Valoya is not in the business of data collection. The minimal amount of data that is collected is standard practice and is protected according to GDPR and other regulations.
This privacy notice discloses the privacy practices for www.valoya.com (hereunder: website), www.radiation.valoya.com (hereunder: Light Planning Tool or LPT) and www.lightdna.valoya.com (hereunder: LightDNA Platform) or the three platforms collectively hereunder: websites. Valoya strives to align its practices with the General Data Protection Regulation (GDPR). Your data will never be sold to third parties.
Our basis for processing any personal data is conducting our business (delivering orders, purchasing services from suppliers, interacting with media representatives etc). Some of this data may be made available to third parties some of which may be outside the EU / EEA area such as: our CRM platform, our website traffic analytics platforms, our shipping services suppliers etc. all of which falls under regular business activities. Valoya is NOT in the business of selling, trading or capitalizing on this data in any other way.
This privacy notice will notify you of the following:
The reasons why we may collect and process data:
Information Collection, Use, and Sharing
Voluntarily Provided Data
The data you voluntarily provide to us may include your name, e-mail, phone number and other personal identifiers that you have voluntarily submitted through the valoya.com/contact form, sent to us through e-mail or submitted to us in the process of creating your LTP or LightDNA Platform account. This data will be used to complete the business activity of mutual interest (sale, information sharing etc.). The third parties that may have access to this data include our CRM system, our file storage system and other similar platforms used for data management. The data is stored safely on these platforms. None of this data will be sold or exchanged for any other kind of value to any other third parties. Once the business interaction for which you have contacted us has been complete, we will still store this data so as to deliver customized service and to build and maintain a customer relationship. We also store it for our own business analytics purposes as is common in any business worldwide.
This data may be deleted from all our storage systems if you choose to request that. You can contact us through our contact form (www.valoya.com/contact) or write to sales (at) valoya.com requesting to be forgotten and we commit to fulfilling this request latest one month after it has been made. Please be aware that to use our LPT or LightDNA Platform we need to have this basic data that you provided us.
If you have shared your e-mail with us for the purpose of receiving our marketing communications then you will have an option to opt-out of it yourself, with every communications piece that you receive (e.g. a clearly marked unsubscribe option at the bottom of each newsletter). Once you decide to opt-out, your data is automatically removed from our data storage system.
Automatically Collected Data
This includes recording what our websites’ visitors click on and which parts of our websites they browse. This is a common practice and is further explained in the ‘Cookies’ section below. We do not record your clickstream outside of our websites. Valoya is not in the business of selling advertising space on its website, thus we have no interest nor capability of collecting this kind of data.
To Whom Do We Disclose Data and Do We Transfer Data Outside EU or EEA?
We both process data ourselves and use various platforms that enable effective running of our business. The third party platforms we share data with are:
Some of these companies may have servers and store data outside the EU/EEA area. Furthermore, some of our employees who reside outside the EU / EEA area have access to some of this data.
Occasionally, individual customer data is shared with some of our local distributors. They provide local service and support and for the completion of the contract they receive customer information such as company name, customer name, shipping address etc. Our distributors bear the legal responsibility for managing the handed over customer data according to all existing regulations such as GDPR.
Your Access to and Control Over Information
You may opt out of any future contacts from us at any time. According to the General Data Protection Regulation (GDPR) you have right to:
GDPR is an EU wide regulation and the strictest personal data protection regulation globally at the moment. If you choose that we delete any data that we may have on you, please send this request to sales (at) valoya.com.
We take precautions to protect your information. When you submit sensitive information via the websites, your information is protected both online and offline. We transmit your personal data securely using encryption. We do this using the coding system SSL (Secure Socket Layer) / HTTPS (hypertext transfer protocol secure). All persons within our company that may have access to parts or all of this data, do so by using personal usernames and passwords for platforms on which this data is stored. All our computers are protected with anti-virus software applications.
Valoya will occasionally send out surveys to its customers and resellers. These are solely for the purpose of improving our products and our service. No personal data shall be collected in these surveys and all information provided shall be anonymous. This data will be processed using one or more of the following 3rd party data processing platforms: Survey Monkey, MailChimp and Pipedrive. All of these 3rd party data processing platforms are GDPR compliant. The data will be stored for the purpose of comparing the scores of the survey with surveys to follow and understand in which key performance indicators we are improving and in which ones we are not.
Valoya sends us various newsletters to subscribers, webinar audiences, its resellers etc. To receive newsletters from Valoya, explicit consent will have to be given upon subscribing. Valoya’s resellers receive newsletters by default as they are the official communication channel, integral to the reseller status with Valoya.
Every newsletter will come with an opt-out option at the bottom.
The personal data you provide to us within the recruitment process will be used for the assessment of your application and for the execution of the employment relationship, in the case that an employment relationship is established. All of the data on you that we will have access to will be the data which you will have provided to us in your resume, application letter and potential other appendices to your application, as well as from headhunters in certain cases. We may also access your publicly available data from platforms such as LinkedIn and Monster.com, however we will not store this data locally.
Should we decide to not proceed with your application, your data will be removed immediately after the application process. In the case that you have been included in the interviewing process but did not get an employment offer at the end of it, we will keep your data for the eighteen months after the selection process in the event of a more suitable position becoming available in our company for which we would like to consider you.
These websites contain links to other sites. Please be aware that we are not responsible for the content or privacy practices of such other sites. We encourage our users to be aware when they leave our site and to read the privacy statements of any other site that collects personally identifiable information.
How Do We Protect the Data and How Long Do We Store Them?
The information is collected into databases protected by firewalls, passwords and other technical measures. The databases and the backup copies of them are in locked premises and can be accessed only by certain pre-designated persons. Each user has a personal username and password to the systems where personal data are stored. Data is stored until its owner requests for it to be deleted. The personally non-identifiable data (such as clickstream history, LPT reports etc.) may be stored further on for the purpose of analytics.
The Light Planning Tool and the LightDNA Platform
These two websites are accessible only to Valoya’s staff and subcontractors, Valoya’s resellers, certain customers and certain other persons as part of a mutual agreement. To be able to use these platforms the user has to submit the personal data requested. This data is stored according to the practices outlined above. In case a person stops being a user of either of the two platforms his/her personal data will be removed, however various reports and other technical data that he/she made in the platforms will remain. Valoya owns these reports and other technical data and they will be stored indefinitely for business analytics purposes. These reports may include personal identifiers like name, surname, company etc. but will not be stored for the purpose of identifying the former user who created them. These will be stored for business analytics purposes and as evidence of past interaction, in the same way we store all our invoices.