptional grounds, i.e., for the establishment, exercise or defence of legal claims. The data subject has the right to demand the restriction of the processing of personal data, in practice in certain exceptional situations. The data subject has the right to get their own personal data in a structured, commonly used and machine-readable format, if the processing is based on consent or contract, and the processing is automatic. The data subject has in these cases the right to have the personal data transmitted directly from one controller to another, where technically feasible. The data subject has the right to complain to the supervisory authority, i.e. the Office of the Data Protection Ombudsman (tietosuoja.fi). The rights of the data subjects are described in detail in the EU: s General Data Protection Regulation (2016/679) and the complementing national Data Protection Act (1050/2018).
Data security
Aika Solutions Oy undertakes the necessary technical and organisational measures to ensure the availability, integrity, and confidentiality of personal data.