For what purposes Livion collects personal data and what is the legal basis for processing the data?

We collect, store and process personal data relating to our customers, employees (incl. potential customers and job candidates) and shareholders for predefined purposes. We also always make sure that there is at least one legal basis for processing personal data. The main purposes and the applicable legal basis for processing personal data are:

What personal data we collect?

We collect, store and use personal data mainly relating to our customer contacts (including potential customers), employees, job candidates and shareholders for purposes defined in this privacy policy.

From which sources we collect data?

Who processes personal data and is it transferred to anyone?

People within our organization have access to the personal data for the purposes of performing their work tasks. Access to data may be restricted based on customers or projects. Within the organization, access to HR data is more restricted than customer data.

We may also subcontract some personal data processing (e.g. cloud services used for storing data; email marketing and customer communication; accounting; invoicing and payment methods). These services providers are in a contractual relationship with us and they do not usually have a right to process the data for any other purposes than for our benefit. When it concerns the Livion Key, RoomRobot and Key Detector services personal data is only processed by us.

We may also provide personal data to a third party due to a legal obligation or requirement by an authority or a court, for responding to or preparing legal actions, or based on a person’s consent. We may also provide personal data to a third party if we are involved in a business sale, transaction or restructuring.

Is personal data transferred outside the EU?

Personal data is primarily processed inside the EU, but as data is stored mainly in electronic form, some of the cloud services we use may locate outside the EU (e.g. Google Cloud). If personal data is transferred outside the EU, we make sure that the transferee is located in a country with adequate safeguards (as decided by the EU commission from time to time), the transferee is Privacy Shield certified (if a US-based company) or the transfer occurs by using model clauses published by the EU commission. In the case of the Livion Key, RoomRobot and Key Detector services personal data is inside the EU.

Livion as a data processor

Livion may also be sometimes in the role of a data processor to its customers, the data controllers. This is the case especially with Livion Key, RoomRobot and Key Detector services. In these situations the customer is the data controller, when it decides what data is entered into the service and how it is used. Livion processes such data for each specific customer’s benefit only, based on written agreements and in accordance with applicable laws.

For how long is data stored?

We will not store personal data for a longer period than is necessary for its purpose or required by contract or law. The retention periods for personal data may vary based on its purpose and the situation. The retention periods may also be based on laws (e.g. accounting, tax laws, employment contracts act). If consent was the only basis for processing personal data, the data may be deleted after a person withdraws her consent. We may also update data from time to time. Data about Livion Key users are stored as long as there is a valid contract in force. Thereafter data is deleted usually at the latest 1 year after termination or expiration of the contract. For technical and data retention purposes some data may be stored in our backup files even after that.

How is data stored and kept secure?

Personal data is stored primarily in electronic form and it is secured in accordance with general industry standards and practices. We consider and keep personal data confidential. Access to personal data is also protected with user-specific logins, passwords and user rights. Our premises are also safe and secure.

Is it mandatory to provide us personal data? What happens if you don’t provide it?

It is not mandatory for potential customers and job applicants to give us personal data, but then again if we do not receive sufficient information we may not be able to process their request or job application.
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When making contracts, we need certain minimum data to conclude an agreement and for fulfilling contractual obligations. Livion Key, RoomRobot and Key Detector users need to provide us with certain minimum data, as the use of the service requires a personal user account and identification of the user.

In employment relationships we need personal data to fulfill contractual and legal obligations.

What rights do you have?

Managing user data (Livion Key, RoomRobot ja Key Detector) Livion Key users may log into the service and see some of the data we have about them and possibly update the data.

Withdraw your consent
If we process personal data based on your consent, you can at anytime withdraw your consent by notifying us, for instance by contacting us using the contact details provided above.

Access to data
You have the right to have confirmed if we are processing your personal data and also to know what data we have about you. In addition, you have right to some supplemental information described in the law about the processing activities.

Right to have errors corrected
You have the right to request that we correct any inaccurate or outdated personal data we have about you.

Right to prohibit direct marketing
You have the right to request that your personal data is not processed for direct marketing purposes by contacting us using the contact details provided above.
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Right to object processing
If we process your personal data based on public interest or our legitimate interest, you have the right to object processing of your data, to the extent that there is no such significant other reason that would override your rights or the processing is not necessary for handling legal claims. Please notice that in this situation we may not be able to serve you anymore.

Right to restrict processing
In certain situations you have the right to require that we restrict processing of your personal data.
Right to data portability If we process your personal data based on your consent or fulfilling of a contract, you have the right to require transfer of the data you have provided to us to another services provider in a commonly used electronic format.

How can you use your rights?

You can execute and use your rights by contacting us, for instance by using the contact details provided above. Remember also that we need to verify your identity. If you consider that the processing of your personal data is not lawful, you can always also make a notification to a supervising authority (tietosuojavaltuutettu).

Cookies on Livion website

We use cookies and third party applications on our website to provide the best possible user experience for our website visitors, analyze the use of our website, run our online software and services as well as for targeting content and advertising on our website or on third party channels, such as search engines and social media.

Can this privacy policy be updated?

We may make updates to this privacy policy when our operations change or develop. Also changes in law may make it necessary to update this privacy policy. The changes become valid once we have published them in the form of an updated privacy policy. Therefore, please visit this page and read this privacy policy from time to time.