Privacy statement

Senion AB and its subsidiaries (Senion) respects your privacy. This Privacy Statement outlines your rights to privacy and our commitment to safeguarding your personal data.

Senion is a European corporation, with legal entities, business processes, management structures and technical systems that cross borders. Senion delivers software and services to private and public businesses (Customers) in and outside Europe. Senion’s head office is located in Linköping, Sweden, and Senion is subject to European privacy legislation, including the General Data Protection Regulation (GDPR).

All major decisions regarding privacy at Senion are made at a corporate level.

This Privacy Statement is available on our webpage www.senion.com.

How and when does the Privacy Statement apply?

This Privacy Statement applies to all Senion public accessible websites and communities.

The Privacy Statement provides information about data processing carried out by Senion when Senion determines the purpose and means of the processing (Senion act as data controller).

Personal data is information that can identify you as a person, such as an email address, street address or phone number etc. Processing your personal data is necessary for us to serve our Customers. Please do not use Senion Sites or our services if you do not agree with how we process personal data according to this Privacy Statement.

Whose personal data does Senion process?

Senion process personal data about contact persons tied to our Customers. In addition, we process personal data about persons representing potential Customers (leads) that approach us via Senion Sites or other channels. Our statement in these regards is to be found in the data controller section.

In this Privacy Statement data subjects may also be referred to as persons or you.

How does Senion process personal data as data controller?

When Senion determines the purpose and means of processing your personal data, this company act as data controller. This includes scenarios where Senion collects personal data in the context of you being a representative for a Customer or Lead, or when you are a software user.

Why we process your personal data

About Customer contacts and software users
To manage our Customer relations in general and to meet our Customer commitments, Senion needs information about you in your role as Customer contact person or user of a service. The purposes of processing this personal data are:

  1. Execute sales and contract process to Customers
  2. Provide requested offers on products and services to Customers
  3. Perform deliveries in accordance with agreements made with you or Customers
  4. Offer support to users of our products and services
  5. Improve and develop the quality, functionality and user experience of our products, services and Senion Sites
  6. Detect, mitigate and prevent security threats and perform maintenance and debugging
  7. Prevent abuse of our products and services
  8. Process orders, invoicing, payments and other financial follow-up
  9. Create interest profiles in order to promote relevant products and services
  10. Operate user communities to educate and enable interaction between users and Senion

The legal ground for processing personal data according to the above-listed purposes in letter a) to i) is mainly because Senion has a legitimate interest in processing your personal data from a business perspective in a manner that we believe do not conflict with your privacy rights or freedoms. The legal ground for processing personal data according to the purpose listed in letter j) is your consent.

About Leads
Senion process personal data about Leads for marketing purposes. In order to provide targeted and relevant content to potential Customers, Senion builds an interest profile based on your movement, choices and actions on Senion Sites as well as your response to marketing content per email. The legal grounds for such processing is mainly your consent or for shorter periods of time legitimate interest.

You can read more about how we create such profiles, how you can adjust the profile as well as withdraw your consent in the sections below.

How we collect your personal data

In general, Senion collects personal data directly from you or other persons linked to our Customer. These persons may be a manager or colleague. If the Customer you work for purchases Senion products or services via a Senion partner company, we may collect information about you from the partner company.

We will also use cookies and other tracking technologies when you use Senion Sites and interact with us per email in order to optimise your experience of Senion and our sites. Please see the paragraph describing automatic data collection tools for more information on how these technologies function and your rights in this context.

In some cases, we may also collect information about you from other sources. These sources may be third-party data aggregators, Senion’s marketing partners, public sources or third-party social networks. Senion will be able to combine personal data about you obtained from one source with data obtained from another source. This gives us a complete picture of you, which also gives us the possibility of serving you in a more relevant way with a greater degree of personalisation.

Automatic data collection tools

Automatic data collection tools
Senion uses different digital tracking technologies to collect information about your movements on Senion Sites and when interacting with us.

Cookies and pixel tags
Cookies are small text files that contain a string of characters and uniquely identifies a browser. They are sent to a computer by website operators or third parties. Most browsers are initially set up to accept cookies, since this is required by most website owners in order to access their sites. You may be, however, able to change your browser settings to cause your browser to refuse cookies in general, block third party cookies or to indicate when a cookie is being sent.

Pixel tags are scripts that executes when a user lands on a website or opens an email.  The pixel itself is not visible and can only be seen in the HTML of the site or email.  It calls an application on a server that will cause a third party cookie to be downloaded to your computer or registers that the email has been opened.

If you would like to know more about cookies and how they work, please visit www.allaboutcookies.org.

What personal data we process

The type of personal data that Senion process about you may be:

  • Basic contact details such as name, address, telephone number and email.
  • Employment information such as employer, title, position including preferences and interests in professional context
  • Feedback, comments or questions about Senion or concerning our products and services
  • Traffic information as provided by your web browser such as browser type, device, language and the address of the website from which you arrived and other traffic information such as IP address
  • Clickstream behaviour and movement on Senion Sites and in our products and services
  • Email behaviour such as which emails from Senion you open when and how
  • Other personal data contained in your profile that you have freely given away on third party social networks such as LinkedIn etc.

As data controller, Senion does not process sensitive personal data about you.

How we share your personal data

Within Senion
As Senion AB has subsidiaries, there is a likelihood that a Customer will conduct business with more than one Senion company. It is important to us that we provide the best possible customer service and overall experience. In order to maintain a complete overview and insight into which Customers and contact persons have relations with the various subsidiaries within Senion, we will therefore share your personal data among our subsidiaries.

Outside Senion
Senion may also share your personal data with external third parties in the following contexts:

Senion user communities
If you make a post, comment or similar on Senion user communities or other forums on Senion Sites, such information can be read and used by anyone with access to such forums and used for purposes over which neither Senion nor you have control. Senion is not responsible for any information you submit on such forums or Senion Sites. Senion will not post any comment, testimonial or similar made by you without your prior consent.

Business partners
Senion may share your personal information with our partners in the event this is legitimate from a business perspective and according to applicable privacy legislation. For example, if you purchase a product or service on behalf of your employer that Senion provides through one of our certified partners. In this regard, Senion and our partner may share personal data in order to be able to provide the product or service to the Customer.

Public Authorities
The police and other authorities may demand the handover of personal information from Senion. In these cases, Senion will only hand over the data if there is a court order etc. to do so.

M&A
In connection with mergers, acquisitions or divestiture of all or parts of Senion’s business, the acquiring entity, as well as its consultants, will obtain access to data managed by the Senion entity/entities involved and this may in some cases include personal data. In such cases, external parties will enter into an NDA with Senion.

What are your rights?

Right to opt-out of marketing communications
You have the right to opt-out of receiving marketing communications from Senion and may do so by either:

(a) Following the instructions for opt-out in the relevant marketing communication,

(b) Change preferences under the relevant edit account section if you have an account with Senion

(c) Contacting us via e-mail on support@Senion.com

(d) By using Senion’s subscription manager

Please note that even if you opt-out from receiving marketing communications, you may still receive administrative communications from Senion, such as order confirmations and notifications necessary to manage your account or the services provided to Customers.

Basic rights
You have the right to access your personal data by requesting an overview of the personal data we process about you and you may have a right to data portability. You also have the right to request that Senion corrects inaccuracies in your personal data. If you have an account with Senion for a Senion Site, this can usually be done through the appropriate “your account” or “your profile” sections on the applicable Senion Site or service.

Further, you have a right to request deletion of personal data, and to restrict or object to our processing of your personal data according to this Privacy Statement or other service specific terms.

Please use support@Senion.com to file all requests as mentioned in this section.

Finally, you also have a right to file a complaint with the data protection authorities with regards to our processing of your personal data.

How does Senion protect and store personal data?

How we keep your personal data secure
Senion takes the trust you and our Customers place in us very seriously. Senion is committed to preventing unauthorized access, disclosure or other deviant processing of personal data. Senion shall ensure the confidentiality of personal data we process, maintain the personal data integrity and secure its availability according to applicable privacy legislation.

As part of our commitments, we utilize reasonable and appropriate organizational, technical and physical procedures and measures to safeguard the information we collect and process, taking into account the type of personal data and risk posed to you and our Customers upon breach. Since root causes for privacy breaches are most likely to be found internally, we believe that building a strong corporate culture where respect for and awareness around privacy among our employees are fundamental to ensure lawful processing and protection of your data. The following measures are of particular importance in this regard:

Organisational

  • Management governing lawfulness of processing and privacy policies for Senion
  • Mandatory procedures for keeping records of processing activities and assessing risks for data subjects applies to all Senion subsidiaries
  • Data processing agreements with subcontractors that process data on behalf of Senion

Technical

  • Classification of personal data to ensure implementation of security measures equivalent to risk assessment
  • Assess the use of encryption and pseudonymisation as risk mitigating factors.
  • Limiting access to personal data to those that need access to fulfil obligations according to law or service agreement etc.
  • Manage systems that detects, restores, prevents and reports privacy incidents.
  • Use security self-assessments to analyze whether current technical and organisational measures are sufficient to protect personal data, taking into account the requirements outlined in applicable privacy legislation.

Physical

  • Premises protected by access control.

How long we store your personal data

Senion will only retain your personal data for 3 months when based on legitimate interest. With given consent we will retain personal data up to 24 months, while also taking into account our need to answer queries or resolve problems and to comply with legal requirements under applicable laws.

This means that Senion may retain your personal data for a reasonable period after you and our Customer’s last interaction with us. When the personal data that we collected is no longer required we erase it.  We may process data for statistical purposes, but in such cases, data will be pseudonymised or anonymised.

 

In what manner does Senion use subcontractors?

Senion uses subcontractors to process personal data and may export your or our Customers data outside the EU in this regard. These subcontractors are typically vendors of cloud services or other IT hosting services.

When using subcontractors, Senion will enter into a data processing agreement (DPA) with subcontractors in order to safeguard your privacy rights and to fulfil our obligations towards our Customers.  When subcontractors are located outside the EU, Senion ensures legal grounds for such international transfers on behalf of you or our Customers, hereunder by relying on Privacy Shield (US) or using the EU Model Clauses.

Senion relies on some strategic external third parties to support our business processes and to provide our cloud services. These third parties include but are not limited to:

  • Mailchimp (EU and US), provider e-mail service
  • Hubspot (EU and US), provider of our preferred CRM system
  • Box (EU and US), cloud service
  • Microsoft Office 365 (EU and US), provider of e-mail and cloud services
  • Amazon (EU and US), provider of technical platform for our cloud services

Changes to this Statement

If we modify our Privacy Statement, we will post the revised statement here, with an updated revision date. We encourage you to review the Statement regularly. If we make significant changes to our Statement that materially alter our privacy practices, we may also notify you by other means, such as sending an email or posting a notice on our corporate website and/or social media pages prior to the changes taking effect.

The last update of this Privacy Statement was May 23rd, 2018.

How to contact us

We value your opinion. If you have any comments or questions about our Privacy Statement, any unresolved privacy or data use concerns that we have not addressed satisfactorily, or concerning a possible breach of your privacy, please send them to support@Senion.com. You can also send it in writing to Senion AB, Hospitalstorget 1, 582 27 Linköping, Sweden. We will handle your requests or complaints confidentially. Our representative will contact you to address your concerns and outline the options regarding how these may be resolved. We aim to ensure that complaints are resolved in a timely and appropriate manner.