Privacy Policy

English Version Privacy Policy

Rovjok Oy (“Rovjok”, “us” or “we” or referred to by “our”) takes the protection of your data very seriously and has implemented numerous technical and organizational measures to ensure the most complete protection of personal data. Rovjok’s Privacy Policy outlines our practices regarding the collection, use and protection of your personal information when you visit or interact with our website and/or the Rovjok | Supply Monitor platform (hereinafter referred to together as the “Rovjok | Supply Monitor”), in accordance with the provisions of applicable data protection laws, including those of the General Data Protection Regulation (EU) 2016/679 (“GDPR”).

This Privacy Policy is intended to outline Rovjok’s commitment and responsibility to the protection of personal data. By accessing or using our Rovjok | Supply Monitor, you agree to the collection of your data for the purposes described herein, and to the terms outlined in this Privacy Policy.

Our website can be accessed by everyone. For accessing and using the Rovjok | Supply Monitor platform, the professional entity on behalf of which you act has either (i) entered into a contract with Rovjok for a “Free Basic Account” as governed by the Terms of Service (available on our website and linked in the online version of this Privacy Policy) thus being a “User”, or (ii) entered into a contract with Rovjok to purchase services, thus being a “Customer”. If and to the extent that Rovjok acts as the processor for the User or Customer being the controller, an additional Data Processing Agreement is concluded (i) with the Customer as part of the contractual framework of the agreement governing the respective business relation, and (ii) with the User as incorporated in the Terms of Service by reference (available on our website and linked in the online version of this Privacy Policy) and concluded by accepting the Terms of Service.

For the avoidance of doubt, “Rovjok | Supply Monitor” does not encompass Rovjok’s other solutions or their related services and the Rovtel platform, for which separate privacy policies are in place.

The attributed meaning and definitions herein shall be the same as those established in the text of the GDPR.

(I) Controller and contact details

The controller within the meaning of Art. 4 (7) GDPR for processing activities is:

Rovjok Oy

Y-tunnus 2818970–6

Sofiankatu 4, 00170 Helsinki, Finland

Phone: +358 40 648 5913

E-mail: info@rovjok.com

Website: www.rovjok.com

(II) General information on processing of personal data

1. Processing of personal data

In general, we only process personal data to the extent necessary to provide functional Rovjok | Supply Monitor platform and to allow communication with Rovjok. The processing of personal data generally only takes place subject to your consent. An exception applies in cases in which prior consent cannot be obtained for factual reasons and the processing of the data is permitted by law.

2. Description of the processing of data

Personal data received, gathered, or otherwise obtained through our Rovjok | Supply Monitor platform is only processed to the extent necessary to operate and make available the Rovjok | Supply Monitor platform or to improve your experience.

• Personal information: When you use our Rovjok | Supply Monitor platform, we may collect personal information such as your name, email address, phone number, and other contact details as may be provided by you. We collect this information when you voluntarily provide it, such as when you subscribe to newsletters or contact us via the available means and process it to the extent necessary to provide the service requested by you.
• Automated information: We use technologies such as cookies, plugins, pixels, and similar tracking tools to collect information about your device, browsing actions, and patterns, including date and time of access, interactions with external links, and language settings to analyze and improve the usage of our Rovjok | Supply Monitor platform.
• We do not collect or process sensitive personal data, or personal data defined in Art. 9 and Art. 10 GDPR as being “special categories of personal data”, unless otherwise agreed upon.

3. Legal basis for processing

We process your personal information based on the legal grounds provided by Art. 6 GDPR:

Where we obtain the consent of the data subject for the processing of personal data, Art. 6 (1) lit. a GDPR serves as the legal basis.

If the processing of personal data is necessary for the performance of a contract to which the data subject is a party, Art. 6 (1) lit. b GDPR serves as the legal basis. This also applies to processing activities that are necessary to execute pre-contractual measures. To the extent that the processing of personal data is necessary for compliance with a legal obligation to which Rovjok is subject, Art. 6 (1) lit. c GDPR serves as the legal basis.

If the protection of vital interests of the data subject or another natural person requires the processing of personal data, Art. 6 (1) lit. d GDPR serves as the legal basis.

If the processing is necessary for the purposes of the legitimate interests pursued by our company or a third party and if the interests, fundamental rights, and freedoms of the data subject do not override the first-mentioned interest, Art. 6 (1) lit. f GDPR serves as the legal basis for the processing.

4. How we use your information (purposes of data processing)

We use your personal information for various purposes:

• Providing services: We use your personal information to provide and improve the services we provide through our Rovjok | Supply Monitor platform and to guarantee functionality and security.
• Analytics: We use cookies and similar technologies to collect anonymous data about your Rovjok | Supply Monitor platform usage, such as page views, click-through rates, and session duration, to analyze trends and performance metrics. We may analyze your interactions with our Rovjok | Supply Monitor platform to personalize and improve your experience.
• Advertising: We may use your browsing behavior to personalize the advertising and promotional messages you see on our Rovjok | Supply Monitor platform or through third party platforms.
• Functionality, preferences: We use cookies to remember selected preferences and settings to improve (overall) usability and convenience.
• Communications: We use your contact information to send you transactional emails, updates, newsletters, promotional materials, and other communications as requested by you.
• Contract management: We use information to manage the (pre-)contractual relations with Users and Customers and to comply with the legal requirements for retaining data and documents. This may include your personal data if you are acting or using the service on behalf of the User or Customer.

5. Duration of storage

The personal data of the data subject will be deleted, blocked, or anonymized as soon as the purpose is fulfilled, or the purpose of storage no longer applies. Data may also be stored if the European or national legislator has stipulated this in EU regulations, laws, or other provisions to which Rovjok is subject. The data will also be deleted, blocked, or anonymized if a storage period prescribed by the aforementioned provisions expires, unless there is a need for further storage of the data for the conclusion or fulfillment of a contract.

In case the personal data collected is subject to a contractual agreement between a Customer or User and Rovjok, which requires (extended) storage and processing, the separate Data Processing Agreement will govern the processing as laid down above.

6. Transfer of data and third-party services

Rovjok utilizes third-party services in connection with its Rovjok | Supply Monitor platform’s collection of information as described herein. Your personal information will be exclusively shared with carefully selected service providers and partner companies under contractual obligations. Moreover, we will only disclose your data to entities situated within the European Economic Area, thereby subject to EU data protection laws, or to those mandated to adhere to an equivalent level of protection, as determined by an adequacy decision from the European Commission. In cases where we engage service providers in non-European countries, we implement additional measures in line with Art. 44 et seq. GDPR. These measures are designed to ensure sufficient data protection during the transfer of personal information. This guarantees that the transfer is generally permissible and meets the specific requirements for transfers to non- European countries. Examples of such measures include entering EU standard contractual clauses and implementing additional technical and organizational safeguards.

The third-party providers Rovjok operates with are listed in Appendix 1 to this Privacy Policy, if not already listed within this Privacy Policy.

7. Third party links

Our Rovjok | Supply Monitor platform may contain links to third party websites. These external websites have their own privacy policies, and we are not responsible for their practices. We encourage you to review the privacy policies of these third-party websites directly. Unless explicitly stated, Rovjok has no affiliation, commercial or other relation with the third party to whom those websites belong.

8. Security measures

No method of transmission over the internet or electronic storage is entirely secure, thus we cannot guarantee absolute security. However, we implement appropriate and reasonable security measures to protect your personal information to the highest extent possible. Rovjok has administrative, technical, and physical safeguards in place that will act to protect any personal information that you give us. These safeguards protect you against accidental, unlawful, or unauthorized loss, modification, access disclosure or use.

That being said, it is important that you also take steps to protect your personal information like:

• Using a strong password with numbers, letters, and special characters.
• Not sharing your password with anyone, ever.
• Remembering to close the browser after using our Rovjok | Supply Monitor platform.

(III) Rovjok | Supply Monitor platform

1. Description of the processing of data

Upon accessing our Rovjok | Supply Monitor platform, certain data and information is automatically collected from your computer system in order to display and provide the Rovjok | Supply Monitor platform to you. The data that is collected is:

• Browser type information;
• User’s IP address;
• Date and time of access;
• Websites from which the user accesses our Rovjok | Supply Monitor platform;
• Websites that are accessed by the user via our Rovjok | Supply Monitor platform.

The data is also stored in the log files of our system. This data is not stored together with any of your other personal dat

2. Legal basis

The legal basis for the temporary storage of these data and log files is Art. 6 (1) lit. f GDPR.

3. Purpose of processing

Temporary storage of the IP address by the system is necessary to enable delivery of the Rovjok | Supply Monitor platform to your computer. For this purpose, your IP address must remain stored for the session.

The data is stored in log files to ensure the functionality of the Rovjok | Supply Monitor platform. We also use the data to optimize the Rovjok | Supply Monitor platform and to ensure the security of our information technology systems. The data is not analyzed for marketing purposes in this context.

These purposes also constitute our legitimate interest in data processing in accordance with Art. 6 (1) lit. f GDPR.

4. Duration of storage

The data is deleted as soon as it is no longer required for achieving the purpose for which it was collected.

5. Right to objection

The collection of data for the provision of the Rovjok | Supply Monitor platform and the storage of data in log files is absolutely necessary for the operation of the Rovjok | Supply Monitor platform. Consequently, you have no option to object.

(IV) Cookies

1. Description of the processing of data

We use cookies on our Rovjok | Supply Monitor platform to monitor, analyze and improve the Rovjok | Supply Monitor platform and services we offer to you. Cookies are text files that are stored in a computer system via an internet browser or by the internet browser on your computer system. When you access a website, a cookie may be stored on your operating system. This cookie contains a characteristic string of characters that enables the browser to be uniquely identified when the website is called up again and to differentiate the individual browser of the data subject from other internet browsers.

We use different cookies, some which are technically necessary to operate the Rovjok | Supply Monitor platform and guarantee the functioning and some, which improve the usability of our Rovjok | Supply Monitor platform for the users and are optional.

The following data is stored and transmitted in the technically necessary cookies for the functioning of the Rovjok | Supply Monitor platform:

• IP address;
• Language settings;
• Login information.

The following data is stored and transmitted in the optional cookies to improve the usability of the Rovjok | Supply Monitor platform and conduct analyses:

• Browser type/version information;
• Operating system;
• Internet service provider;
• IP address;
• Date and time of access;
• Websites from which the visitor accesses our Rovjok | Supply Monitor platform;
• Websites that are accessed by the visitor via our Rovjok | Supply Monitor platform;
• Entered search terms;
• Page views, number of visits, duration of visits;
• Interaction with features on the Rovjok | Supply Monitor platform.

When accessing our Rovjok | Supply Monitor platform, you are informed about the use of optional cookies for optimizing and analysis purposes and your consent to the processing of the personal data used in this context is obtained. In this context, reference is also made to this Privacy Policy.

2. Legal basis

The legal basis for the usage of technically necessary cookies is Art. 6 (1) lit. f GDPR.

The legal basis for the usage of optional cookies is Art. 6 (1) lit. a GDPR if you have given consent.

3. Purpose of processing

a) Technically necessary cookies

The purpose of using technically necessary cookies is to enable the use and secure functioning of the Rovjok | Supply Monitor platform. Some functions of our Rovjok | Supply Monitor platform cannot be offered without the use of cookies. For these functions, it is necessary for the browser to be recognized even after a page change.

We use technically necessary cookies for the following purposes:

• Supporting the security of the Rovjok | Supply Monitor platform;
• Enabling real-time content implementation and changes on the Rovjok | Supply Monitor platform;
• Caching translated content.

The data collected by technically necessary cookies is not used to create profiles of the data subjects.

These purposes also constitute our legitimate interest in the processing of personal data pursuant to Art. 6 (1) lit. f GDPR.

b) Optional cookies

The purpose of using optional cookies is to improve the quality of our Rovjok | Supply Monitor platform and its content. Through the optional cookies, we learn how the Rovjok | Supply Monitor platform are used and can thus constantly optimize our services.

• Analytics cookies

These cookies track information about visits to the Rovjok | Supply Monitor platform so that we can make improvements and report our performance, for example, analyze your behavior as to provide more relevant content or suggest certain activities. They collect information about how you use the Rovjok | Supply Monitor platform, which site you came from, the number of your visits and how long you stay on the Rovjok | Supply Monitor platform. We might also use analytics cookies to test new ads, pages, or features to see how visitors react to them.

• Advertising cookies

These cookies are predominantly placed by third party advertising platforms or networks in order to deliver ads and track ad performance, enable advertising networks to deliver ads that may be relevant to you based upon your activities on the Rovjok | Supply Monitor platform. For example, these cookies remember which browsers have visited the Rovjok | Supply Monitor platform.

• Functionality or preference cookies

During your visit to the Rovjok | Supply Monitor platform, cookies are used to remember information you have entered or choices you make (such as your username, language or your region) on the Rovjok | Supply Monitor platform.

4. List of cookies used

Please note that we do not have control over third party cookies, which are cookies set by domains other than the one being visited by you. These third-party cookies may be used by external services embedded within our Rovjok | Supply Monitor platform for purposes such as analytics, advertising, and social media integration. We encourage you to review the cookie policies of these third-party providers for more information on how they use cookies and how you can manage them. 

5. Duration of storage and right to objection

You can deactivate or restrict the transmission of cookies by changing the settings in your internet browser. Cookies that have already been saved can be deleted at any time. This can also be done automatically.

If cookies are deactivated for our Rovjok | Supply Monitor platform, it may no longer be possible to use all functions of the Rovjok | Supply Monitor platform to their full extent.

Some functions of our Rovjok | Supply Monitor platform cannot be offered without the use of cookies. You, therefore, cannot object to the usage of necessary cookies when using our Rovjok | Supply Monitor platform.

(V) Communication

1. Description of the processing of data through the contact form or email contact

There is a contact form on our website that can be used to contact us electronically. If you make use of this option, the data entered in the input mask will be transmitted to us and stored. The following data are required:

• First name;
• Last name;
• Company;
• Email address.

The following data are optional:

• Phone;
• Title/Position;
• Message.

The following data are also stored at the time the message is sent:

• Your IP address;
• Date and time of communication.

There is a contact form on our website in order to book a demo, for which the following data are required:

• Email address.

Your consent is obtained for the processing of the data as part of the sending process and reference is made to this Privacy Policy.

Alternatively, it is possible to contact us via any email address provided. In this case, your personal data transmitted with the email will be stored.

2. Legal basis

The legal basis for the processing of the data is Art. 6 (1) lit. a if you have given your consent.

The legal basis for processing data transmitted while sending an email is Art. 6 (1) lit. f GDPR.

3. Purpose of processing

The purpose of processing the concerned data is to facilitate your communication with Rovjok, to reply to communication requests, initiate contractual relations, documentation of communication related to contractual and pre-contractual relations and to operate communication management tools.

4. Duration of storage

The data are deleted as soon as they are no longer required for achieving the purpose for which they were collected.

5. Right to objection

You have the option to revoke to your consent, which results in ending the communication with Rovjok.

If the data is required to fulfill a contract or to carry out pre-contractual measures, premature deletion of the data is only possible insofar as contractual or legal obligations do not prevent deletion.

6. Description of the processing of data through the newsletter

We offer the possibility to register on our website to receive newsletters with tips, announcements of new features, events and other marketing information concerning Rovjok. This is based on your consent, and the data collected is that which you provide to us via the registration system:

• First name;
• Last name;
• Email address;
• Company name.

Your consent is obtained for the processing of the data as part of the registration process and reference is made to this Privacy Policy.

If you register for an account for accessing the Rovjok Platform, the email address associated with your account will subsequently be used for sending you newsletters with tips, announcements of new features, events and other marketing information concerning Rovjok. The following data is processed for the newsletter:

• First name;
• Last name;
• Email address.

These data are used exclusively for sending the newsletter.

7. Legal basis

Where you subscribe to a newsletter, the legal basis for the processing is Art. 6 (1) lit. a GDPR as you have given consent.

Where you create an account to use and access the Rovjok Platform, the legal basis for the processing is your consent to receive communication from Rovjok in compliance with § 174 (1), (3) Telecommunications Act (TKG 2021).

8. Purpose of processing

The purpose of processing the concerned data is to deliver the newsletter to you.

9. Duration of storage

The personal data in this context is only kept as long as the subscription to the newsletter is active, or until you manually unsubscribe from the communication or request to be removed from the communications.

10. Right to objection

You can unsubscribe from the newsletter at any time and can also withdraw consent from the storage of the processed data for the purposes of delivering the newsletter at any time.

(VI) Description of the processing of data through the helpdesk/chatbot

We offer the possibility to communicate with us/our helpdesk through our chatbot. This is based on your consent as you initiate the communication.

1. Description of the processing of data

The following data are collected if you are logged in:

• First name;
• Last name;
• Email address;
• Company name;
• Information on browser type and version;
• Date, time and approximate location from which the communication was initiated;
• Additional information provided by you.

2. Legal basis

When you initiate the communication through our chatbot the legal basis for the processing is Art. 6 (1) lit. a GDPR as you have given consent.

3. Purpose of processing

The purpose of processing the data concerned is to reply to your request and provide you with the necessary information or support.

4. Duration of storage

The data are deleted as soon as they are no longer required for achieving the purpose for which they were collected.

5. Right to objection

You have the option to revoke your consent, which results in ending the communication with Rovjok.

(VII) Customer/User relationship management and contract management

1. Description of the processing of data

Rovjok processes information in the course of managing the pre-contractual and contractual relations with Users or Customers. The following data are processed:

• Master data of the User/Customer and of the individuals acting on its behalf (first and last name, title, position, etc.);
• Contact data of the User/Customer and of the individuals acting on its behalf (company, telephone, email, physical business address);
• Correspondences with the User/Customer (logs, records, comments, offers, contracts, etc.);
• Data of the User/Customer (contracts, offers, presentations, etc.).

2. Legal basis

The legal basis for processing the data is Art. 6 (1) lit. c regarding legal retention obligations, and Art 6 (1) lit. f GDPR.

3. Purpose of processing

The purpose of processing is to manage the (pre-)contractual relations with Users and Customers and to comply with the legal requirements for retaining data.

4. Duration of storage

The data are deleted as soon as they are no longer required for achieving the purpose for which they were collected or to comply with retention obligations.

5. Right to objection

The processed data is necessary for our Customer/User information and relationship management, especially to perform our contracts, thus you have no option to object.

(VIII) Rovjok internal communication

1. Description of the processing of data

Rovjok communicates internally to coordinate the initiation and fulfilling of contracts with Users/Customers. The following data is processed:

• User/Customer (contracts, offers, presentations, etc.);
• Individuals acting on behalf of the User/Customer (name, email, position).

2. Legal basis

The legal basis for processing the data is Art 6 (1) lit. f GDPR.

3. Purpose of processing

The purpose of processing is to conclude and perform the contracts with the User/Customer and to document relevant communication.

4. Duration of storage

The data are deleted as soon as they are no longer required for achieving the purpose for which they were collected.

5. Right to objection

You have no option to reject, as we can only provide and operate our services based on internal communication.

(IX) Rights of the data subject

If your personal data is processed, you are a data subject within the meaning of the GDPR and you have the following rights towards the controller (Rovjok):

1. Right to Access

You can request confirmation as to whether personal data concerning you is being processed by us and if so, to which extent.

You have the right to request information as to whether the personal data concerning you is transferred to a third country or to an international organization. In this context, you may request to be informed of the appropriate safeguards pursuant to Art. 46 GDPR in connection with the transfer.

2. Right to rectification

You have a right to rectification and/or complete your data towards the controller if the processed personal data concerning you is incorrect or incomplete. The controller must make the rectification without undue delay.

3. Right to Restriction of Processing

You may request the restriction of the processing of your personal data pursuant to Art. 18 GDPR.

If the processing of personal data concerning you has been restricted, this data – apart from its storage – may only be processed with your consent or for the establishment, exercise, or defense of legal claims or for the protection of the rights of another natural or legal person or for reasons of important public interest of the European Union or one of its Member States.

If the processing has been restricted in accordance with the above conditions, you will be informed by the controller before the restriction is lifted.

4. Right to Erasure

You have the right to obtain from the controller the erasure of personal data concerning you without undue delay and the controller shall have the obligation to erase personal data without undue delay where one of the grounds of Art. 17 GDPR applies.

Where the controller has made the personal data concerning you public and is obliged pursuant to Art. 17 (1) GDPR to erase the personal data, the controller, taking account of available technology and the cost of implementation, shall take reasonable steps, including technical measures, to inform controllers which are processing the personal data that you as the data subject have requested the erasure by such controllers of any links to, or copy or replication of, those personal data.

The right to erasure does not apply if the processing falls within an exception pursuant to Art. 17 (3) GDPR.

5. Right to information

If you have asserted the right to rectification, erasure, or restriction of processing against the controller, the controller is obliged to notify all recipients to whom the personal data concerning you have been disclosed of this rectification or erasure of the data or restriction of processing, unless this proves impossible or involves a disproportionate effort.

You have the right towards the controller to be informed about these recipients.

6. Right to Data Portability

You have the right to receive the personal data concerning you, which you have provided to the controller, in a structured, commonly used, and machine-readable format. You also have the right to transmit this data or have it transmitted to another controller without hindrance from the controller to which the personal data has been provided.

7. Right to object

You have the right to object, on grounds relating to your situation, at any time to processing personal data concerning you based on Art. 6 (1) lit. e or f GDPR, including profiling based on those provisions.

The controller will no longer process the personal data concerning you unless the controller demonstrates compelling legitimate grounds for the processing which override your interests, rights, and freedoms or for the establishment, exercise or defense of legal claims.

8. Right to withdraw Consent

You have the right to withdraw your declaration of consent law at any time. The withdrawal of consent shall not affect the lawfulness of processing based on consent before its withdrawal.

9. Automated decision-making in individual cases, including profiling

You have the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning you or similarly significantly affects you.

10. Right to lodge a complaint with a supervisory authority

Without prejudice to any other administrative or judicial remedy, you have the right to lodge a complaint with a supervisory authority, in the Member State of your habitual residence, place of work or place of the alleged infringement if you consider that the processing of personal data relating to you infringes the GDPR.

(X) Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices. The latest version will be posted on this page with the effective date.

(XI) Contact Us

In order to exercise any of the above-mentioned rights or if you have any questions, concerns, or requests regarding this Privacy Policy, please contact us at info@rovjok.com

Appendix 1: List of third-party services 

Rovjok’s Supply Monitor tool is hosting its Services and data on Microsoft Azure servers in North and West Europe. The website www.rovjok.com is hosted by GoDaddy in the United States