The policy sets out the different areas where user privacy is concerned and outlines the obligations & requirements of the users, the website and online services as well as owners of these services.
Furthermore, the way this website (later “online service”) processes, stores and protects user data and information will also be detailed within this policy.
The Online Service (“Website”)
This online service and its owners take a proactive approach to user privacy and ensure the necessary steps are taken to protect the privacy of its users throughout their visiting experience.
Collection of personal data
As per EU/Finnish data protection regulation, Documill Oy is a Controller of the personal data you provide us via online services provided by Documill. We collect the following types of personal data from you:
- E-mail addresses (mandatory)
- Company information (mandatory)
- First and last name (optionally submitted)
- Title (optionally submitted)
- Telephone number (optionally submitted)
We need your personal data in order to provide you with the following services:
- Targeted marketing for the visitors of our websites and users of our online services
- Personalized sales consultation for the prospects requesting such services
- Support service provisioning for our partners and users
Your personal data is processed in Documill Oy located in Finland, Europe. Hosting and storage of your data takes place in Amazon Elastic Cloud and Salesforce.com which are operated and provisioned from within the European Union. Actual service hosting and provisioning locations are Ireland and Finland. No third-party providers have access to your data, unless specifically required by law.
Under Finnish law, we are allowed to keep your data stored and available only for the time it is processed by our systems. After this period, your personal data will be irreversibly destroyed. Any personal data held by us for marketing and service update notifications will be kept by us until such time that you notify us that you no longer wish to receive this information.
Should you believe that any personal data we hold on you is incorrect or incomplete, you have the ability to request to see this information, rectify it or have it deleted. Please contact us through Documill website contact form available at https://www.documill.com/contact-us/.
In the event that you wish to complain about how we have handled your personal data, please contact Documill Data Protection Officer (DPO) using the contact from available at Documill website (https://www.documill.com/contact-us/) or in writing at Documill Oy, Tekniikantie 14, FI-02150 Espoo, Finland. Our Data Protection Officer will then look into your complaint and work with you to resolve the matter.
If you still feel that your personal data has not been handled appropriately according to the law, you can contact Office of the Data Protection Ombudsman in Finland and file a complaint with them.
Cookies are small files saved to the user’s computer’s hard drive that track, save and store information about the user’s interactions and usage of the online service. This allows the online service, through its server to provide the users with a tailored experience within this online service. Users are advised that if they wish to deny the use and saving of cookies from this online service on to their computers hard drive they should take necessary steps within their web browsers security settings to block all cookies from this online service and its external serving vendors. Users can make use of Google Analytics’ currently available opt-outs for the web for this purpose or visit https://www.youronlinechoices.eu/ or https://www.aboutads.info/choices/#completed .
We use Google AdWords Remarketing and other third-party remarketing vendors including Facebook to advertise Documill across the Internet. Google (and other similar third parties, such as Facebook) will show ads across web sites and online services that you are visiting. We collect data about your activities that does not personally or directly identify you when you visit or use our online services. AdWords and Facebook remarketing may display ads to you based on what parts of the Documill website you have viewed by placing a cookie on your web browser. This information may also include the content you view, the date and time that you view this content or your location information associated with your IP address. We collect information about where you saw the ads we serve you and what ads you clicked on. This cookie does not in any way identify you or give access to your computer or mobile device. The cookie is used to indicate to other websites that “This person visited a particular page, so show them ads relating to that page.” Google AdWords and Facebook Remarketing allow us to tailor our marketing to better suit your needs and only display ads that are relevant to you.
This online service operates an email program, used to inform subscribers about products and services supplied by Documill. Users can subscribe through an online automated process should they wish to do so but do so at their own discretion. Some subscriptions may be manually processed through prior written agreement with the user. No personal details are passed on to third parties nor shared with companies / people outside of the company that operates this online service. Email marketing campaigns published by this online service or its owners may contain tracking facilities within the actual email. Subscriber activity is tracked and stored in a database for future analysis and evaluation. Such tracked activity may include; the opening of emails, forwarding of emails, the clicking of links within the email content, times, dates, and frequency of activity [this is by no far a comprehensive list].
This information is used to refine future email campaigns and supply the user with more relevant content based on their activity. Subscribers are given the opportunity to un-subscribe at any time through an automated system. This process is detailed at the footer of each email campaign. If an automated un-subscription system is unavailable clear instructions on how to un-subscribe will by detailed instead.
Although this online service only looks to include quality, safe and relevant external links, users are advised to adopt a policy of caution before clicking any external web links mentioned throughout this online service. (External links are clickable text / banner / image links to other websites). The owners of this online service cannot guarantee or verify the contents of any externally linked online service despite their best efforts. Users should, therefore, note they click on external links at their own risk and this online service and its owners cannot be held liable for any damages or implications caused by visiting any external links mentioned.
Social media platforms
Communication, engagement, and actions taken through external social media platforms that this online service and its owners participate on are custom to the terms and conditions as well as the privacy policies held with each social media platform respectively.
Users are advised to use social media platforms wisely and communicate / engage upon them with due care and caution in regard to their own privacy and personal details. This online service may use social sharing buttons which help share web content directly from web pages to the social media platform in question. Users are advised before using such social sharing buttons that they do so at their own discretion and note that the social media platform may track and save your request to share a web page respectively through your social media platform account.
Shortened links in social media
This online service and its owners through their social media platform accounts may share web links to relevant web pages.
Users are advised to take caution and good judgment before clicking any shortened URLs published on social media platforms by this online service and its owners. Despite the best efforts to ensure only genuine URLs are published many social media platforms are prone to spam and hacking and therefore this online service and its owners cannot be held liable for any damages or implications caused by visiting any shortened links.
Contact & Communication
Users contacting this online service and/or its owners do so at their own discretion and provide any such personal details requested at their own risk. Your personal information is kept private and stored securely until a time it is no longer required or has no use. Every effort has been made to ensure a safe and secure form to email submission process but advise users using such form to email processes that they do so at their own risk.
This online service and its owners use any information submitted to provide you with further information about the products / services they offer or to assist you in answering any questions or queries you may have submitted. This includes using your details to subscribe you to any email newsletter program, filling in a contact form, expressing interest to book a demo or attend an event. Whereby you have previously purchased from or enquired about purchasing from the company a product or service that the email newsletter relates to. This is by no means an entire list of your user rights in regard to receiving email marketing material. Your details are not passed on to any third parties.
v.1.2 Edited & customised by: DOCUMILL LTD TEKNIIKANTIE 14 FI-02150 ESPOO FINLAND, EUROPE