Personal data - Loopia Group

Your personal data and how Loopia Group handles it

Your personal data is the data Loopia Group collects and processes about you and your usage of any services offered by the companies within Loopia Group that directly or indirectly identifies you. Loopia Group uses this information to provide a better user experience, improve services and provide offers that fit your needs.

The information below is a summary of how Loopia Group collects and handles your data in accordance with the General Data Protection Regulation (GDPR).

Type of personal data Loopia Group collects

Contact information
When you become a customer of any company within Loopia Group, your contact information is collected by Loopia Group: Name, address, email address, telephone number and national identification number.

Information about your services
Loopia Group also processes data about which services you order and use, and how you use them.

How Loopia Group collects personal data

Loopia Group collects and processes data that…

…you enter yourself when you become a customer of any company within Loopia Group.
…you share with Loopia Group when you contact Loopia Group via email or phone.
…is created when you use Loopia Group’s services – for example, when you visit Loopia Group’s website.
…Loopia Group gets from other sources – such as Vainu.
…is collected through cookies that store information from your browser.

Exactly what information Loopia Group collects about you depends on which services you use from the companies within Loopia Group.

What Loopia Group uses personal data for

In order for Loopia Group to process your data, one of the following legal bases must be met:

Necessary to fulfill a legal obligation for Loopia Group.
The processing lies in both your and Loopia Group’s interest.
Consent from you for that particular processing.

In order for companies within Loopia Group to develop, enhance and provide services to you, your personal data needs to be processed by companies within Loopia Group. Below you will find information about what Loopia Group uses your data for, and the legal basis each processing is supported by.

Communication and support

Loopia Group may use personal information from previous communication between you and a company within Loopia Group in order to provide better service. Examples include customer surveys, feedback and suggestions.

Legal basis: Legitimate interest and consent.

Development of services and products from companies within Loopia Group

Loopia Group processes personal data on how you use services from companies within Loopia Group, and from your communication with these companies as a basis for improving your experience specifically and these companies services in general. Loopia Group also processes personal data required to handle billing and payments of the services you use with any company within Loopia Group.

Legal basis: Legitimate interest.

Marketing

Loopia Group processes personal data about what services you use from companies within Loopia Group and how you use them, in order to market relevant products and services to you according to your needs. Loopia Group also processes personal data required to handle billing and payments of the services you use with any company within Loopia Group.

Legal basis: Legitimate interest and consent.

Security and prevention of abuse

Loopia Group processes personal data in order to detect and prevent the following for the services and network of the companies within Loopia Group:

abuse
intrusion attempts
attacks such as viruses and DDOS
legal and regulatory compliance violations
terms violations

Legal basis: Legal obligation, Legitimate interest.

Regulatory obligations

Loopia Group processes personal data in order to comply with the requirements of the law.

Legal basis: Legal obligation.

For how long time Loopia Group processes personal data

Loopia Group processes personal data as long as there is a documented purpose for the processing. Contact us for details.

With whom does Loopia Group share personal data

Partners and subcontractors

Loopia Group has agreements with all partners and subcontractors in the EU, and EU standard contract clauses for all outside the EU. EU/US Privacy Shield certification is used if the processing takes place in the United States. The agreements regulate what personal data is being processed, why the processing is done, how personal data are to be protected and for how long it is being processed. The agreements also contain instructions from the data controller to the data processor on how personal data should be processed.

Loopia Group strives to never share more personal data than absolutely necessary with each partner.

Loopia Group implements appropriate safeguards to ensure that your personal data is handled in accordance with applicable laws regarding security and privacy, and applies the same requirements to subcontractors.

Loopia Group updates this list with changes in personal data access conditions when such changes are planned. Changes are included in this list at least one month before the change is implemented.

For the following purposes, Loopia Group may share certain data with the mentioned partners and subcontractors.

Marketing and analytical purposes

Partner	Personal data that is shared and why


Exponea	Customer information needed for marketing purposes in order to provide you with relevant information and offers on products and services according to your needs.
Google	Analysis data via third-party cookies as well as pseudonymized email addresses for marketing and web analytics to improve our services. Analysis of customer contact information, account information in Google G Suite (Drive, Docs, Sheets) for product development.
Vainu	Customer information needed for marketing purposes in order to provide you relevant information and offers on products and services according to your needs.

Other

Partner	Personal data that is shared and why


Atlassian	Customer account metadata is occasionally used in the Jira and Confluence products for customer support, product development and internal knowledge sharing.
Slack	Loopia Group intercompany and intracompany communication for providing customer service and troubleshooting. This includes customer contact person contact information, technical customer metadata, customer invoice information, customer support case information and events in technical logs.
Websupport S.R.O.	Data required for Loopia Group’s Slovak subsidiary to provide and manage the use of Slack, a communications platform. This includes all Slack conversations for data retention and portability purposes.

Authorities

Loopia Group may be required to provide certain personal data by law and authority decisions upon request from for example the police.

How Loopia Group protects your personal data

Loopia Group uses industry standard methods to store, process and communicate sensitive information such as personal data and passwords in a safe way. For example, SSL/TLS, PGP, and one-way hash algorithms.

The protection is implemented using systematic, organizational and technical measures to ensure integrity, confidentiality and accessibility.

Loopia Group employees are bound by confidentiality agreements and only processes data their specific tasks require.

You control your personal data

You control your own personal information, meaning that you decide which data you want to share and what processing of your personal data you approve. You can revoke your consent at any time.

Learn more about what rights you have regarding your personal data »

How your personal data is processed when you are no longer a customer of any company within Loopia Group

When you terminate your account from any of the companies within Loopia Group, each company will remove all your personal data where there is no legal basis for further processing. Each company also notify any potential partners and subcontractors who processed your data to also delete the data.