Vertex Systems Privacy Statements
Customer Register Privacy Statement
Updated May 16, 2018
Section 10, Personal Data Act (523/99)
General Data Protection Regulation (GDPR) (EU) 2016/679
Controller
Vertex Systems Oy
Business ID 0289214-5
Vaajakatu 9, FI-33720 Tampere, Finland
Telephone: +358 3 313411
Contact person in matters concerning the register
Name: Kai Ojalammi
Address: Vaajakatu 9, FI-33720 Tampere, Finland
Telephone: +3583313411
Email: kai.ojalammi@vertex.fi
1. Name of the register
Vertex Systems Oy customer register.
2. The purpose of the processing of personal data
The purposes of the customer register are to perform customer communications, maintain customer relationships, general communications and marketing.
3. Data content of the register
The data content of the register includes the following information retrieved directly from the customer:
- Company name
- Contact information
- Business ID
- Contact persons (commercial, technical and invoicing)
- The name, email address, telephone number (work), title/area of responsibility, language of the contact persons
- Invoicing information
- Participation in trainings
The Vertex software suite may send user data to Vertex Systems Oy during the use of the software. The purpose of this data is to verify the credentials to access the software and to improve the quality of the software and user experience. These data include, but are not limited to, IP addresses and other unique system data.
The customer is responsible for the accuracy of the data and updating them whenever necessary.The continuously and automatically accumulated data content includes a history of created proposals, purchases, projects and the related communications. Data retrieved from third parties may include credit details and other corresponding data that third parties provide as publicly available business information services. Details can also be checked using public administration sources.
4. Regular sources of data
The customer register data content are retrieved via a customer relationship.
5. Regular disclosure of data
We shall not disclose personal data concerning our customers to third parties, except in cases described below.
Service providers: We are assigning certain reliable third parties to conduct certain functions and services on behalf of Vertex Systems Oy. We shall disclose your personal data to these third parties, but only to the extent necessary for the purposes of performing these operations and service provision and according to such binding contractual obligations that require these third parties to maintain privacy and data security.
Public authorities such as law enforcement agencies: Vertex Systems Oy is co-operating with the Government and law enforcement agencies or private operators in order to comply with the law. We reserve the right to disclose data concerning you to the Government, law enforcement agencies or private operators to the extent we deem to be necessary or appropriate for the purposes of defending against claims or in judicial proceedings (including summons), protecting the property and rights of Vertex Systems Oy or a third party, ensuring the safety of the public or an individual, preventing or stopping unlawful, unethical or actionable activities or complying with the law.
6. Transfer of data outside the EU or EEA
Designated Vertex Group employees have limited access to the data content defined in section 3 (first name, last name, title, telephone number (work), user ID, department).
7. Rights of requesting the inspection, rectification and erasure of data.
According to the applicable data protection legislation, persons have the right to be informed about the processing of their personal data and the right to request an inspection of their personal data in our registers. Persons have the right to request the rectification or erasure of inaccurate personal data in our registers. In addition, persons have the right to object and withdraw their consent regarding the processing of their personal data, insofar as the processing is based on consent, and to request a restriction of processing of their personal data.
Operational model:
- Regarding requests concerning the inspection, rectification and/or erasure of personal data, please contact the Vertex Systems Register Oy contact person personally.
- You will be provided with a personal data inspection request form by mail.
- Submit the form by delivering it personally to Vertex Systems Oy and be prepared to provide a proof of your identity.
- Arrange a meeting for the processing of the request.
- Matters related to the inspection request are discussed in the meeting.
- If necessary, we will provide you with a reply to the matters concerning the inspection request within a month, unless there are specific reasons to prolong the processing period.
- We reserve the right to decline to fulfill your request on applicable statutory grounds.
8. Principles of register protection and data retention
Vertex Systems Oy takes the matter of protecting your personal data very seriously. We use administrative, physical and electronic measures to secure your data from unauthorized access. We collect the data in databases that are protected by firewalls, passwords and other technical measures. The databases and their back-up copies are located in locked premises and they can only be accessed by certain designated people. Although we are trying to ensure the security and integrity of the personal data, we cannot guarantee that the implemented safeguards will prevent third parties and so-called hackers from accessing the personal data by means of unlawful processes. We will inform you of all violations related to the protection, confidentiality and integrity of unencrypted and electronically stored personal data in accordance with the law, in an appropriate time period and without undue delay in a manner that corresponds (i) to the principles of complying with the law or (ii) defining the extent of the violation and restoring the reasonable integrity of the data system.
Obsolete and unnecessary data are erased in an appropriate manner. We shall retain the personal data only as long as is necessary for the purposes of performing the processing of personal data described in this privacy statement. Based on obligations described in the Accounting Act or other applicable legislation, the data may have to be retained for a longer period of time.
Marketing Register Privacy Statement
Section 10, Personal Data Act (523/99)
General Data Protection Regulation (GDPR) (EU) 2016/679
Controller
Vertex Systems Oy
Business ID 0289214-5
Vaajakatu 9, FI-33720 Tampere, Finland
Telephone: +358 3 313411
Contact person in matters concerning the register
Name: Pekka Moilanen
Address: Vaajakatu 9, FI-33720 Tampere, Finland
Telephone: +3583313411
Email: pekka.moilanen@vertex.fi
1. The name and data subjects of the register
Vertex Systems Oy marketing register.The personal data processed in the register includes the personal data of our customers, potential customers, partners and their representatives.
2. The purpose of and the legal basis for the register
Personal data are used to maintain our customer relationships and perform targeted customer communication to provide you with content corresponding to your interests. In addition, the data are used for marketing purposes.The legal basis for the processing of personal data is our legitimate interest to maintain business relationships and to communicate about and market our products, services and events to the data subjects. Based on your consent, you will also be sent electronic direct marketing messages. The personal data are processed according to the applicable legislation, and particularly the General Data Protection Regulation (GDPR).
3. Data content of the register
The collected data include the name, telephone number, email address and postal address of natural persons and other data provided by them. Cookies help us acquire quantitative data about people who visit our website that we can use while designing our marketing, for example. This enables us to target our communications as accurately as possible.
The following data of a data subject can be stored:
- The person’s name, email address and job title/area of responsibility
- Company name, contact information and industry
- Telephone number
- Data related to marketing and sales promotions, such as the data subject’s participation in competitions, webinars and events
- Other data provided by the person
4. Regular sources of data
The personal data are primarily provided directly by the data subject. The data are acquired via Vertex Systems Oy’s website (contact and order forms, material downloads) and by signing up to events arranged by Vertex Systems Oy.
Other sources of data include various customer contacts, such as fairs, seminars, personal sales efforts, competitions, etc. Data subjects shall be informed about the possible use of their contact information for marketing purposes whenever said information is requested.We also use cookies, and visiting our website allows us to store your IP address information. Personal data can also be collected and updated via companies that provide services concerning personal data.
5. Regular disclosure of data
We shall not disclose personal data concerning our customers to third parties, except in cases described below.
Service providers: We are assigning certain reliable third parties to conduct certain functions and services on behalf of Vertex Systems Oy. We shall disclose your personal data to these third parties, but only to the extent necessary for the purposes of performing these operations and service provision and according to such binding contractual obligations that require these third parties to maintain privacy and data security.
Public authorities such as law enforcement agencies: Vertex Systems Oy is co-operating with the Government and law enforcement agencies or private operators in order to comply with the law. We reserve the right to disclose data concerning you to the Government, law enforcement agencies or private operators to the extent we deem to be necessary or appropriate for the purposes of defending against claims or in judicial proceedings (including summons), protecting the property and rights of Vertex Systems Oy or a third party, ensuring the safety of the public or an individual, preventing or stopping unlawful, unethical or actionable activities or complying with the law.
6. Transfer of data outside the EU or EEA
Designated Vertex Group employees have limited access to the data content defined in section 3.
7. Rights of requesting the inspection, rectification and erasure of data.
You have the right to object to the processing of your personal data for the purposes of direct marketing at any time. All direct email messages sent by Vertex Systems Oy include a statutory link that you can follow to prevent direct emails being sent to your email address in the future.
In addition, you have the right to:
- be informed about the processing of your personal data
- inspect your contact details subject to our processing
- request the rectification and complementation of inaccurate personal data
- request the erasure of your personal data
- withdraw your consent and object to the processing of your personal data insofar as the processing of your personal data is based on your consent
- object to the processing of your personal data on the basis of a special personal situation insofar as the basis for the processing of your personal data is in our legitimate interest
- request a restriction to the processing of your personal data
8. Principles of register protection and data retention
Vertex Systems Oy takes the matter of protecting your personal data very seriously. We use administrative, physical and electronic measures to secure your data from unauthorized access. We collect the data in databases that are protected by firewalls, passwords and other technical measures. The databases and their back-up copies are located in locked premises and they can only be accessed by certain designated people. Although we are trying to ensure the security and integrity of the personal data, we cannot guarantee that the implemented safeguards will prevent third parties and so-called hackers from accessing the personal data by means of unlawful processes. We will inform you of all violations related to the protection, confidentiality and integrity of unencrypted and electronically stored personal data in accordance with the law, in an appropriate time period and without undue delay in a manner that corresponds (i) to the principles of complying with the law or (ii) defining the extent of the violation and restoring the reasonable integrity of the data system.
Obsolete and unnecessary data are erased in an appropriate manner. We shall retain the personal data only as long as is necessary for the purposes of performing the processing of personal data described in this privacy statement. Based on obligations described in the Accounting Act or other applicable legislation, the data may have to be retained for a longer period of time.
Recruitment Registry Privacy statement
Section 10, Personal Data Act (523/99)
General Data Protection Regulation (GDPR) (EU) 2016/679
Controller
Vertex Systems Oy
Business ID 0289214-5
Vaajakatu 9, FI-33720 Tampere, Finland
Telephone: +358 3 313411
Contact person in matters concerning the register
Name: Reijo Havonen, CEO
Address: Vaajakatu 9, FI-33720 Tampere, Finland
Telephone: +358 3 313411
Email: reijo.havonen@vertex.fi
1. The name of and legal basis for the register
Recruitment register. Applicants can submit an application for a specific position or an open application by email at: rekry@vertex.fi.
2. The purpose of the processing of personal data
To process and store applications received by Vertex Systems Oy and their appendices.
3. Data content of the register
The register may include the following information on the applicant:
- the applicant’s basic details (first and last name, date of birth, personal identification number)
- contact information: postal address, email address
- job application, résumé and photo
- education and work experience, transcript of academic records, portfolios
- data provided by the applicant in free format (interview, tests)
- name and contact information of referees
- data provided by a recruitment company
4. Regular sources of data
The sources of personal data are the data provided by the applicant directly for the purposes of applying for the job and the data provided by a referee to Vertex Systems Oy or to a recruitment company upon recruitment.
5. Regular disclosure of data
We shall not regularly disclose personal data concerning applicants to third parties, except in cases described below.
Service providers: We are assigning certain reliable third parties to conduct recruitment and testing services on the behalf of Vertex Systems Oy. We shall disclose your personal data to these third parties, but only to the extent necessary for the purposes of performing these operations and service provision and according to such binding contractual obligations that require these third parties to maintain privacy and data security.
Public authorities such as law enforcement agencies: Vertex Systems Oy is co-operating with the Government and law enforcement agencies or private operators in order to comply with the law. We reserve the right to disclose data concerning you to the Government, law enforcement agencies or private operators to the extent we deem to be necessary or appropriate for the purposes of defending against claims or in judicial proceedings (including summons), protecting the property and rights of Vertex Systems Oy or a third party, ensuring the safety of the public or an individual, preventing or stopping unlawful, unethical or actionable activities or complying with the law.
6. Transfer of data outside the EU or EEA
The data are not transferred.
7. Rights of requesting the inspection, rectification and erasure of data.
According to the applicable data protection legislation, persons have the right to be informed about the processing of their personal data and the right to request an inspection of their personal data in our registers. Persons have the right to request the rectification or erasure of inaccurate personal data in our registers. In addition, persons have the right to object and withdraw their consent regarding the processing of their personal data, insofar as the processing is based on consent, and to request a restriction of processing of their personal data.
Operational model:
Regarding requests concerning the inspection, rectification and/or erasure of personal data, please contact the Vertex Systems Register Oy contact person personally.
- You will be provided with a personal data inspection request form by mail.
- Submit the form by delivering it personally to Vertex Systems Oy and be prepared to provide a proof of your identity.
- Arrange a meeting for the processing of the request.
- Matters related to the inspection request are discussed in the meeting.
- If necessary, we will provide you with a reply to the matters concerning the inspection request within a month, unless there are specific reasons to prolong the processing period.
- We reserve the right to decline to fulfill your request on applicable statutory grounds.
8. Data erasure
Personal and application data and the reports of aptitude tests are erased after the recruitment process has ended. By derogation and with the applicant’s consent, we can retain the applications for one year for later use.
9. Principles of register protection and data retention
The personal data are kept confidential. Only those people employed by Vertex Systems Oy who require these data to perform their work assignments can access the register. The personal data are protected by technical and organizational measures. The data network and equipment of the controller and possible IT partners (technical and organizational safeguards) that contain the register are protected by a firewall and other necessary technical measures. Although we are trying to ensure the security and integrity of the personal data, we cannot guarantee that the implemented safeguards will prevent third parties and so-called hackers from accessing the personal data by means of unlawful processes. We will inform you of all violations related to the protection, confidentiality and integrity of unencrypted and electronically stored personal data in accordance with the law, in an appropriate time period and without undue delay in a manner that corresponds to the principles of complying with the law or defining the extent of the violation and restoring the reasonable integrity of the data system.
10. Children’s privacy
Vertex Systems Oy does not collect personal data from children under 16. Data on children under 16 are collected only for the purpose of fulfilling statutory obligations.
Help Center Register Privacy Statement
Section 10, Personal Data Act (523/99)
General Data Protection Regulation (GDPR) (EU) 2016/679
Controller
Vertex Systems Oy
Business ID 0289214-5
Vaajakatu 9, FI-33720 Tampere, Finland
Telephone: +358 3 313411
Contact person in matters concerning the register
Name: Panu Outinen
Address: Vaajakatu 9, FI-33720 Tampere, Finland
Telephone: +3583313411
Email: panu.outinen (at) vertex.fi
1. The name of and legal basis for the register
The name of the register is Vertex Help Center support service (the service is produced with Jira Service Desk software). Use of the service (register) is based on a customer relationship or a separate agreement.
2. The purpose of the processing of personal data
The purpose of the processing of personal data is the personal, efficient and comprehensive service of customers in problem situations. The support service is intended for:
Solving problems using the software.
Collecting, analyzing, and reporting suspected software bugs.
Collecting software development ideas from customer feedback.
The service is available to users of the following Vertex software:
G4 Mechanical Engineering
G4Plant Plant Design
G4PI Piping & Instrumentation Diagram
ED Electrical Design
HD Hydraulic Diagram
Flow data management
InD Kitchen Design
3. Data content of the register
User account:
Email address,
First name,
Last name,
Company name.
Use-phase data of the service:
Support requests with attached files.
4. Regular sources of data
Based on a customer relationship or an agreement made with a partner. The person (user) registers his or her personal data in the service.
5. Regular disclosure of data
Vertex Systems Oy is co-operating with the Government and law enforcement agencies or private operators in order to comply with the law. We reserve the right to disclose data concerning you to the Government, law enforcement agencies or private operators to the extent we deem to be necessary or appropriate for the purposes of defending against claims or in judicial proceedings (including summons), protecting the property and rights of Vertex Systems Oy or a third party, ensuring the safety of the public or an individual, preventing or stopping unlawful, unethical or actionable activities or complying with the law.
6. Transfer of data outside the EU or EEA
Designated Vertex Group employees have limited access to the data content defined in section 5.
7. Right of access
Each person is entitled to review the information contained by their respective profiles.
8. Right of rectification or erasure
According to the applicable data protection legislation, persons have the right to be informed about the processing of their personal data and the right to request an inspection of their personal data in our registers. Persons have the right to request the rectification or erasure of inaccurate personal data in our registers. In addition, persons have the right to object and withdraw their consent regarding the processing of their personal data, insofar as the processing is based on consent, and to request a restriction of processing of their personal data.
Operational model:
Regarding requests concerning the inspection, rectification and/or erasure of personal data, please contact the Vertex Systems Register Oy contact person personally.
You will be provided with a personal data inspection request form by mail.
Submit the form by delivering it personally to Vertex Systems Oy and be prepared to provide a proof of your identity.
Arrange a meeting for the processing of the request.
Matters related to the inspection request are discussed in the meeting.
We reserve the right to decline to fulfill your request on applicable statutory grounds.
9. Principles of register protection and data retention
Vertex Systems Oy takes the matter of protecting your personal data very seriously. We use administrative, physical and electronic measures to secure your data from unauthorized access. We collect the data in databases that are protected by firewalls, passwords and other technical measures. The databases and their back-up copies are located in locked premises and they can only be accessed by certain designated people. Although we are trying to ensure the security and integrity of the personal data, we cannot guarantee that the implemented safeguards will prevent third parties and so-called hackers from accessing the personal data by means of unlawful processes. We will inform you of all violations related to the protection, confidentiality and integrity of unencrypted and electronically stored personal data in accordance with the law, in an appropriate time period and without undue delay in a manner that corresponds (i) to the principles of complying with the law or (ii) defining the extent of the violation and restoring the reasonable integrity of the data system.
The Help Center support service is implemented with Atlassian Jira Service Desk software (Atlassian’s privacy : https://www.atlassian.com/legal/privacy-policy-may-25th).
10. Children’s privacy
Vertex Systems Oy does not collect personal data from children under 16. Data on children under 16 are collected only for the purpose of fulfilling statutory obligations.
