Overview

In order to serve our customers in the best possible way, we need to collect and process some information. We also value the privacy of our customers and visitors and are committed to protecting it. This Privacy Policy contains information about what personal information we collect, what principles we apply, and what rights and opportunities our customers have regarding their information.

Houston Analytics Ltd handles personal information in accordance with this Privacy Policy and applicable law. We may also make updates to this Privacy Policy as our business evolves or legislation changes.

What is the purpose for which data is collected and processed?

We collect, store, and process personal information about our customers only for pre-defined purposes. The main uses are:

• Providing services
• Customer Relationship Management
• Execution of our contractual obligations
• Compliance with legal obligations and claims
• Customer communications and answering contact requests
• Development of our business
• Targeting our services to our customers

What personal information do we collect and from which sources?

We collect personally identifiable information mainly when our customers or visitors contact us or later when our services are used. In addition, we may collect information from public sources and registers, such as various social media channels.

We also collect visitor information for our website through HubSpot and Web Data Collector (WDC) to analyze and improve our site and to target relevant marketing to our customers. Typically, we may receive the following information directly from you:

• Employer name, first name, last name, email address, phone number
• Data collected through HubSpot and WDC, such as IP addresses and cookie information

For example, we may collect the following information from various public sources:

• Use of social media
• Employer company key figures

With the customer’s consent, we may collect other information, such as consent for a variety of marketing communications.

What is the basis for processing personal data?

We will ensure that we always have a legal basis for processing personal information. We may process the personal information on a variety of grounds. We will process the information for the purpose of implementing the agreement and fulfilling legal obligations. We will also process the personal information based on our legitimate interest, which is to provide our services and conduct and develop our business. We may also process some of the information based on the customer’s or visitor’s consent, such as consent for marketing communications.

Who handles the information and passes it on to third parties?

As a rule, the personal information will be processed by our personnel in the performance of their duties. We may also outsource some processing of personal data, such as the information systems used for storing and processing personal data. In this case, we ensure that, among other things, the confidentiality of the personal information is preserved and the information is processed lawfully. We may disclose information in order to fulfill contractual obligations or when required by law or by a competent authority. We may also disclose customer information if we are involved in a business transaction.

Is the information released outside the EU?

The customer’s personal data may be transferred outside the EU in particular situations. Any transfers outside the EU will only apply to situations where, for example, the servers of the cloud systems we use are located outside the EU. If this happens, we will ensure that the processing, transfer, and storage of the information is carried out in accordance with the legal requirements and with adequate safeguards.

For how long will the personal information be stored?

We will not store the personal data longer than is necessary for its intended purpose or longer than is required by the agreement or law. However, retention periods for personal data may vary depending on the purpose and situation. We will also try to update your information from time to time.

How do we store and protect the data?

The information is stored on the servers of our service provider, which are protected in accordance with the industry’s general practice. The personal information we collect and process is kept confidential and is not disclosed to anyone other than those who need it, or limited to our customers under service agreements. Access to the personal information is protected by user IDs, passwords, and permissions.

Obligation and consequences of non-disclosure

If the customer does not provide personal information or permit the processing of it, we are unlikely to be able to serve the purpose of our activities. Therefore, if the customer does not want us to process their information in accordance with this privacy statement, we ask the customer not to provide us with any information.

Are cookies used on the website and what are they?

We use HubSpot service cookies on our website to provide the best user experience for the site visitor. Cookies are short text files that the web server stores on the user’s terminal. Cookies provide us with information on how users use our website. We may use cookies to develop our services and website, to analyze the use of the website, and to target and optimize marketing. The user of the website may consent to or deny the use of cookies in the settings of his or her web browser. Most web browsers automatically allow cookies. Blocking cookies may limit the functionality of our website.

What rights and opportunities do our customers have?

Withdrawal of consent

If we process information based on our customer’s consent, he or she can withdraw the consent at any time by notifying us, for example by sending an email to gdpr@houston-analytics.com.

Access to information

The customer has the right to receive confirmation from us on the processing of personal data. In addition, the customer has the right to receive additional information about the grounds for processing the personal data.

Right to fix errors

The customer has the right to request that we correct any personal data that is incorrect or out of date or otherwise incomplete.

Right to prohibit direct marketing

The customer can deny the processing of his or her personal information for direct marketing purposes by sending an email to gdpr@houston-analytics.com.

Right to object to processing

If we process personal information on the basis of our public interest or our legitimate interest, the customer has the right to object to the processing of personal data to the extent that there is no significant reason for disregarding the rights or that processing is not necessary to meet a legal claim. In this situation we are unlikely to be able to continue to serve the customer.

Right to restrict processing

In certain circumstances, the customer may request that we limit the processing of personal information.

Right to transfer data

If we have processed the information based on our customer’s consent or to honor a contract, the customer has the right to receive the information electronically in a commonly used form so that the information can be transferred to another service provider.

How can the customer exercise his or her rights?

The customer can exercise the rights described above by contacting us, for example, by sending an e-mail to gdpr@houston-analytics.com. At the same time, we need the customer’s name, address, and phone number as well as a passport, driving license, or other ID so that we can verify the customer’s identity. If the customer considers the processing of the personal data not to be lawful, he or she may lodge a complaint with the competent supervisory authority.

Can this privacy statement be updated?

We may make updates to this Privacy Policy as our operations change. Updates can also become necessary when legislation changes. The changes will take effect when we publish the updated Privacy Policy.