VERTEX SERVICES PRIVACY POLICY
Updated 31.1.2025
Vertex Systems Oy (“Vertex”, “we”, “our” or “us”), collects, stores, and uses your personal information as a data controller in connection with and in order to provide and develop Vertex services (e.g. MyVertex, Vertex Sync), and any Vertex software products (together “Services”) according to this privacy policy (“Privacy Policy”) and The General Data Protection Regulation (“GDPR”).
CONTROLLER
Vertex Systems Oy
Business ID 0289214-5
Vaajakatu 9, FI-33720 Tampere, Finland
Telephone: +358 3 313411
CONTACT PERSON
Name: Pekka Moilanen
Telephone: +3583313411
Email: pekka.moilanen@vertex.fi
PERSONAL DATA PROCESSED AND SOURCE OF DATA
If you administer license subscriptions register and create a user account, you are a “User,” as further described in the Terms of Service.
The data processed includes the following information retrieved directly from the User or through the use of the Services:
• Title/area of responsibility (commercial, technical and invoicing)
• Name, email address, telephone number (work), address
• Data on your participation in trainings or events
• Your marketing consents and prohibitions
• Information on newsletter subscriptions
• Username
• Password
• Logs on the use of the Service
• IP addresses, operating system name and the browser name
• Other information you have provided.
The information stored in the register is obtained from the User or our customer with license subscription e.g. messages sent via web forms, e-mail, telephone, via social media services, contracts, customer meetings and other situations in which you disclose your information.
The Service may be available through the website. When using the Service via website, we will process data which is collected by means of cookies. This includes location where you are accessing the Service, which parts of Service you are using, and which browser you are using. When visiting our website data may also be collected for marketing purposes using Google Analytics, Google tag manager Microsoft Ads, Leadoo, Facebook pixel, Linkedin insight tag. You may refuse the use of non-essential cookies by selecting the appropriate setting on cookie settings. For more information on the use of cookies is provided in our Cookie Policy.
PURPOSE FOR PROCESSING OF PERSONAL DATA
We process personal data for the following purposes: for managing and developing User relationships. We also process your personal data for analyzing, planning and developing our business and services.
All the information and User content available in the Service and collected by Service may be used for in the investigation of any possible security breach and other possibility illegal and/or activity that violates Service’s Terms of service.
Sending of newsletter or electronic direct marketing is based on your consent.
WHO DO WE SHARE YOUR PERSONAL DATA WITH?
We do not share personal data with outsiders except where required by Finnish legislation or authorities.
We have branch offices in UK and Sweden. Personal data collected from customers of our branch offices are shared with us.
DO WE TRANSFER YOUR PERSONAL DATA TO A THIRD COUNTRY?
We do not transfer your personal information outside the EU/EEA.
HOW LONG DO WE STORE YOUR PERSONAL DATA?
We will store the personal data for as long as is necessary for the purposes for which they are processed or for complying with our legal obligations. We regularly review the necessity of keeping the data and delete data when they no longer are necessary for the purpose they were collected.
If you have subscribed to newsletter or consented to electronic direct marketing, we will send you newsletter or electronic direct marketing until you withdraw your consent.
Right of access
You have the right to obtain from us a confirmation as to whether we process personal data concerning you. You also have the right to access personal data concerning you as well as information on the processing of your personal data as set out in the GDPR.
If you exercise your right to access the information, we will provide you with a copy of the personal data we process. If you request multiple copies, we may charge a reasonable fee for them based on administrative costs.
Right to rectification
You have the right to request us to rectify any incorrect data without undue delay. You also have the right to have incomplete personal data completed by providing a supplementary statement.
Right to erasure
You have the right to obtain from us the erasure of personal data concerning you without undue delay if:
• your personal data are no longer needed for the purposes for which they were collected or otherwise processed;
• you withdraw consent on which the processing is based and there are no other legal grounds for the processing of such data;
• you object to the processing of your personal data on ground relating to your particular situation and there are no legitimate grounds for processing, or you oppose the processing of your personal data for direct marketing purposes;
• we have processed personal data unlawfully; or
• personal data have to be erased for compliance with a legal obligation we are subject to.
Right to restriction of processing
You have the right to obtain from us restriction of processing so that your personal data may, with the exception of storage, be processed only with your consent or for the establishment, exercise or defense of legal claims or to protect the rights of another person if:
• you contest the accuracy of your personal data, in which case we will restrict processing for a period enabling us to verify the accuracy of your personal data;
• we process your personal data unlawfully and you oppose the erasure of the personal data and request the restriction of their use instead;
• we no longer need your personal data for the purposes of the processing, but you require them for the establishment, exercise or defence of legal claims; or
• you have objected to the processing of your personal data on grounds relating to your particular situation and you wait for the verification whether our legitimate grounds override the grounds of your objection.
Right to data portability
You have the right to receive the personal data provided to us by you in a structured, commonly used and machine-readable format and the right to transmit those data to another controller if:
• our processing is carried out by automated means; and
• the processing is based on your consent or is necessary for the performance of our agreement or for the implementation of pre-contractual measures upon your request.
The right to data portability is limited to conduct which does not adversely affect the rights and freedoms of others.
Right to object to processing of personal data
You have the right to object to the processing of your personal data on grounds relating to your particular situation if there are no legitimate grounds for the processing.
Further, you have the right to object to the processing of your personal data for direct marketing purposes and to cancel ordered newsletter. You can prevent the sending of electronic direct marketing or newsletter by clicking the adjacent link cancel subscription.
RIGHT TO WITHDRAW CONSENT
To the extent that the processing of personal data is based on your consent, you have the right to withdraw your consent to the processing of personal data at any time. Withdrawal of consent does not affect the lawfulness of the processing we have carried out prior to withdrawal.
RIGHT TO LODGE A COMPLAINT WITH A SUPERVISORY AUTHORITY
You have the right to lodge a complaint with the Data Protection Ombudsman if you think that your rights under the General Data Protection Regulation have been infringed in the processing of the personal data. The supervising authority in Finland is Data Protection Ombudsman (www.tietosuoja.fi).
HOW DO WE ENSURE DATA SECURITY IN THE PROCESSING OF PERSONAL DATA?
We store your personal data in systems which protect information you provide to us from loss, misuse, and unauthorized access or disclosure with firewalls, personal user rights and passwords and other technical and organizational measures generally accepted in the field at the time.
Only User and system administrators have access to the personal information. User and system administrators have to login to the Service with personal username and password to see, alter or delete personal information.
VALIDITY
We may change this Privacy Policy from time to time, and if we do, we will post any changes on our website. If you continue to use the Services after those changes are in effect, you agree to the revised Privacy Policy.
