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1. Introduction
VAELLA AI Oy, referred to as "we", "us", or "our", is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, and safeguard information when you visit vaella.com, the "Site",.
This policy is written in compliance with:
- Regulation EU 2016/679, the General Data Protection Regulation, GDPR
- Finnish Data Protection Act, Tietosuojalaki 1050/2018
- Finnish Act on Electronic Communications Services, Laki sähköisen viestinnän palveluista 917/2014, regarding cookies
If you have questions, contact us at: privacy@vaella.com
2. Data controller
VAELLA AI Oy
Y-tunnus: 3625809-7
Aleksanterinkatu 15 B, FI-00100 Helsinki, Finland
at the offices of Vestra Group
Email: privacy@vaella.com
3. What data we collect
3.1 Contact channels
We offer two ways to get in touch, both of which involve the collection of personal data:
Online contact form When you submit our contact form, we collect:
- Full name
- Email address
- Message content
- Submission timestamp and IP address for security purposes
Form submissions are delivered to fabien.fedy@vaella.com.
WhatsApp We provide a VAELLA WhatsApp number for enquiries. When you contact us via WhatsApp, we receive:
- Your WhatsApp display name
- Your phone number
- The content of your messages
- Message timestamps
Please note that WhatsApp is operated by Meta Platforms Ireland Ltd. Your use of WhatsApp is also subject to Meta's Privacy Policy. We recommend not sharing sensitive personal data via WhatsApp.
3.2 Cookies and analytics
When you visit the Site, we use cookies and similar technologies to understand how visitors interact with our content. This may include:
- Session cookies: temporary cookies that expire when you close your browser
- Analytics cookies: used to collect anonymised or pseudonymised data on page visits, time on site, referral source, and device type
We do not use cookies for advertising or cross-site tracking.
4. Legal basis for processing
We process your personal data on the following legal bases under GDPR Article 6:
| Data | Legal Basis |
|---|---|
| Contact form data | Legitimate interest, Art. 6.1.f, responding to your enquiry; or consent where explicitly given |
| Pre-contractual enquiries, such as requests for proposals or quotations, | Contractual necessity, Art. 6.1.b, processing is necessary to take steps at your request prior to entering into a contract |
| Analytics cookies | Consent, Art. 6.1.a, obtained via our cookie banner before any analytics cookies are set |
| Security/fraud prevention | Legitimate interest, Art. 6.1.f |
5. How we use your data
We use the data we collect to:
- Respond to your enquiries submitted via the contact form or WhatsApp
- Understand how our Site is used in order to improve it
- Detect and prevent fraudulent or abusive activity
- Comply with legal obligations
We do not sell, rent, or trade your personal data to third parties.
6. Cookies
6.1 Your consent
In accordance with Finnish law, the Act on Electronic Communications Services, and GDPR, we ask for your consent before placing non-essential cookies. You may accept or decline via the cookie banner displayed on your first visit.
6.2 Managing cookies
You can withdraw your consent or manage cookies at any time by:
- Clicking the "Cookie Settings" link in the footer of the Site
- Adjusting your browser settings to block or delete cookies
Note that disabling cookies may affect the functionality of certain parts of the Site.
6.3 Analytics infrastructure
We operate our own analytics infrastructure hosted on Amazon Web Services, AWS within the EU region. No analytics data is shared with third-party analytics providers. AWS processes data as a data processor on our behalf under a Data Processing Agreement consistent with GDPR Article 28. For more information on AWS's data protection practices, see aws.amazon.com/compliance/gdpr-center.
7. Data retention
| Data | Retention Period |
|---|---|
| Contact form submissions | 24 months from the date of submission, unless an ongoing relationship requires longer retention |
| WhatsApp messages | 24 months from the date of the conversation, unless an ongoing relationship requires longer retention |
| Analytics data | 13 months, rolling |
| Security logs, including IP addresses | 90 days |
After the applicable retention period, data is securely deleted or anonymised.
8. Data transfers outside the EU/EEA
Our analytics infrastructure runs on Amazon Web Services, AWS, EU region in Frankfurt or Dublin, meaning analytics data does not leave the EU/EEA.
Contact form data may be processed by email or communication tools we use. Where any such tool processes data outside the EU/EEA, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses, SCCs approved by the European Commission.
We will not transfer your data to countries without an adequate level of data protection unless such safeguards are in place.
9. Your rights
Under GDPR and Finnish law, you have the following rights regarding your personal data:
- Right of access, Art. 15: request a copy of the data we hold about you
- Right to rectification, Art. 16: request correction of inaccurate data
- Right to erasure, Art. 17: request deletion of your data, the "right to be forgotten",
- Right to restriction of processing, Art. 18: request that we limit how we use your data
- Right to data portability, Art. 20: receive your data in a structured, machine-readable format
- Right to object, Art. 21: object to processing based on legitimate interest
- Right to withdraw consent: where processing is based on consent, you may withdraw at any time without affecting the lawfulness of prior processing
To exercise any of these rights, contact us at privacy@vaella.com. We will respond within 30 days.
10. Right to lodge a complaint
If you believe we have not handled your personal data in accordance with applicable law, you have the right to lodge a complaint with the Finnish supervisory authority:
Office of the Data Protection Ombudsman, Tietosuojavaltuutetun toimisto Website: tietosuoja.fi Email: tietosuoja@om.fi Phone: +358 29 566 6700
You may also contact the supervisory authority in your country of residence within the EU/EEA.
11. Data security
We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or disclosure. These include encrypted data transmission via HTTPS, access controls, and regular security reviews.
No method of transmission over the internet is 100% secure. If you have concerns about the security of your data, contact us at privacy@vaella.com.
12. Children's data
The Site is not directed at children under the age of 16. We do not knowingly collect personal data from children. If you believe a child has submitted data to us, please contact us and we will delete it promptly.
13. Changes to this policy
We may update this Privacy Policy from time to time. When we do, we will update the "Last updated" date at the top of this page. For significant changes, we will provide a more prominent notice.
We encourage you to review this policy periodically.
14. Contact
For any privacy-related questions or requests:
VAELLA AI Oy
Y-tunnus: 3625809-7
Aleksanterinkatu 15 B, FI-00100 Helsinki, Finland
at the offices of Vestra Group
Email: privacy@vaella.com
Website: vaella.com