Terms and GDPR

The European Union’s General Data Protection Regulation (GDPR) is one of the most important international legislative changes in data protection in decades. The purpose of the regulation is to increase the individual’s rights to manage and process their personal data and to harmonise legislation within the European Union.

Valohai is firmly committed to the GDPR Data Protection Regulation.In addition to complying with the regulation ourselves, it is important for us to help our customers with their compliance efforts. This goal is achieved through training, instruction, and technical development of our software.

Valohai’s updated GDPR compliant terms come to force on the 1st of January 2020. Here you can find the most important documents regarding the use of Valohai:

• Valohai general terms
• Valohai Privacy policy (Processor)
• Valohai Privacy policy (Controller)
• Appendix: Valohai Data Protection Agreement (Customers)

Obligations as a Valohai customer

Valohai’s clients generally act as controllers for the personal data registers and data they are processing in Valohai. The aim of the controller (client) is to define the purpose of the register, and the processor (Valohai) is responsible for helping the client in the processing of information in an intended manner. Simply put, this means that the customer uses Valohai for their intended purpose and Valohai assists the customer in implementing this purpose. This means that we are also doing updates to the software so that this is going to be fast and easy.

The controller (customer) is responsible for ensuring that data is processed technically and administratively in accordance with the requirements of the regulation. The regulation includes significant changes to how and when registers can be maintained. In addition, the controller must ensure that their own activities are transparent towards the data subject, the data is valid, and correct restrictions are applied to the use of personal data. It is particularly important to remove unnecessary information and to safeguard the data subject’s legislative rights. According to the regulation, the data subject has the right to ask for their registered data, to update it and, in certain circumstances, to demand it’s deleted.

If you are a controller, we encourage you to review the content of the regulation. The European Data Protection Supervisor provides vast resources and up-to-date information on its website. In the future you can have your GDPR compliant privacy policy regarding your own data printed out straight from the Valohai dashboard.

We also encourage you to analyse your situation with the assistance of a lawyer, as the services or training they provide may give you instructions directed specifically at your organisation. The responsibility to take care of this is on the controller (client) so we strongly advise to put some effort in.

Valohai compliance with GDPR

We are proud to say that we have put a tremendous amount of work to make sure that everything is in order in respect to the European Union’s General Data Protection Regulation (GDPR). We have put in enterprise-level effort to look after our data protection and privacy as we understand the importance of this matter. This way also our enterprise customers can rely on us to do our part in the data protection chain.

We have trained our staff as data protection experts and specialists. Valohai’s data protection mechanisms have been entrusted to the management of the entire company, as well as to a DPO (Otso Rasimus) who is responsible for operations as part of the management team.

The tech team has set up and implemented the changes required by the regulation. Their task is to implement the data protection processes and changes and make them part of the company’s overall functions and services.

GDPR in the Valohai software

Privacy policy generation

In order to use Valohai to collect personal data, a privacy policy needs to be in place. The Valohai software will provide even better tools for building the necessary kind of policy a customer needs to ensure they’re doing data collection by the book also for your competitions etc.

Automatic expiration of personal data

In order to avoid storing old and unnecessary data, Valohai will set an expiration date for personal data by default. Our customers can change the expiration date by request according to their business needs and regulatory requirements.

Stricter requirements for consent

The GDPR enforces even stricter requirements for consent when collecting the data. By using Valohai and strictly required fields, everyone can be sure that the data that enters the system is collected with proper permissions.

Ability to manage personal data

The GDPR gives more rights to individuals over their personal data. We at Valohai provide possibility for our customers to find out what personal data is stored in their account and therefore fulfill requests coming from individuals. This includes the ability to by request print out a report on personal data by the individual, delete all related personal data etc.

Access to customer data

While we have always accessed customer data only purposefully and with the agreement of our customers, we have developed stricter controls on who can access the data inside the company.

Storing backups

Storing relevant backups is crucial to us for disaster recovery purposes. However, backups tend to hold information even after it is deleted from production systems. This is why we periodically run our backups through certain filters to ensure they contain only information we and our customers have permissions to store.

Data processing and subcontractors

Our objective is to provide the safest and highest quality service to our customers. Like many other SaaS services, we also use subcontractors and partners to provide our service. This means that our subcontractors also take part in the processing of personal data on a case-by-case basis. All our subcontractors go through an audit process, which ensures that they share our own tight security and privacy requirements. All companies we work with need to obey the new EU data regulations if applicable.

• Amazon Web Services
• Apollo.io
• Google Analytics
• Google Cloud Platform
• Google Tag Manager
• HappyFox
• Hubspot
• Inspectlet
• Leadfeeder
• LinkedIn
• Microsoft Azure
• Slack
• Stripe
• ZoomInfo

As part of a data processing agreement, our customers must accept our subcontractors’ use of personal data.

Data processing agreements

We fully understand our important role as a processor of valuable and confidential personal data and are serious about the responsibility that our customers give us. We have built a processing agreement with our customers in accordance with the Data Protection Regulation, which identifies the customer’s processing instructions for the registry. These guidelines are the foundation for all our processing operations.

We require all our customers to accept our data processing agreement so that we can ensure safe and lawful processing of personal data. We will process personal information you provide to Valohai only and solely in accordance with the regulation. These terms you can find at the upper part of this page.

Valohai employees undertake to participate in data protection and processing training to ensure that your data is reliably managed. All our employees are also subject to duty of confidentiality with respect to our customers’ data when they start working at Valohai.

Retrieving and removing data

Valohai provides a possibility for retrieving and removing individual data subject’s items. Also, if your customer relationship with us will nevertheless end, or if you want to retrieve or remove any personal information, we will provide you with the possibility to do this. Retrieving events, data subject, and other personal information is done by request.

You can submit a request for this to support(at)valohai.com. In addition, on request, we can ensure that your personal data is removed on our own and on our subcontractors’ data bases upon termination of your customer relationship. We will permanently remove your information within the stated deadline unless we have a legitimate reason in public interest to maintain the data.

Data transmission internationally

Valohai reserves the right to process information covered by its own registers in countries outside the European Union or the European Economic Area, provided that adequate security and data protection of these services is appropriately undertaken. We also try to minimise the amount of data that is being processed outside the EU, but because of the open nature of the Internet, we cannot completely restrict the processing.

Our support to you

Valohai’s team provides assistance in questions to do with the data protection regulation. In addition, our customer success managers and customer service personnel provide user support and help with Valohai’s data protection features.