Privacy Policy

Privacy policy at a glance

Sofia Digital takes your privacy seriously and is committed to protecting your privacy rights. We want you to know why we collect your personal information, what we collect, how we use it, and for how long we store it. We also want you to know how you can access, amend, correct, and in some cases delete your information.

This is a high-level overview of our privacy policy. Please scroll down read the full privacy policy.

Who we are

Sofia Digital Ltd.
Sumeliuksenkatu 18 A
FI-33100 TAMPERE
FINLAND
VAT FI16137757

Why we collect information

  • We collect personal information when you request our content marketing assets, in order to provide useful content and follow up on its effectiveness for marketing purposes.
  • We collect information when you contact us to respond to your request, question, or issue, and to follow up on the resolution.
  • We collect information when you buy and/or use our software or services. We do this to be able to deliver our services, to send you important operational information, for contractual reasons, to process financial transactions, and for legal and regulatory reasons.

What we collect

  • We collect name, email, phone, address, job title, company, and if you use Sofia Digital products or services and what those are.
  • We may collect other data you have provided while contacting us, especially using the contact, download, or signup forms on our website.
  • We collect data that you have sent to us through an online survey, event attendance, support ticket, or job application.
  • We collect anonymous information sent by your browser when you visit our websites, including IP address, operating system, and browser version. If you identify yourself by filling out a form, some data (such as what pages you view on our websites) will be connected to your personal information.
  • Our teletext application collects telephone numbers and IMEI codes in order to facilitate payments for the application.

How we use information

  • We never sell or rent your personal information to third parties. If you have given us your express permission, we may share your personal information to select partners that you decide. (Non-EU: We may share your personal information to select partners. We always make clear when we share that information.)
  • If you have requested a marketing asset or have participated in a marketing event, we use your personal information to follow up on the effectiveness of the marketing activity.
  • If you are an individual based in the EU and you have requested to be added to one of our newsletters, we may use your address to send you marketing communications. If you are a non-EU individual and have registered to access one of our content marketing assets or a webinar, me may use your address to send you marketing communications.
  • If you are a customer or a partner of ours, we may use your contact information to send you product or services updates and information that is relevant to your use of the products and services.
  • We may share information with vendors that act on our behalf, such as services we use to maintain our contact records. These vendors act on our instructions and adhere to the policies described in this document.

How long we keep information

  • If you are a customer or partner, we keep the information in our CRM unless you request it to be removed.
  • Certain information is kept archived even when terminated, for instance contracts fall in this category
  • If you have requested to receive marketing communications, we will keep your personal information until the time you potentially withdraw your consent for marketing or your contact has become inactive in which case it will be removed from the marketing system after 12 months.
  • Teletext application keeps payment identification information until the user asks us to remove it

Your choices and rights

  • You can request a copy of your personal information and you can update any incorrect information. (EU only.)
  • You can ask to have your personal information removed, or in some cases limit our processing of personal information. This does not apply when we need to keep your information for legal reasons. (EU only.)
  • Email: info@sofiadigital.com.

Information for individuals not based in the EU

  • Generally, the same terms apply for you as for individuals based in the European Union.
  • Some provisions regarding your rights to access, delete, or limit the processing of data may be different.
  • If you download one of our content marketing assets by filling out a form on our website, we may send you marketing communications. You may unsubscribe at any time.
  • For residents in California, special privacy rights apply.

Complete privacy policy

Who we are

Sofia Digital Ltd.
Sumeliuksenkatu 18 A
FI-33100 TAMPERE
FINLAND
VAT FI16137757

Why we collect information

  • We collect personal information when you request our content marketing assets, in order to provide useful content and follow up on its effectiveness for marketing purposes.
  • We collect information when you contact us to respond to your request, question, or issue, and to follow up on the resolution.
  • Our advertising partners collect information about your behavior on our websites in order to deliver interest-based advertising on our behalf. We do not share any personal information with these partners, but you may have shared information with them if you have signed up for any of their services (such as Facebook or LinkedIn).
  • We collect information when you buy and/or use our software or services. We do this to be able to deliver our services, to send you important operational information, for contractual reasons, to process financial transactions, and for legal and regulatory reasons.
  • If you are a Sofia Digital partner, we collect information to enable you to resell and provide services around our software and services, and to fulfil our contractual obligations to you as a partner.
  • We may also collect information to prevent and detect crime, fraud or corruption

What we collect

  • Most often, we collect name, email, phone, address, job title, company.
  • If you are a Sofia Digital customer, we may collect which products and services you use.
  • If you sign a contract with Sofia Digital, we may collect further details such as your signature or other proof of identity, the IP address (if signing a contract digitally).
  • We may collect other data you have provided while contacting us, especially using the contact, download, or signup forms on our website.
  • We collect data that you have sent to us through an online survey, event attendance, support ticket, or job application.
  • We collect anonymous information sent by your browser when you visit our websites, including IP address, operating system, and browser version. If you identify yourself by filling out a form, some data (such as what pages you view on our websites) will be connected to your personal information.
  • Information we and partners collect when you browse our website
    • On our websites, we include a number of scripts from third-party vendors. These scripts may gather data for web statistics, they may be used for interest-based advertising on other services (such as Google, Facebook, or LinkedIn), and they may offer additional functionality to the web sites (such as chat).
    • The websites and third-party scripts may use cookies or local storage. Cookies and local storage can be used to identify a returning visitor. Cookies and local storage in themselves to not identify you as an individual – but if you for instance are using Facebook, and subsequently visit our websites, Facebook may learn about your visit.
    • We cannot tell who you are unless you willingly identify yourself on our websites.
    • If you at some point have identified yourself by filling out a form on our websites, pages you view on our websites may be connected to your personal information. We do this to understand the effectiveness of our website.
    • For certain parts of our websites, for instance pages that require a login, cookies are required for the website to work properly. Otherwise, cookies are generally not required for the operation of the website.
    • We set a cookie and use local storage in your browser that contains information that we use to identify you between visits. In particular, we set an identifier that identifies you for the functional site features described below:
      ▪ Google Analytics – see below
      ▪ Leadfeeder – see below
  • Functional site features – vendors that may collect anonymous data on our behalf:
    • Google Analytics: We use Google Analytics to analyze the performance of our websites and follow up on the effectiveness of our marketing efforts. Google Analytics allow us to analyze data in aggregate, we do not collect or store any personal information in Google Analytics. Read Google’s privacy policy here.
    • Leadfeeder: We use Leadfeeder to analyze the traffic on our web site and to identify the companies where the traffic comes from. Leadfeeder identifies also people working in those companies from external sources like LinkedIn, but we cannot identify the individual visitors from the visiting companies. Read Leadfeeder’s privacy policy here.
  • Information we collect when you fill out a form on our websites
    • When you submit a form on our websites, we collect the information that is listed in the form – typically your name, email address, company name, phone number, and survey questions about the nature of your company. You also get the option to opt in to our email newsletter.
    • By submitting a form on our websites, you confirm that you have you have read and accept this privacy policy, and that you understand that data will be collected and processed for the purposes outlined in this policy.
    • If you have filled out a form on our websites, we may collect the URLs of any pages viewed or links clicked on our website and connect them to your profile. We do this to better understand your needs.
    • If you open or click a link in an email we have sent you in response to you filling out a form, including email newsletter, that information will be connected to your profile. We may do this to either verify your email address to prevent spam and misuse, or to follow up on the usefulness of our email marketing.
  • Information we collect when you participate at a Sofia Digital event
    • When you register for an event, we may direct you to the website of our event registration vendor. In that case, the information you enter in the form is shared with us for managing and following up on the event.
    • Even if you sign up on an external website (such as that of our event management vendor, for example Eventbrite), your data will be processed by us for the purpose of managing the event and for following up on your participation. You may also have the option to opt in to our newsletter or other marketing communication.
  • Information we collect when you register with us at a trade show or industry event
    • If you meet us at a trade show or industry event, you may leave your contact details in order for us to follow up with you, to enter a competition or a game, or to subscribe to our newsletter. We will collect the information that is available on e.g. a business card, or in a form we may provide to you.
    • Please note that when you register for an industry event, you might have consented to sharing your personal information with us when signing up for the event.
  • Our teletext application collects telephone numbers and IMEI codes in order to facilitate payments for the application.

How we use information

  • We never sell or rent your personal information to third parties. If you are an individual based in the EU individual and have given us your express permission, we may share your personal information to select partners that you decide. If you are an individual not based in the EU, we may share your personal information to select partners that are clearly labelled when you sign up. We always make clear when we share that information – as an example when we provide an event or an asset in collaboration with a partner of ours.
  • If you have requested a marketing asset or have participated in a marketing event, we use your personal information to follow up on the effectiveness of the marketing activity.
  • If you are an individual based in the EU and you have requested to be added to one of our newsletters, we may use your address to send you marketing communications. If you are an individual not based in the EU and you have registered to access one of our content marketing assets or a webinar, me may use your address to send you marketing communications.
  • If you are a customer or a partner of ours, we may use your contact information to send you product or services updates and information that is relevant to your use of the products and services.
  • Your information may be processed by vendors that act on our behalf, such as services we use to maintain our contact records, provide webinar services, or provide back office services such as email.
  • Protection of your information
  • We take care to protect your personal data against abuse or loss. As an example, we store it in secure environments. We also provide training to our employees on data protection best practices.
  • We cannot guarantee absolute security though. If you would like to learn more about what we do to protect your data, please contact us at info@sofiadigital.com
  • Information shared with vendors and service providers
    • In order to deliver our services, we rely on a number of different vendors. This covers everything from the software we use in our finance department to the infrastructure we use and other services. These vendors act as data processors on our behalf.
    • We hold our vendors and service providers to the same high privacy standards as we hold ourselves to. These service providers include Pipedrive, Mailbow and Procountor. Their respective privacy policies are:
      ▪ Pipedrive: https://www.pipedrive.com/en/privacy
      ▪ Mailbow: https://www.mikare.net/privaatsuspoliitika
      ▪ Procountor: https://finago.com/en/privacy-policy/
    • Some vendors and service providers might keep their data outside the European Union.

How long we keep information

  • If you are a customer or partner, we keep the information in our CRM unless you request it to be removed.
  • Certain information is kept archived even when terminated, for instance contracts fall in this category
  • If you have requested to receive marketing communications, we will keep your personal information until the time you potentially withdraw your consent for marketing or your contact has become inactive in which case it will be removed from the marketing system after 12 months.
  • Teletext application keeps payment identification information until the user asks us to remove it

Your choices and rights

  • You can choose to opt out of marketing communications at any time, regardless if you are a customer, partner, or none of the above.
  • If you are an individual based in the EU, you can request a copy of your personal information and you can update any incorrect information.
  • If you are an individual based in the EU, you can ask to have your personal information removed, or in some cases limit our processing of personal information. This does not apply when we need to keep your information for legal reasons.
  • How you can opt out of marketing
  • If you don’t want to receive marketing communications from us, you can at any time use the “Unsubscribe” link present in all marketing emails from us or go to our unsubscribe page https://sofiadigital.mlbw.eu/unsubscribe/
  • Your rights as an individual based in the EU
    • Access to your information: You have the right to request a copy of the personal information we hold about you.
    • Correcting your information: We want to have accurate data. Please contact us if you think the data we hold is not up to date or correct.
    • Deletion of your information: You have the right to ask us to delete Personal Data about you if it no longer is required for the purpose it was collected, you have withdrawn your consent, you have a valid objection to us using your Personal Data, or our use of your Personal Data is contrary to law or our other legal obligations.
    • Objecting to how we may use your information: You have the right at any time to require us to stop using your Personal Data for direct marketing purposes.  In addition, where we use your Personal Data to perform tasks carried out in the public interest then, if you ask us to, we will stop using that Personal Data unless there are overriding legitimate grounds to continue.
    • Restricting how we may use your information: In some cases, you may ask us to restrict how we use your Personal Data.  This right might apply, for example, where we are checking the accuracy of Personal Data about you that we hold or assessing the validity of any objection you have made to our use of your information.  The right might also apply where this is no longer a basis for using your Personal Data, but you don’t want us to delete the data.  Where this right to validly exercised, we may only use the relevant Personal Data with your consent, for legal claims or where there are other public interest grounds to do so.
    • Automated processing: If we use your Personal Data on an automated basis to make decisions which significantly affect you, you have the right to ask that the decision be reviewed by an individual to whom you may make representations and contest the decision.  This right only applies where we use your information with your consent or as part of a contractual relationship with you
    • Withdrawing consent using your information: Where we use your Personal Data with your consent you may withdraw that consent at any time and we will stop using your Personal Data for the purpose(s) for which consent was given.
    • Please contact if you wish to exercise any of these rights. You can find the contact details below.
  • If you want to submit a complaint
    • We have appointed a Data Protection Officer. If you are a European Union (“EU”) resident who requires assistance in exercising your privacy rights, please write to Data Protection Officer at info@sofiadigital.com
    • We always want to resolve directly all complaints about how we handle Personal Data. If you are an EU resident, you also have the right to lodge a complaint with the Finnish Data Protection Authority (Data Protection Ombudsman).
    • You can reach Data Protection Ombudsman using one of the following methods:
    • Postal address:
      P.O. Box 800
      00521 Helsinki
      FINLAND
    • Visiting address:
      Ratapihantie 9, 6th floor
      00520 Helsinki
    • Telephone exchange:
      +358 29 56 66700
    • E-mail: tietosuoja@om.fi

How to contact us

Send email to:
info@sofiadigital.com

You can write to:
Sofia Digital Ltd.
Sumeliuksenkatu 18 A
FI-33100 TAMPERE
FINLAND

Changes to this privacy policy

  • We keep this privacy policy under regular review and will place any updates on this website.
  • The privacy policy was last updated May 15, 2018.

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