Privacy Policy

1. Data controller contact information

The data controller (the party responsible for processing your personal data) is Kokousvahti, business ID 3343221-3. Address: Töölönkatu 35, 00100 Helsinki, Finland.

Privacy contact: contact@kokousvahti.fi. Phone: +358 40 585 4640. You can send all privacy-related inquiries and requests to the email address above.

2. Personal data we collect

We collect the following personal data. Some of it is collected only on the website and some only in the Kokousvahti platform.

Website

The marketing website does not have a stored contact form, a newsletter signup, or an AI assistant. If you contact us, we process the information you choose to give.

• The name, contact details and message content you send by email, phone or WhatsApp.
• If you book a time through the demo calendar, Google Calendar processes your booking details under Google’s terms.
• Technical server logs that hosting may generate to deliver the site (for example IP address and browser type). We do not use them to build profiles.

Kokousvahti platform

• User account details and login credentials: name, email address, organisation and profile identifiers.
• Organisation settings: monitored locations, search profiles and other service configuration.
• Content you enter in the service: notes, custom tables, search queries and conversations with AI search.
• Technical usage data: session data, usage and error logs.

3. Purposes of processing

We process personal data only for predefined purposes.

• Service provision and user account management: delivering the service, maintaining accounts and providing customer support.
• Handling enquiries: responding to email, phone and calendar bookings.
• Communication about the service. We request separate consent for marketing messages.
• Service development and security: preventing abuse, fixing errors and keeping the service stable.
• Legal obligations, such as accounting.

4. Legal bases for processing

We process personal data on the following legal bases under the GDPR.

• Performance of a contract: maintaining your user account and providing the service to you or the organisation you represent.
• Consent: marketing communications and optional analytics cookies, if we enable them and ask for consent.
• Legitimate interest: responding to enquiries, developing the service, security and abuse prevention.
• Legal obligation: accounting and other statutory duties that bind us.

5. Personal data retention periods

We retain personal data only as long as necessary to fulfil the described purposes or as required by law.

• User account data is retained while the account is active. After account deletion, data is deleted or anonymised within 30 days, unless the law requires a longer retention period.
• Enquiry messages are retained to handle the matter and to prepare a possible customer relationship. We delete them once the matter is handled and no customer relationship is formed.
• Application logs: 90 days. Error logs: 90 days. Audit logs: up to 1 year. Security logs: up to 2 years.
• Accounting-related data is retained for up to 6 years in accordance with accounting legislation.

You can request deletion of your account and the data related to it by contacting us.

6. Personal data protection

The security of your personal data is important to us. We use appropriate technical and organisational measures to prevent unauthorised access.

• Connections are encrypted with TLS, and data is also encrypted at rest.
• Database queries are isolated per organisation (row-level security and application-layer filtering).
• Access to production is limited to people who need it for their duties, and they are bound by confidentiality.
• Other measures include firewalls, access control, session management and error monitoring.

7. Use of cookies

A cookie is a small text file that your browser stores. We use cookies and similar technologies as follows.

• Marketing website: language is chosen from the URL (Finnish at the root, English under /en). We do not set analytics cookies or show a cookie banner, because the site does not collect cookie-based analytics.
• Necessary cookies in the Kokousvahti platform: they manage sign-in and your session. The service does not work without them.
• Optional analytics: if we enable usage analytics on the website or in the platform, we will ask for consent before setting those cookies.

Managing cookies

You can delete or block cookies in your browser settings. If you block necessary cookies, you cannot sign in to the Kokousvahti platform.

8. User rights

You have privacy rights that allow you to influence the processing of your personal data. We provide all GDPR-compliant rights:

• Right of access: the right to confirm whether we process your personal data and to request a copy of your data.
• Right to rectification: the right to request correction of inaccurate or incomplete data.
• Right to erasure: the right to request deletion of your personal data in certain circumstances.
• Right to restriction: the right to request restriction of processing in certain circumstances.
• Right to object: the right to object to processing based on your particular personal situation.
• Right to data portability: the right to receive your data in a structured, machine-readable format.
• Right to withdraw consent: the right to withdraw your consent at any time.
• Right to lodge a complaint: the right to file a complaint with the Office of the Data Protection Ombudsman.

9. Privacy policy changes and updates

We may periodically update this privacy policy to reflect changing practices, legislation or service features.

The date at the top of this page shows the last update. If we make material changes, we will notify users.

10. Contact us

If you have questions about this privacy policy, Kokousvahti’s security or other Kokousvahti matters, contact us at contact@kokousvahti.fi. You can also use the contact page.

The terms that govern use of the service are described separately in the Terms of Service.