Privacy Policy

Introduction

Information Regarding the Processing of Personal Data in Kiona's Systems.

Kiona prioritizes the protection of privacy for our customers, suppliers, partners, as well as our customers' customers. The following document offers comprehensive information concerning the purposes, methods, and timing of our personal data processing activities.

Definitions:

• The term "Kiona" encompasses Kiona AS and all its subsidiaries.
• Kiona assumes responsibility for processing personal data pertaining to employees and individuals applying for positions.
• Processing of personal data pertaining to employees of customers, suppliers, and partners is conducted in accordance with 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.

Purpose of Processing Personal Data 

The personal information of our customers and end users is primarily processed for the purpose of administering and managing customer relationships. This includes communication, follow-up, delivery of goods or services, and fulfillment of our agreements.

Kiona may also utilize personal data to disseminate information regarding offers and marketing materials, conduct customer surveys, and assess the appropriateness of delivering specific types of 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.

Specifically, this may entail the processing of information such as names, email addresses, telephone numbers, positions/roles, technical usage details, correspondence, audio recordings from Alarm Center/Support calls, responses to customer surveys, and meeting minutes regarding our products or services.

Kiona does not process any sensitive personal data concerning our users. For the definition of sensitive personal data, please refer to the following link:

https://www.datatilsynet.no/rettigheter-og-plikter/personopplysninger/

Methods of Personal Data Collection

The information Kiona possesses about its customers and users typically originates from the customers themselves, who provide the information during the agreement establishment process or after the establishment of 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 and analysis, and targeted online advertising. Our objective is to ensure that our customers have the best possible experience when utilizing our services.

Legal Basis for Personal Data Processing

In certain cases, Kiona may obtain explicit consent from our customers for the processing of personal data. However, we also process information without specific consent when necessary to fulfill 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.

Access to Personal Data

Kiona restricts access to the personal data of our customers and users to individuals within Kiona who require such access to fulfill 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.

Legal Obligations:

Kiona may disclose your personal data if required by law or as otherwise mandated. 

In order 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.

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.

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.

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.

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 [e-mail]. For all inquiries related to personal data where Kiona acts as the data processor, please contact the data controller directly.