Privacy notice

Who is responsible for your data?

The controller is AIPayroller Oy (Finnish business ID 3497473-5). For privacy matters, contact samuli@aipayroller.com or +358 45 152 0680.

This notice covers website visitors, people who contact us, and our own customer, partner and marketing contacts.

Our Privacy and AI page explains how we process customers’ personnel and payroll data in the service. The detailed terms are agreed with the customer.

What data do we process and why?

• Enquiries and customer relationships: name, organisation, position, contact details, and correspondence, order and support history. Processing is based on our legitimate interest in responding to enquiries and managing customer and partner relationships, or on a contract to which you are a party.
• Invoicing: invoicing and payment details to fulfil contracts and legal obligations.
• Marketing: business contact details, position, and consent and opt-out records. Processing is based on consent or our legitimate interest in marketing business services relevant to the recipient’s work. You can opt out of direct marketing at any time.

We obtain data primarily from you, the organisation you represent and your use of the service. We may also obtain business contact details from public company information and registers.

Booking a demo

We use your name, email address and chosen time to arrange the demo and related communications on the basis of our legitimate interest. Providing your company and discussion topics is optional. Please do not submit payroll details or other sensitive information through the form.

Cookies and measurement

A necessary cookie remembers your choices. Analytics and advertising measurement start only with your consent, and you can choose them separately. The website and demo booking also work without them.

Measurement data is sent to Google. We do not use ad personalisation or remarketing, and we do not send booking form responses, names, email addresses or payroll data to measurement services.

Change cookie choices

You can also change your choices through Cookie preferences in the footer. Withdrawing consent stops the relevant measurement and removes the site-specific cookies we use for it. Data already collected is not deleted automatically.

Service providers and data transfers

Data is processed by people who need it for their work and by service providers. Microsoft 365 processes emails and booking calendar invitations. Google Ireland Limited provides Analytics and Ads services; measurement is managed through Google Tag Manager. Data may also be disclosed with your consent, as required by law or in connection with a business transaction.

Google and Microsoft may also process data outside the EU and EEA, including in the United States. Under the providers’ terms, transfers rely on an adequacy decision adopted by the European Commission, such as the EU–US Data Privacy Framework within its scope, or on EU standard contractual clauses. Safeguards and the relevant terms are described in Google’s data transfer information and Microsoft’s Data Protection Addendum. You can also ask us for further details.

How long do we retain data?

• Enquiries, calendar invitations and customer data: while handling the matter and throughout the customer relationship, and afterwards to the extent required by outstanding obligations, legal claims or the law. Unnecessary data is deleted.
• Technical booking records: data needed to verify bookings and prevent abuse is retained for 60 days from the booking request. Calendar invitations and messages follow the retention period for enquiries.
• Google Analytics: event data is retained for 14 months. New measured activity restarts the 14-month user data retention period. Aggregated visitor statistics may be retained longer.
• Google Ads: measurement data is retained in accordance with Google’s retention policies. Removing a browser cookie does not delete data already stored by Google.
• Invoicing: for as long as required to fulfil contracts and statutory retention obligations.
• Marketing: for necessary communications. Opt-out records are retained so that your choice is respected.

We protect data through access controls, encryption and other appropriate safeguards. Read more on our Security and continuity page.

Your rights and how to contact us

You can request access to and correction of your data and, where the legal conditions are met, erasure, restriction of processing or data portability. You can object to processing based on legitimate interest and always to direct marketing. You may withdraw consent at any time; this does not affect the lawfulness of processing before withdrawal.

Send data requests to samuli@aipayroller.com. You can also lodge a complaint with the Finnish Data Protection Ombudsman.