Privacy Policy

When you interact with Ayfie´s website or use our services we collect various pieces of information about you called personal data. We take your privacy seriously and will always process your personal data in accordance applicable privacy legislations, including the EU General Data Protection Regulation ("GDPR").

This privacy policy explains what personal data Ayfie collects, for which purposes we process your data when you interact with our web site and use our services.

1. What is personal data?

Personal data is any piece of information that can be directly or indirectly linked to a physical person, such as a name, address, e-mail, IP address and mobile number.

2. Whow is responsible for your personal data?

Ayfie Group AS, Karenslyst Allé 49, 0279 Oslo, Norway ("Ayfie") is the data controller responsible for the processing of your personal data.

3. Who do we process personal data about?

This privacy policy covers our processing of personal data concerning:

Those that visit our site.
Those that use our services.
Those that contact our customer service.
Individuals that apply for jobs.
Representatives of customers and suppliers.
Other individuals that we interact with.

4. How do we collect personal data about you?

We can collect your personal data in different ways:

We receive personal data directly from you when you visit our website or create an account in order to use Ayfie´s services. This information is necessary for us to manage the service you have requested, and to follow up on your inquiries etc.
We receive personal data indirectly from you when you use our services, for example our websites. This information is important to be able to improve and further develop the services we offer you.
We receive personal data from third parties when you come into contact with our partners via distribution channels that are connected to our distribution channels, or if your information is available in public registers. This information is important for us to be able to improve and adapt the services we offer you.

IIt is voluntary to share your personal data with us. However, certain information may be necessary to be able to perform any agreement that you have entered into with us, including, among other things, information that is used in connection with invoicing.

5. What personal data do we collect?

When you use our services or interact with us on our website, we may in general collect the following categories of personal data about you:

Basic information, such as your name, address, contact details.
Demographic information, such as your date of birth and gender.
Information about your customer relationship, such as your subscription, order/ purchase history, and inquiries to customer support.
Information concerning use of our services, such as search logs, IP-addresses and metadata concerning activities.
Payment information, such as your account number and invoice details.
Information regarding your visit on our websites (including date and time, what type of PC/mobile phone, operating system, and the browser you use, IP addresses, screen size etc.)
Any other information collected based on your consent, such as newsletters and other marketing. In that case, you will receive specific information about what information we collect and what it is used for, when we ask for your consent.

You can read more about what categories of personal data we use for which purposes below.

6. For what purposes do we process your personal data, what is our legal basis, and for how long do we store it?

6.1 If you visit our website or interact through social media

Statistics: When you visit our website, we automatically collect, register and process IP-addresses, geographical information and cookies.

The purpose of this processing is to create statistical information on such things as the duration of visits to our website and what parts of the website are visited. We also process the personal data to continuously improve and develop the user experience and the IT security.

The legal basis for the processing is our legitimate interest in creating statistics, improving, and developing our products and services (GDPR Article 6 (1)(f)). When you visit our website, we ask for your informed consent to place cookies that are not strictly necessary (functional) according to the current legislation on cookies. You can withdraw your consent to cookies at any time by clicking on the small cookie symbol in the bottom left corner of the website.
Analytics: We may collect data regarding your interaction with our website as well as your use of Ayfie, and its features and functions. This may include the frequency with which certain features of Ayfie are used, as well as collecting demographic information on customer data applications being integrated by Ayfie. We may also monitor and store information regarding user sessions on our website and collect information from and about the devices you use to access our website and Ayfie. This includes things like IP addresses, the type of browser and device you use, the web page you visited before coming to our sites, and identifiers associated with your devices. Your devices (depending on their settings) may also transmit location information to us.

The purpose of this processing is to analyse the behaviour of visitors to our website through information registration tools in order to improve the functionality and better understand our customers.

The legal basis for the processing is our legitimate interest in improving and developing our products and services as well as marketing ourselves towards you (GDPR Article 6 (1)(f)).

For more information regarding our processing of personal data through cookies, including retention times, please refer to our cookie policy accessible via our cookie banner or by clicking on https://www.ayfie.com/terms-of-use/cookie-policy.
Third Party Sources (Google, Facebook, Dropbox, etc.): When you sign up and use Ayfie, we obtain information from third parties. For example, we may have access to certain information from a third-party social media or authentication service when you use Ayfie or otherwise provide us with access to your data and information collected and stored by that service. Any access that Ayfie may have to such data and information from a third party social or authentication service is in accordance with the authorization procedures determined by that service. By authorizing us to connect with a third-party service, you authorize us to access and store your name, email address(es), current city, profile picture URL, and other information that the third-party service makes available to us. Unless any information accessed by Ayfie (and from any third-party service provider that you permit Ayfie to access) falls into any of the categories described above, all such information is subject to our services agreement.

The purpose of the processing is to be able to tailor our services to your needs and understand our customers. We process your personal data on the basis of our legitimate interest in improving, tailoring and marketing our services (GDPR Article 6 (1)(f)).

We process your personal data from third party sources as long as necessary to achieve said purpose. However, we will not retain this data for a period exceeding three years.
Registration on the website: You can register on our website in order to access additional functions offered here. The input data will only be used for the purpose of using the respective site or service for which you have registered. The mandatory information requested during registration must be provided in full. Otherwise, we will reject your registration. To inform you about significant changes such as those within the scope of our site or technical changes, we will use the email address speciﬁed during registration.

We will process the data provided during registration only based on your consent per Art. 6 (1)(a) GDPR. You may revoke your consent at any time with future effect. An informal email making this request is sufﬁcient. The data processed before we receive your request may still be legally processed.

We will continue to store the data collected during registration for as long as you remain registered on our website, or until you revoke your consent.

6.2 If you use our services

Manage subscriptions: When you subscribe to our services, we process the following personal data about you: name, address, e-mail address, telephone number, age (applicable only for particular Services), credit/debit card details or other banking or billing details. The purpose of the processing is to manage your subscription, verify your age, communicate with you, to manage and administer invoice- and payment services, and to be able to deliver the services.

The legal basis for the processing is our contractual relationship with you according to out Terms and Conditions: https://www.ayfie.com/terms-of-use/legal-disclosures/#terms-and-conditions (GDPR Article 6 no. 1 letter b).

We process your personal data as long as your subscription is active, but we can store the data for a longer period if it is required by law, for example the Bookkeeping Act, which requires us to store any material subject to bookkeeping for up to 5 years (GDPR Article 6 (1)c), if the processing is necessary for a legal claim to be established, asserted or defended, or for reasons of our legitimate interest in administering your rights as a former customer (GDPR Article 6 (1)(f)).
Provide services: If you use our services, we will process certain personal data about you. The purpose of our processing is to provide and deliver our services, optimize your user experience through automatic login and adaptation of content display to the screen as to improve our services.

The legal basis for the service provision and tailoring of the services is our contractual relationship with you according to out Terms and Conditions: https://www.ayfie.com/terms-of-use/legal-disclosures/#terms-and-conditions (GDPR Article 6 no. 1 letter b). The legal basis for improving and developing our products and services as is our legitimate interest (GDPR Article 6 (1)(f)).

We process your personal for as long as your subscription is active, but we can store the data for a longer period if the processing is necessary for a legal claim to be established, asserted or defended, or for reasons of our legitimate interest in administering your rights as a former customer (GDPR Article 6 (1)(f)).
Customer support: When you contact us via our support service provided through an
e-mail system on our website, we process personal data about the technical issues, interaction with support etc. The purpose of the processing is to provide the technical support you are entitled to, handle complaints and communicate with contact you.

The legal basis for the processing is our contractual relationship with you according to our Terms and Conditions: https://www.ayfie.com/terms-of-use/legal-disclosures/#terms-and-conditions (GDPR Article 6 no. 1 letter b).

We process your personal data for as long as you have a contractual relationship with us. We may process personal data for a longer period based on our legitimate interest in administering your rights as a former customer or for training purposes (GDPR Article 6 (1)(f)).
Information security and misuse of services: We will process metadata and log activities in order to ensure a level of information security appropriate to the risk. We will also process personal data to detect or prevent different types of fraud and abuse. The purpose of the processing is to ensure information security and prevent misuse of our services.

The legal basis for the processing is our legal obligation to ensure information security (GDPR Article 6(1)(c), confer GDPR art. 32).

We process your personal data for as long as is necessary to ensure a level or security appropriate to the risk

6.3 Other processing activities

Free digital content and webinars: For the sending of digital content that the user has requested on our web pages, as well as for registering for our webinars, we send an e-mail to the user once after submitting the form. In it, the user can click on the conﬁrmation link to conﬁrm their e-mail address as well as the content and/or the online seminar registration requested. The conﬁrmation link then directs the user to the requested content (e.g., template, eBook, checklist, product data sheet) or a secondary conﬁrmation page with further information.

If the user has conﬁrmed his / her e-mail address, we will send further e-mails to the user over the course of the following weeks, which point to other similar digital content and offers from Ayﬁe. These are based on the content previously requested, the role of the user, the size of the company, etc.

In this process, we collect name, company and business e-mail address, as well as the consent conﬁrmation, in which the user agrees to receive further information in accordance with the consent requirements under GDPR Art. 6 (1) (a). This consent can be revoked at any time. When registering for webinars, we also use the collected data to provide the service through our external web tool. By registering for the online seminar, the user agrees that his data will be used for the purposes mentioned. This consent can be revoked at any time.

We process your personal data until you revoke your consent.
Sales and marketing: We process your name, address, e-mail address and telephone number for direct marketing and to you via e-mail and SMS messages, e.g., to promote campaigns, exclusive offers or offers from our business partners, conduct user surveys etc. This also includes distribution of newsletters. The purpose is to enable sales and targeted marketing of the products and services we think are relevant to you.

We process your personal data on the basis of our legitimate interest in sending you targeted marketing and proposing purchases based on previous orders (GDPR Article 6 (1)(f)). From time-to-time, unsolicited marketing also requires your prior explicit consent, e.g., in accordance with section § 15 first paragraph of the Norwegian Marketing Act).

We process your personal data for marketing purposes for a period deemed necessary to fulfill the intended objectives, such as delivering promotional content, personalized offers, and improving our marketing strategies. We will retain your personal data for no longer than 6 months after the marketing campaign has concluded (GDPR Article 6 (1)(f)). If consent is required, your personal data will processed for marketing purposes until you withdraw your consent.
Comply with legal obligations and defend claim: We may, from time-to-time, process personal data such as subscriptions details and billing information following a legal order imposed on the basis of public law, judgments, decisions by etc., or in order to establish, defend or pursue a claim. The purpose of the processing is to exercise or defend our rights or comply with mandatory legislation in the jurisdiction(s) where we operate.

The legal basis for the processing is to comply with a legal obligation to which we are subject (GDPR Article 6 (1) c) or our legitimate interest in establishing, defending, or pursuing a claim (GDPR Article 6 (1)(f)).

We process your personal for as long as we are required to according to the applicable, mandatory legislation or until the claim is permanently settled.
Job applications: If you apply for a temporary or permanent position, we may for instance process your CV and other relevant documents (work experience, letters of recommendation, personal letters, references, grades, certificates, other background information) and image (when applicable). The purpose of the processing is to evaluate your application for employment or internship and perform other measures prior entering an employment agreement or other relevant agreement.

We process your personal data in order to be able to enter into a contract with you (GDPR Article 6 (1) b) or on the basis of our legitimate interest in assessing whether we should offer you employment, including on the basis of relevant information that is publicly available on the internet and social media (GDPR article 6 (1)(f)).

If we offer you a position at Ayfie, your application and further relevant personal data collected in connection with the employment procedure will be stored in your personnel file with us. If unfortunately, we cannot offer you a position, we will usually store your personal data for up to six months after our refusal, unless you have given your consent to longer storage.

7. How do we keep your personal data safe and secure?

We have established organizational and technical security measure to ensure the confidentiality, integrity, and availability of your personal data. These measures include, amongst other things, regular risk assessments, access control and management, training, encryption, and implementation of policies in order to ensure a level of security appropriate to the risk.

Our website uses SSL or TLS encryption for security reasons and for the protection of the transmission of conﬁdential content, such as the inquiries you send to us as the site operator. You can recognize an encrypted connection in your browser's address line when it changes from "http://" to "https://" and the lock icon is displayed in your browser's address bar.

If SSL or TLS encryption is activated, the data you transfer to us cannot be read by third parties.

8. Who do we share personal data with?

We do not share, sell, lend or lease any information that identifies a client or purchaser of our services (such as email addresses or personal details) with anyone. Although, we are able to share personal data with public authorities where there is a statutory disclosure obligation.

Any company that processes your personal data on our behalf is called a data processor. Ayfie will from time-to-time use data processors in order to offer or improve our services. In such cases we will always enter into a data processor agreement that regulates how the data processor can process the information they gain access to and their duties in that regard, including for what purposes the personal data can be used.

9. Do we transer personal data to other countries?

From time-to-time Ayfie will need to transfer your personal data to countries and/or organizations outside the EU/EEA area that does not offer adequate protection (so-called third countries), for instance when we use a cloud-based platform such as Amazon web service.

Before transferring personal data to such third countries, we will ensure that it takes place in line with the requirements set out in GDPR chapter V. We will for instance make sure that the data exporter and importers have entered into an agreement with the recipient of the data based on the EU's standard contractual clauses and that this transfer mechanism is effective.

10. For how long do we store personal data?

We store your personal data for as long as is necessary for the fulfillment of the above-mentioned purposes for the processing of the data. However, this does not apply if storage is required by law for a longer period than the purpose dictates. You can read more about our retention policy for the different processing activities above.

11. What are your rights?

The privacy legislation gives you a number of rights, including the right to access, rectify and erase the personal data we have stored about you.

We strive to ensure that the personal data we have stored about you is correct and up to date. If you discover that the information we have stored about you is incorrect, we encourage you to contact us. Please find our contact information here: https://www.ayfie.com/about-us/contact-us. This also applies if you want the stored data to be deleted.

Regarding the right to erase, there is an exception for information which is necessary in order be able to deliver a service that you would like to use, or it is required by law to store the information for a specific period.

You also have the right to data portability. This means that, among other things, you have the opportunity to extract your personal data in a machine-readable format.

Furthermore, you have the right to object to the processing of personal data and the right to object to personal profiling and automated decisions. This means that you can demand that your personal data is not analyzed to reveal your behavior, preferences, abilities or needs. However, this does not apply if the processing is necessary to fulfill an agreement you have entered into with us, or if you have previously expressly consented to the processing.

You also have the right to receive a copy of the personal data we have registered about you, as long as an obligation of confidentiality does not prevent this. In order to ensure that personal data is handed over to the right person, we may require that access requests are submitted in written form and that identity is verified.

If you believe Ayfie does not comply with this privacy policy or the applicable legislation, you can send us a complaint. You can also complain to the Norwegian Data Protection Authority ("Datatilsynet").

You can read more about your rights on the Norwegian Data Protection Authority's website: www.datatilsynet.no.

12. How do we use cookies and pixel tags?

We use cookies and similar technologies on our websites. You can reject storing of cookies by changing the settings in your browser. However, this may cause issues with accessibility on the website. You can read more about how we use cookies here https://www.ayfie.com/terms-of-use/cookie-policy.

13. How do we notify you if changes are made to this privacy policy?

Our services are in continuous development. We may therefore need to update our privacy policy. If the privacy policy is subject to updating, the updated privacy policy will be made available on our website: https://www.ayfie.com.

14. How do you get in touch with us?

If you have questions regarding how we process your personal data or wish to exercise your rights, you can contact us here or by sending an email to info@ayfie.com.