This Privacy Notice takes effect on 2020-06-26
We have done our best to write this Privacy Notice in simple terms. If you are looking for a quick overview of our terms, please see the summary at the top of this webpage.
Table of Contents
3. Personal Data that we Collect
4. How and Why we Use Your Data
5. When and How we Share Information with Others
6. The Individual’s Rights
7. Security of Your Information
8. Data Storage and Retention
10. Changes and Updates to the Privacy Notice
11. Questions, Concerns or Complaints
Roles for our websites and cookies
LoopHat AB collects data from you as either a “Professional” user or as a “Visitor” user when you visit our websites and use the Service. This Privacy Notice governs both uses. When a section of this Privacy Notice applies to both Professionals and Visitors, it will refer to you as a “User” of our Service. When a part in this Privacy Notice only applies to one of the roles, we will address you as either a “Professional” or as a “Visitor”.
We want to emphasise that LoopHat AB does not sell any personal data or information.
When you use the Service as a Visitor, you will not provide us with personal information directly. However, for the Service to work, you will provide us with some of your data indirectly. This includes data on your position (Lat/Long) and normal information that is provided through your web browser (such as IP number, device identifier and type, language, time zone, browser type and version etc.).
Checkinout constitutes a layer on Google Maps. Therefor certain location data will be shared with Google in order to provide the localization and visualisation functionality of the Service.
We also collect the information you provide when you sign up for any newsletter.
When you create a Professional account to use our Service, you provide us with general business details, your name, address and other contact details as described in the registration form.
If you correspond with us, e.g. by e-mail, we may keep such correspondence and the information contained in it (your name, e-mail, contact information and any personally identifiable information you provide in free text form). We keep this to respond to your inquiry; to notify you of our conferences, publications, or other services; or to keep a record of your complaint, accommodation request, and the like.
For newsletters you may manage your preferences, and you may opt-out of receiving certain communication at any time.
As always, if you wish to have LoopHat AB “erase” your personal information or otherwise refrain from communicating with you, please contact us at firstname.lastname@example.org.
Please note that if you ask LoopHat AB not to contact you by e-mail at a particular e-mail address, we will keep that e-mail address on our “master do not send”- list. We do this to comply with your no-contact request.
Some personal information is necessary so that LoopHat AB can supply you with the services you have requested. As a Visitor of Checkinout, you must provide us with your location data for the Service to work properly.
We use your personal information for the purposes described below:
One of our primary purposes for collecting personal data is to be able to perform and administer our Services to you:
Legal basis: This is necessary for the performance of our contracts with you (User Agreement and Privacy Notice and any additional contracts that we have agreed on).
Collection of your geolocation data collected via cookies on our websites is based on your consent to the cookies used.
Legal basis: We process this data as it is in our legitimate interest to provide you with our services and we also rely on your consent to our cookies.
When you create a Professional account or subscribe to our newsletter, we will ask you to provide us with your name, e-mail address and other personal details according to the registration form. We only ask for necessary data so that we can deliver the services and products that you’ve requested.
When you create your account receive an administrator role for that account. As an administrator you can add more users to the account. We will treat personal data related to these users with the same respect for privacy as stated in this Notice.
Legal basis: This processing is carried out to fulfil our contract obligations.
Certain information that you provide to us when you contact us is stored and processed to best manage your inquiry with us.
Legal basis: This processing is carried out to fulfil our contract obligations.
We may seek your views or comments on the services we provide. This is necessary for our legitimate interest to study how customers use our services and platforms. We will also notify you of changes to our services.
Legal basis: We process this information to fulfil our contract with you.
We use data to protect the security of our Service, our Visitors and our Professionals, to detect and prevent fraud and to resolve disputes and to enforce our agreements.
Legal basis: We carry out this processing because it is necessary for our legitimate interest to protect our systems and services.
We process IP addresses, device location, browser type, operating system and other usage information about the use of our Service, including a history of the pages you view to help us design our site to better suit our Users’ needs. We may also use your IP address to help diagnose problems with our server and to administer our Service, analyse trends, track User movements, and gather broad demographic information that assists us in identifying User preferences.
For statistical purposes, we store information about how many individual Users we have, and how often these individual Users visit our websites and use our Service. We collect and store this information to better understand all our Users’ needs and interests so that we can develop and improve our Service in the future.
Legal basis: We carry out this processing because it is necessary for our legitimate interest to improve our services and to develop our business.
We send you our newsletter or invite you to events if we believe the content is going to be relevant to you. Each email will include a simple unsubscribe link for you to opt out if you wish. We process this data as it is in our legitimate interest to advertise our business.
Legal basis: This processing is carried out to fulfil our contract obligations.
We only share your personal data when it is necessary for the Service to function properly, for the completion of any transaction or for the performance of any contract, or when we have sensible business reasons for doing so.
LoopHat AB is collecting your location data to provide you with the Service that you have requested. Since Checkinout is constructed as a layer on top of Google Maps, your your location data may be shared with Google (the provider of the map service) by your web browser.
We may share your information to our third-party service providers, agents, subcontractors and other associated organizations for the purposes of completing tasks and providing services to you on our behalf. However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure.
Please be reassured that we will not release your information to third parties for their own direct marketing purposes, unless you have requested us to do so.
When you enquire about one or more of these services, the relevant third-party product provider will use your details to provide you with information and carry out their obligations arising from any contracts you have entered into with them. In some cases, they will be acting as a data controller of your information and therefore we advise you to read their Privacy Notice. These third-party product providers will share your information with us which we will use in accordance with this Privacy Notice.
We may also disclose your data to third parties if we have reasons to believe that access, use, retention or disclosure of such information is necessary to:
(a) Comply with any court order, administrative decision or other legal obligation;
(b) Enforce or apply our agreements and terms;
(c) Manage and maintain the security of our websites, including preventing or stopping an attack our computer system or network; and
(d) Protect the rights, property, or safety of our Users, LoopHat AB, its affiliates, or others.
LoopHat AB complies with current data protection regulations within the European Union, such as the General Data Protection Regulation (GDPR) which, when applicable, include the following rights for the individual. As an individual, you have the right to:
(a) Information about the processing of your personal data (as defined in the GDPR)
(b) Request access to a record of your processing (as defined in the GDPR);
(c) Access a copy of your data;
(d) Request correction of your data;
(e) In certain circumstances, request deletion of your data;
(f)Request restriction, and object to the processing of your personal information, which has as its basis LoopHat AB’s legitimate interests;
(g)File a complaint with a data protection authority. The Swedish Data Protection Authority is the authority that oversees how LoopHat AB as a company comply with relevant data protection legislation, since the company is established in Sweden;
(h) If the processing of personal data is based on your consent, you are entitled to withdraw your consent for future processing of your personal information at any time; and
(i) Receive your personal data in a portable and machine-readable format (‘data portability’).
You will have reasonable access to your personal information at no extra cost if you request this via email@example.com. If we cannot provide you with this within a reasonable time frame, we will give you a date for when the information can be provided. If such access is denied, we will explain to you why access has been denied.
When we process your data, we will do so to offer you the products and services you use and have ordered, operate our business, meet our contractual and legal obligations, protect our systems and customers, or meet the legitimate interests as detailed in the sections “How and why we use your data” and “When and how we share information with others” above.
When we transfer personal data from the European Union, we make it based on a number of legal mechanisms, as described in the section “Data storage and retention”.
You have the right to object, on grounds relating to your particular situation, at any time, to the processing of personal data concerning you which is based on our legitimate interests. If you object, we stop processing your data. We will no longer process your data unless either we can show legitimate grounds for the processing which override your interests, rights and freedoms, or unless the processing is for the establishment, exercise or defense of legal claims.
In some instances, we process your data for direct marketing purposes. You have the right to object at any time to processing of your data concerning for such marketing, which includes profiling to the extent that it is related to such direct marketing. If you object to processing for direct marketing purposes, we will no longer process your data for such purposes. There are no formal requirements for opposing; where possible it should be made by firstname.lastname@example.org.
We are committed to ensuring that your information is secure. LoopHat AB maintains appropriate physical, technical and administrative safeguards to help protect the privacy of data and personally identifiable information you transmit through the use of our Service. Also, we update and test our security technology on an ongoing basis.
Non-sensitive details (your email address etc.) are transmitted normally over the Internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems.
We restrict access to your data to those who need this information to provide you with the requested services, or to administer our internal systems. We train our employees about the importance of confidentiality and maintaining the privacy and security of your information and have entered into confidentiality agreements with such employees.
We commit to taking appropriate disciplinary measures to enforce our employees’ privacy responsibilities.
Personal data handled by LoopHat AB is stored and processed in the region where you are located, in Sweden or in other countries where LoopHat AB, its affiliates, subsidiaries, partners or suppliers are active. We take steps to ensure that the information we collect in accordance with this Privacy Notice is dealt with in accordance with the provisions of this Notice and in accordance with applicable laws where the information is available.
We take steps to ensure that the information we collect by this Privacy Notice is dealt with in accordance with the provisions of this Notice and under applicable laws where the information is available.
If we were to transfer your personal data to third countries, i.e. countries outside the EU / EEA, we will enter into agreements and take other measures in accordance with applicable legal requirements, involving the European Union Standard Contractual Clauses. Please email email@example.com if you want more information about the safeguards we have in place when transferring data outside the EU and the UK. If you use our services while you are outside the EU and the UK, your information may be transferred outside the EU in order to provide you with those services.
LoopHat AB will only retain personal data for as long as the data is necessary to be able to provide you with our services and to fulfil the purposes set out in section 4 above.
We do not long-term store your IP-address, MAC-number and data of similar type. This data is only temporarily processed within technical logs which may be analyzed to optimize the Service and the use thereof, e.g. to perform troubleshooting or to speed up the determination of a location.
For Business Users any location data that can be connected to an individual is stored for a maximum om thirty (30) days. We do not store location data regarding our Visitors.
Different types of data may be stored different amounts of time. The criteria that determine how long we store your data may be:
(a) How long is the personal data needed for us to be able to provide you with products and services? For example: If you have created an account as a Professional, we will store your information for as long as is necessary to manage your account, i.e. until you decide to terminate or delete your account. If you have had continuous communication with our customer service, we will store the information you’ve provided for as long as is necessary to manage your inquiry.
(b) Do we have legal, contractual or other similar obligations to store the data? For example: LoopHat AB may fall under mandatory legislation on retention of information, such as for accounting reasons. It can also be government orders to store data which is relevant for surveys, or data that must be retained for resolving a possible dispute.
We review our retention periods for personal information on a regular basis. Please note that if you unsubscribe from our newsletter we may retain your data on a suppression list to ensure you do not receive future email communications.
We collect the information about how the Users interact with our Service in a way that means we cannot link the data back to you. We use this anonymous information about how our Users use our websites and our Services for statistics, service improvement and product development. This data will be completely anonymous and does not constitute personal data. It may, therefore, be stored a longer time than your personal information.
Anonymization means that we remove all elements in personal information that may connect it to an individual. Anonymized data also lacks everything that in the future might make it possible to reconnect the data to an individual. This de-personalization treatment of data is one step further than the process of pseudonymization. Meaning, anonymization makes it harder to identify an individual than pseudonymization.
This Privacy Notice does not apply to any personal data that you provide to another legal or natural person through the Service or any other means. For example, via our websites, you can find contact information about the Professionals. These contact details are put on our Service, simply to provide you with information on where and how you may contact certain companies. LoopHat AB does not manage your contact details and we have no access to, and are not responsible, for any personal information sent to them. This Privacy Notice is therefore not applicable to anything you provide to or through your contact details.
We will update our Privacy Notice when needed to reflect customer feedback, changes to the Service or the updated interpretation of the legislation. When the Notice is updated, we will show the latest update date at the top of the Notice, and we will describe the changes on the Change History page.
Upon significant changes in the Notice or in how LoopHat AB uses your personal information, we will notify you, on our websites or by e-mail, before the changes come into force, if required by law.
Please read this Privacy Notice from time to time to keep you informed about how LoopHat AB protects your personal information and privacy.
LoopHat AB Storgatan 13 645 30 Strängnäs Sweden firstname.lastname@example.org
Version 1.0 of 2020-06-26