Service Privacy Policy

1. PURPOSE

Your privacy is important to us. When you use Systam services, you entrust us with your information. This Privacy Statement aims to help you understand what data we collect, why we collect it, and how we use it. Our goal is to be transparent about what information we collect so you can make informed decisions about its use.

This Policy applies to the Systam Platform, as well as other Systam services that display this policy, including Systam websites, apps, add-ins, plugins, and software. We will seek your consent before using your information for purposes other than those outlined in this Policy.

In the event of a conflict between this privacy policy and the terms of any agreement(s) between a customer and Systam, the terms of those agreement(s) will take precedence.

2. PERSONAL DATA WE COLLECT

Systam collects data to operate effectively and provide you with the best possible experience. You provide some of this data directly, such as when you create a Systam account, invite guests, book a meeting room, use our web portal, or contact us for support.

We also collect data by recording how you interact with our services through technologies like cookies and by receiving error reports or usage data from software running on your device.

The data we collect depends on the services and features you use and includes the following:

• Name and contact data (if you have a Systam account or are granted an employer account). We collect your first and last name, email address, phone number, and other similar contact data.
• Credentials. We collect login and passwords (for admin users) and similar security information used for authentication and account access.
• Demographic data. We collect data about you such as your country and preferred language.
• Billing data (for organizational accounts only). We collect data necessary to process your payment if you make purchases.
• Usage data. We collect data about how you and your device interact with our services, including the features you use and items you purchase. This also includes data about your device and the network you use to connect to our services.
• Location data. We collect data about your location derived from your IP address or other less precise data.
• Content. We collect the content of your meetings and communications when necessary to provide you with the services you use. For example, if you invite guests or book a meeting room, this can include emails, start/end times of a meeting, and other related information.

We also collect the content of the messages you send to us, such as feedback and product reviews you write, or questions and information you provide for customer support.

You have choices about the data we collect. When you are asked to provide personal data, you may decline. However, if you choose not to provide data necessary to provide a service, you may not be able to use some features or services.

Data Processing Agreement must be entered into between Systam and any customer before signing up on the Systam Platform.

3. HOW WE USE PERSONAL DATA; DISCLOSURE OF PERSONAL DATA 

We use the information we collect from all of our services to provide, maintain, protect, and improve them, to develop new ones, and to protect Systam and our users.

Systam uses the data we collect for two primary purposes: (1) To operate our business and provide (including improving and personalizing) the services we offer to you, and (2) to send communications, including promotional communications for other Systam solutions, that will help you enhance your use of the Systam solution.

In carrying out these purposes, we combine data we collect through the various Systam services you use to give you a more seamless, consistent, and personalized experience.

• Providing and improving our services. We use data to provide and improve the services we offer and perform essential business operations. This includes operating the services, maintaining and improving their performance, developing new features, conducting research, and providing customer support. Examples include:
  • Providing the Services. Carrying out transactions with you and providing personalized features.
  • Customer support. Diagnosing service problems and providing customer care and support services.
  • Product Activation. Using data to activate software and devices that require activation.
  • Service Improvement. Continually improving our services.
  • Security, Safety, and Dispute Resolution. Protecting the security and safety of our services and customers, detecting and preventing fraud, confirming software license validity, resolving disputes, and enforcing agreements.
  • Investigations of Questionable Activity. Disclosing information to cooperate in investigations of fraud or other illegal activity, or to conduct investigations of violations of our user agreements.
  • Business Operations. Developing aggregate analysis and business intelligence.
  • Sale of Business. In the event of a merger or acquisition, the successor company would have access to the information maintained by us but would continue to be bound by this Policy.
• Communications. We use the data we collect to deliver and personalize our communications with you. This includes informing you when a subscription is ending, security updates, updates about a service or repair request, or actions needed to keep your account active. You can sign up for email subscriptions and choose whether to receive promotional communications from Systam.
• Data retention. We retain your personal information for as long as necessary to fulfill the purposes outlined in this privacy policy, or as required by law.
  The data retention period is automatically managed based on the settings defined by the user organization, or, if not specified, by the default retention period established by Systam.
  Once the retention period expires, we will securely delete or anonymize the data in accordance with applicable laws and regulations.
  Users may also request the deletion of their data at any time, and we will review such requests in compliance with legal obligations and operational requirements.

4. ADVERTISING AND DATA SHARING

Systam services are not supported by advertising. We don’t use the data we collect to help select ads – whether on our services or services offered by third parties. We don’t support advertisements based on your current location, search, or the content you are viewing. We don’t target ads based on your likely interests or other information that we learn about you over time using demographic data, search queries, usage data, and location data. Systam does not use what you say in emails or chats, or your documents, or other files to target ads to you.
Systam does not do data sharing, either in terms of sharing reports about the data we have collected, or in terms of directly sharing data with service providers to permit them to provide services on our behalf or to a partner.

5. COOKIES AND SIMILAR TECHNOLOGIES 

For information about how we use cookies and similar technologies on our websites, including the types of cookies we use and how to manage your cookie preferences, please refer to our cookie policy.

6. A SYSTAM ACCOUNT 

With a Systam account, you can sign into Systam services, as well as those of select Systam partners. When you create your Systam account or Systam organization account, we refer to that account as a personal Systam account. When your account is created and provided to you by your organization, such as your employer, we refer to that account as an employer account with limited access to features and settings.

• Signing in. When you sign into your Systam account, we create a record of your sign-in, which includes the date and time, information about the service you signed into, your sign-in name, the unique number assigned to your account, a unique identifier assigned to your device, your IP address, and your operating system and browser version.
• Creating and using your Systam account. When you create a Systam account, you will be asked for certain personal data, and we will assign a unique ID number to identify your account and associated information. While some services, such as those involving payment, require a real name, you can sign into and use some Systam services without providing your real name. Some data you provide, such as your display name, email address, and phone number, can be used to help others find and connect with you within Systam services.
• Signing into Systam. Signing into your account enables improved personalization, provides seamless and consistent experiences across services, and allows you to access other enhanced features and settings. When you sign into your account, you will stay signed in until you sign out. When you are signed in, some services will display your name or username and your profile photo (if you have added one to your profile) as part of your use of Systam services, including in your communications, social interactions, and public posts.
• Using employer accounts. You can sign into certain Systam services with a Systam employer account. If you sign in to Systam services with an employer account, the owner of the domain associated with your email address may control and administer your account, and access and process your data, including the contents of your communications and files. Your use of the services may be subject to your organization’s policies, if any. Systam is not responsible for the privacy or security practices of these organizations, which may differ from those of Systam. If your organization is administering your use of the Systam Services, please direct your privacy inquiries to your administrator.
• Third-party Logins. If you use a third-party service such as Microsoft or Google to log in, we process the personal data that you have agreed to share with us via the third-party platform in question. This data might include your name, email address and other details necessary to provide our services.

  Please review the privacy notices presented to you by these third-party services when linking your accounts for details on the information Systam receives.

  We do not share the personal data received from third-party platforms with any external parties, except as required to provide our services, fulfill legal obligations, or protect our users and systems.

RIGHT OF OPT-OUT, ACCESS, AND CORRECTION

We provide individuals with the opportunity to “opt-out” of having their personally identifiable information collected by us. European data protection legislation gives individuals the right to access, review, and correct their data. To request opt-out, review, modification, or removal of personal data, submit a written request to privacy@systam.fi.

8. SECURITY OF PERSONAL DATA 

Systam is committed to protecting the security of your personal data. We use a variety of security technologies and procedures to help protect your personal data from unauthorized access, use, or disclosure. While we strive to use commercially acceptable means to protect personal information, no method of transmission over the Internet or electronic storage is 100% secure.

9. WHERE WE STORE AND PROCESS PERSONAL DATA

Systam is built on Google. Data in the Services we provide is stored and processed in the Google Data Center in Finland. Google takes steps to ensure that the data Systam collects under this privacy policy is processed according to this policy and applicable laws.
Google enterprise cloud services are independently validated through certifications and attestations, as well as third-party audits.

International transfers and the EU-US Data Privacy Framework 

With the implementation of the EU-US Data Privacy Framework as of July 10th, 2023, personal data transfers between the EU and US may now be done without supplementary measures. Systam continues to implement measures to ensure compliance with GDPR.

10. AGE LIMITATION

The Systam services are not directed to persons under the age of 18. Handling of personal data from individuals under 18 is subject to national regulations, which may require verifiable parental consent.

If we become aware that we have collected personal information from a child under 18 without such consent, we will take steps to delete the information as soon as possible. If you believe we might have any information from or about a child under 18 without the necessary consent, please contact us at privacy@systam.fi.

This policy complies with applicable data protection legislation, including the General Data Protection Regulation (GDPR) and relevant national laws.

11. CALIFORNIA PRIVACY RIGHTS (Applies only to Customers in California) 

California Civil Code Section 1798.83 permits customers who are California residents and who have provided the Company with “personal information” (as that term is defined in Section 1798.83) to request certain information about the disclosure of that information to third parties for their direct marketing purposes. If you are a California resident with questions regarding this, please contact us at privacy@systam.fi.

11. CHANGES TO THIS PRIVACY STATEMENT

Our Privacy Statement may change from time to time. We will not reduce your rights under this Privacy Statement without your explicit consent.

We will post any privacy policy changes on this page and, if the changes are significant, we will provide a more prominent notice (including, for certain services, email notification of privacy policy changes). We will also keep prior versions of this Privacy Policy in an archive for your review.

We will update this privacy policy when necessary to reflect customer feedback and changes in our services. When we post changes to this policy, we will revise the “last updated” date at the top of the policy. If there are material changes to the policy or in how Systam will use your personal data, we will notify you either by prominently posting a notice of such changes before they take effect or by directly sending you a notification. We encourage you to periodically review this privacy policy to learn how Systam is protecting your information.