Introduction
Information Regarding the Processing of Personal Data in Kiona's Systems.
Kiona prioritizes the protection of privacy for our customers, suppliers, partners, and our customers' customers. The following document offers comprehensive information concerning our personal data processing activities, purposes, methods, and timing.
Definitions:
- The term "Kiona" encompasses Kiona AS and all its subsidiaries.
- Kiona is responsible for processing personal data about employees and individuals applying for positions.
- Processing of personal data pertaining to employees of customers, suppliers, and partners is conducted per the applicable data processing agreement (DPA).
- Kiona develops systems that facilitate the storage and processing of personal data. The personal information stored for and by our customers is owned by them, thereby making them responsible for the subsequent processing, after which Kiona acts as the data processor.
- Where this privacy policy refers to “we”, “our”, or “us” below, this shall mean the particular company that is the controller of your data.
Purpose of Processing Personal Data
The personal information of our customers and end users is primarily processed to administer and manage customer relationships. These purposes include communication, follow-up, delivery of goods or services, and fulfilment of our agreements.
Kiona may use personal data to send offers and marketing materials, conduct customer surveys, and assess the appropriateness of delivering specific content to individual customers.
The same principles apply to our suppliers and partners.
In instances where Kiona acts as a data processor, the controller provides personal data and defines the processing objectives within the framework of the system.
Types of Personal Data Processed
In general, Kiona solely processes personal data concerning our customers and users that is necessary for managing customer relationships or agreements that users/consumers of our services provide through various channels, including websites, social media, events, telephone contacts, e-mail, or otherwise.
Specifically, this may entail the processing of information such as:
- Identification information, e.g., name and surname, etc.
- Contact details, e.g., e-mail addresses, postal addresses, phone numbers, etc.
- Job and Company related information, e.g., positions/roles, Company name, Company Address, etc.
- Correspondence, e.g., technical usage details, correspondence, audio recordings from Alarm
- Center/Support calls, responses to customer surveys, and meeting minutes regarding our products or services.
- Automatically collecting personal data when using our solutions and websites.
Kiona does not process any sensitive personal data concerning our users. For the definition of sensitive personal data, please refer to the following link
Methods of Personal Data Collection
Typically, the information Kiona possesses about its customers and users originates from the customers, who provide the information during the agreement establishment process or after establishing a customer relationship.
Kiona's websites utilize cookies and other methods to track the usage of our services. Cookies aid us in determining the most frequently accessed sections of our websites, including the pages visited and the duration of visits. This information is utilized for performance evaluation, service development, analysis, and targeted online advertising. Our objective is to ensure our customers have the best possible experience when using our services.
Legal Basis for Personal Data Processing
In some instances, Kiona may obtain explicit consent from our customers to process personal data. However, we also process information without specific consent when necessary to fulfil contractual obligations or conduct pre-contractual measures at the customer's request.
When acting as a data processor, Kiona's legal basis for processing and storing personal data is determined by the controller.
In specific cases, we will process personal data according to consent, e.g., concerning certain marketing activities.
Kiona’s use of collected data
Website
We retain and evaluate information regarding your recent use of our website, including navigation for analytics purposes, to analyse how people use our website so they can be made more intuitive. We also use data collected via website access for targeted online advertising purposes.
Newsletter
When subscribing to our newsletter, users must provide names and e-mail addresses. By subscribing, you consent to us storing this information in a list on our newsletter platform until you opt out. We will only use the personal data you have provided to send newsletters, and we will not share your contact information with any third parties. You can opt out of any further newsletters at any time.
Client and other direct relationships
We process personal data to manage and maintain inquiries, client relationships, and other applicable relationships, e.g., when communicating with, following up, carrying out deliveries, and otherwise fulfilling our contracts.
We may also process personal data to send out information on offers and marketing materials as well as to conduct customer surveys in relation to clients or persons representing clients.
If you agree, we will share your data with our partner companies so that they may offer you their products and services.
Access to Personal Data
Kiona restricts access to customers' and users' personal data to individuals within Kiona who require such access to fulfil their assignments within Kiona.
Sharing of Information
Kiona neither shares, sells, rents, nor exchanges your information with third parties without your consent, except in the circumstances described below.
Third-party Service Providers Acting on Our Behalf:
When necessary, Kiona may provide information to our distributors, agents, subcontractors, and other affiliated organizations to enable them to provide services on our behalf.
Third-party Product Suppliers:
Kiona collaborates with third-party product suppliers to offer you products and services. If you have any inquiries or wish to purchase one or more of these products, the relevant product supplier will utilize your information to furnish you with information and fulfill contractual obligations associated with the products. In certain cases, these product suppliers act as data processors for your information. Therefore, customers are advised to review their privacy policy prior to entering into a data processing agreement. These third-party product suppliers share your information with Kiona, and Kiona utilizes this information in accordance with the provisions of this privacy policy.
Use of Subcontractors (Data Processors and Sub-processors)
Kiona may engage subcontractors to process personal data on our behalf. In such cases, Kiona assumes responsibility for ensuring that subcontractors adhere to this privacy policy and applicable privacy legislation by entering into a data processing agreement. If a subcontractor processes personal data outside the EU/EEA area, such processing must comply with the EU-US Privacy Shield framework, the EU's standard contract terms for third-country transfers, or another legally recognized basis for transferring personal data to a third country.
Legal Obligations:
Kiona may disclose your personal data if required by law or as otherwise mandated.
To protect Kiona's rights and comply with legal obligations in connection with court cases or court orders, we, as a company, believe that it may be necessary to disclose certain information. However, Kiona is committed to ensuring the continued protection of privacy rights to the best of our abilities.
Methods and Duration of Personal Data Storage
Personal data is stored for as long as necessary based on the purpose of the processing. It is important to note that Kiona may be required to retain personal data even after the original purpose has been fulfilled, such as in accordance with accounting regulations and other statutory requirements.
We are primarily using the following criteria to establish our retention period: (i) as long as we have an ongoing relationship with you; (ii) as required by legal obligations to which the company is subject (such as tax and accounting obligations); and (iii) as advisable in light of our legal position (such as applicable statutes of limitations).
The controller determines the specific methods and duration of personal data storage.
Security Measures for Personal Data Processing
Kiona is obligated to meet the security requirements outlined in the prevailing Norwegian privacy legislation. The level of security implemented considers the nature of personal data and the risks associated with data breaches for the individuals concerned. We have established procedures and measures at various levels to prevent unauthorized access to your personal information and ensure that all processing activities comply with current legislation. These security measures include regular risk assessments, technical systems, and procedures to safeguard information security.
Further information regarding the aforementioned can be provided to contractual partners upon request.
Rights and Information Requirements of Data Subjects
As an individual whose personal data is processed, you have certain rights, including the right to:
- Access the personal data we process about you.
- Request the correction or deletion of incorrect, unnecessary, deficient, or outdated personal data.
- Object to direct marketing and obtain information about any profiling activities.
- Withdraw any consent you have given us to process your personal data.
- Receive your personal data, which you have provided to us, in a structured, commonly used, and machine-readable format and transmit it to another controller (data portability).
- Contact us if you have any input or questions concerning our processing of personal data.
- Lodge a complaint directly with the relevant supervisory authorities if you believe that the processing of your personal data is in violation of applicable legislation.
Cookies
Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. When visiting our websites, we may collect information from you automatically through cookies or similar technology. Please find our cookies policy.
Changes to the Privacy Policy
Any modifications to the privacy policy will be published on our company website.
Contact Information
If you have any questions or requirements regarding the processing of your personal data, please feel free to contact our Data Protection Officer at dataprotection@kiona.com. For all inquiries related to personal data where Kiona acts as the data processor, please contact the data controller directly.