OptimaNext Privacy Notices And Statements
GDPR Compliance Statement
OptimaNext complies with the General Data Protection Regulation (GDPR) and welcomes continuous expansion of data privacy regulation around the world. The success of OptimaNext builds on the trust that our clients have in our ability to deliver high quality services while ensuring the security and privacy of personal data entrusted to us. We are committed to high standards of information security, data privacy, and transparency, as well as to managing data in accordance with GDPR and other applicable data privacy regulations.
OptimaNext complies with the GDPR both as a processor and a controller of personal data. As a data processor, OptimaNext complies with all applicable GDPR requirements for all the relevant services delivered to clients. OptimaNext also co-operates with our clients, to help them meet their obligations under the GDPR as data controllers.
OptimaNext is committed to protecting and respecting your privacy. These privacy notices and statements describe what personal data OptimaNext collects from you when you interact with us and how we use that data in each instance:
Cookie Notice
This website uses cookies. We use cookies to personalize content and ads, to provide social media features and to analyze our traffic. We may also share information about your use of our site with our social media, advertising and analytics partners who may combine it with other information that you’ve provided to them or that they’ve collected from your use of their services.
Cookies are small text files that can be used by websites to make a user's experience more efficient.
The law states that we can store cookies on your device if they are strictly necessary for the operation of this site. For all other types of cookies we need your permission.
This site uses different types of cookies. Some cookies are placed by third party services that appear on our pages.
Your consent applies to the following domains (including all their subdomains): optimanext.com, knowledgeworkautomation.com (hereafter "website").
You can at any time change or withdraw your consent from the Cookie Declaration on our website.
Privacy Notice
Last updated: 10. November 2023
Your privacy is important to us. This privacy notice explains the personal data OptimaNext processes, how OptimaNext processes it, and for what purposes.
References to M-Files products in this notice include M-Files services, websites, apps, software, and servers.
1. Controller
OptimaNext Oy (primary responsible party)
Linkinkaari 6
74130 Iisalmi, Finland
(hereafter ”we” or “OptimaNext”)
2. Contact information for privacy matters
3. What is the purpose and the legal basis of processing personal data?
The purposes of processing personal data are:
the delivery and development of our products and services,
fulfilling our contractual and other promises and obligations,
taking care of the client relationship,
analyzing and profiling the behavior of a customer or other data subject,
protecting the security and safety of our products and our customers, detecting and preventing fraud, confirming the validity of software licenses,
electronic direct marketing and
targeting advertising in our and others’ online services.
We use profiling to identify personal profiles, behavior and customer habits. We use this information e.g. to target marketing and to develop our services.
The basis of processing personal data is (i) our legitimate interest (e.g. marketing and client relationship management); (ii) to perform a contract; (iii) to fulfil our legal obligation and/or (iv) consent.
4. What data do we process?
We process the following personal data in connection with the customer relationship:
contact information of the data subject such as email address, phone number, address;
information of company and company’s contact persons such as name of the company, business ID, names, titles and contact details of the contact persons;
possible prohibitions of direct marketing;
information of the participants of events and possible information regarding the event, such as special diets;
Demographic data. We collect data about you such as country, salutation, time zone and preferred language. We also collect other personal data you have provided to us.
information regarding the client relationship and the contract such as billing and payment information, product and order information, order cancellation information, information about past and current contracts and orders, user profile formed based on the client relationship such as user names, passwords and similar security information used for authentication and account access, correspondence with the client/data subject, including making records of calls or meetings with client's/data subject's consent, and other contacts, cookies and data related to using them;
other possible information gathered with data subject’s consent.
Device and Usage data. We collect data about your use of our website and how you interact with the website and our services.
5. How we process personal data on our website and social media channels?
We utilize cookies on our website. We track service usage and behavior on our web pages (use cookies) for service development and to offer you better service and client experience. We also utilize the data for marketing and internal development.
Website
Like many websites, we use "cookie" technology to collect additional website usage data and to improve the web site and our services. We also utilize the data for marketing purposes. A cookie is a small data file that we transfer to your device's hard disk. We may use both session cookies and persistent cookies to better understand how you interact with the web site, to monitor aggregate usage by our users and web traffic on the site, and to improve the site and related services. A session cookie enables certain features of the site and is deleted from your device when you disconnect from or leave the site. A persistent cookie remains after you close your browser and may be used by your browser on subsequent visits to the site. Persistent cookies can be removed by following your web browser help file directions. Some Internet browsers automatically accept cookies. You can instruct your browser, by editing its options, to stop accepting cookies or to prompt you before accepting a cookie from the websites you visit.
Google Analytics and Other Third Party Analytics Providers
We use Google Analytics for web usage tracking. Google Analytics collects and stores data on your use of the services, including but not limited to; time of visit, site pages visited or opened and for how long are they used, the Internet Protocol (IP) address and information on the device used to access the site.
We also use the following Google Analytics Advertising Features:
Remarketing with Google Analytics
Google Display Network Impression Reporting
Google Analytics Demographics and Interest Reporting
analyzing and profiling the behavior of a customer or other data subject,
protecting the security and safety of our products and our customers, detecting and preventing fraud, confirming the validity of software licenses,
electronic direct marketing and
targeting advertising in our and others’ online services.
The user can block the use of Google Analytics for usage tracking by installing a browser add-on that blocks its use (see instructions here). This browser add-on prevents JavaScript used by Google Analytics (ga.js, analytics.js and dc.js) from sending the visitor's information from the website.
We use GoHighLevel and RainmakerAI for web usage tracking. Their analytics tools collect and store data on your use of the services, including but not limited to; time of visit, site pages visited or opened and for how long are they used, the Internet Protocol (IP) address and information on the device used to access the site. The user can block the use of analytics tools for usage tracking by installing a browser add-on that blocks its use. This browser add-on prevents JavaScript used by analytics tools (ga.js, analytics.js and dc.js) from sending the visitor's information from the website.
We may also use other third party data analytics service providers. These service providers may use cookies, web beacons and other technologies to collect information about your use of the services. Analytics service providers enable us to collect, monitor and analyze data regarding the use of the services, in order to understand how users use the services and to increase the functionality and user-friendliness of the services, as well as to better tailor the services to users’ needs. Accordingly, some automatically collected data is shared with third party service providers, who have their own privacy notices/policies applicable to their operations.
Social media channels and targeted advertisement
Using these cookies allows us to make the content of the website as individually customized as possible, and thereby show e.g. targeted advertisement and content based on the user’s prior behavior. We use advertisement cookies managed by third parties in order to present its products both on its own website and on the sites of third parties. You can disable some of the third party advertisement cookies from their site settings.
Our website may include links and connections to third party websites, products and services as well as so-called community plug-ins of third parties (such as Facebook, Instagram, LinkedIn, YouTube and X). Third party plug-ins integrated into our website are loaded from third party servers and thus the third party may install their own cookies on the user’s device. The third party services and applications offered on our website are subject to the privacy policies or notices of such third parties. We recommend that you familiarize yourself with those third party privacy policies or notices.
6. From where do we receive data?
We receive information primarily from the following sources: yourself, population register, authorities, credit information companies, channel partners, contact information service providers and other similar reliable sources.
For the purposes described in this Privacy Notice, personal data may also be collected and updated from publicly available sources and based on information received from the authorities or other third parties within the limits of the applicable laws and regulations. Such updating of data is performed manually or by automated means.
7. To whom do we disclose data, and do we transfer data outside the EU or the EEA?
We don’t disclose your personal data to external parties except we may disclose it to our subsidiaries and affiliates, or a subsequent owner, co-owner or operator of the Services and their advisors in connection with a corporate merger, consolidation, restructuring, the sale of substantially all of our stock and/or assets, or in connection with bankruptcy proceedings, or other corporate reorganization. We may sell, transfer or otherwise share some or all of our assets, including your personal data, in connection with a merger, acquisition, reorganization or sale of assets or in the event of bankruptcy.
We use subcontractors that process personal data on our behalf. We share your personal data as necessary to complete any transaction or provide any service you have requested. We share data within OptimaNext group to our subsidiaries and affiliates; with trusted third parties to process personal data and provide services on behalf of OptimaNext, including hosting and maintenance, client relationship, client support, database storage and management, and sales and marketing of OptimaNext products and services.
We transfer personal data outside the EU/EEA. When personal data is processed outside the EU/EEA, we make sure that the recipient (service provider, technology provider, sub-contractor or subsidiary) of the data has committed to use the EU Commission’s standard contractual clauses or provide other appropriate safeguards as described in Article 46 of the GDPR.
8. How do we protect the data and how long do we store them?
Only those of our employees, who on behalf of their work are entitled to process customer data, are entitled to use the system containing personal data. Each user has a personal username and password to the system. The data is collected into databases that are protected by firewalls, passwords and other technical measures. The databases and their backup copies are in locked premises and can be accessed only by certain pre-designated persons.
The personal data we collect are retained for the period necessary to fulfil the purposes outlined in this Privacy Notice unless a longer retention period is required by law, or we need it to protect our legal rights. Thereafter, the personal data will be deleted within a reasonable timeframe or rendered anonymous.
We estimate the need for data storage regularly, taking into account the applicable legislation. In addition, we take care of such reasonable actions that ensure no incompatible, outdated or inaccurate personal data is stored taking into account the purpose of the processing. We correct or erase such data without delay.
9. What are your rights as a data subject?
You have the right to inspect the personal data stored concerning yourself and the right to demand rectification or erasure of the inaccurate, outdated, unnecessary and unlawful data. If you have access to your data, you may edit the data yourself. Insofar as the processing is based on consent, you also have the right to withdraw or change your consent. Withdrawing your consent does not affect the lawfulness of processing before the withdrawal of the consent.
You have the right to object or to demand restriction of the processing of your data and to lodge a complaint with the supervisory authority.
On grounds relating to your particular situation you also have the right to object other processing activities when the legal basis of processing is legitimate interest. In connection with your request, you shall identify the specific situation, based on which you object to the processing. We can refuse the request of objection only on legal grounds.
10. Privacy Notice for California residents
This Section supplements the information contained in this Privacy Notice and applies solely to natural persons residing in the State of California, USA. This Section was adopted to comply with the California Consumer Privacy Act of 2018 (hereinafter the "CCPA") with any terms defined in the CCPA having the same meaning when used in this Section.
The "personal information" that we collect is information that identifies, describes, relates to or could reasonably be linked with you.
The purpose for collecting your personal information is explained in Section 3 of this Privacy Notice and the information we collect from you is listed in Section 4 of this Privacy Notice. Our usage of your data is explained in the Sections 5 and 6 of this Privacy Notice.
Under the CCPA you have certain rights in relation to your personal information and how it is processed by us.
You have the right to not receive discriminatory treatment in the exercise of your privacy rights under the CCPA.
You have the right to know what personal information related to you was collected and is maintained by us, how it is collected and how it is disclosed. You can request the disclosure of the information collected by us and of our processing of that information by submitting a request (request to know) like instructed in Section 2 of this Privacy Notice. This request may be in free form. In order to comply with your request, the CCPA requires us to verify your identity. In order to do that, the following information shall be collected from you:
your contact details;
a copy of your identification document issued by the relevant authority.
The copy of your identification document shall be submitted through a secure document sharing service, through a link that will be communicated to you by us upon the receipt of your request. Upon the verification of your identity, the copy of your identification document shall be destroyed without undue delay.
If your request is communicated through an e-mail address provided to you by your employer and if that e-mail address follows the convention [email protected] (for example [email protected]), and access to that email is facilitated through entering the associated security credentials (ie. username and password), your identity shall be considered verifiable and you will not be asked to provide a copy of your identification document.
You also have the right to request deletion of your personal information that we have collected. Requests to delete information can be communicated to us like instructed in Section 2 of this Privacy Notice.
Similarly to our compliance with requests to know what information is processed by us, we must verify your identity. Your identity when submitting requests for deletion will be verified as described above. Additionally, requests to delete may be communicated to us in free form.
You have the right to submit requests to know and requests to delete through an authorized agent. In order to ascertain that the agent is entitled to represent you in the submission of requests, we shall request such agent to produce a power of attorney or other such written document detailing the scope of the agent's representation of you in such matters.
11. Children’s privacy
Our services are not directed to children and we do not intend to collect personal data from children. We ask you not to use the services and not to provide any information about yourself to us if you are below the age, defined in your jurisdiction, requiring parental consent or authorization for processing of personal data.
12. Who can you be in contact with?
All contacts and requests concerning this Privacy Notice should be submitted in writing to the address mentioned in section two (2) “Contact information for privacy matters”.
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