Website Privacy Policy

Our Website Privacy Policy explains how data is collected, used and disclosed by ultimate.ai when you use our website or otherwise interact with us.

1.0

Overview

1.1

Last update: May 15, 2020

We at ultimate.ai (Culinar Oy, Ultimate.ai GmbH: hereafter “we” or “us”) are committed to protecting your privacy. This Privacy Policy applies to the information and data we collect as a controller, including the information collected on our website (www.ultimate.ai) or through other channels as described below. It is important to us that the personal data of visitors to our website, our (prospective) customers and our (future) partners ("you") is treated with care and that you are well informed about the way we process your personal data. We have written this privacy statement to tell you which data we process, how, why and how long we do this and your rights.

This Privacy Policy does not apply to the data we process on behalf of our customers (Customer Data) in our capacity as a processor. Your use of the ultimate.ai platform as a customer of ultimate is covered under our Product Privacy Policy.

If you have any questions about this Privacy Policy or our treatment of the information you provide us, please write to us by email at [email protected] or by mail to Ultimate.ai, Lapinlahdenkatu 16, 00180 Helsinki, Finland.

2.0

Which types of personal data do we collect and why?

2.1

Data we collect when you browse our website

When you browse our website we process your IP address, Google Analytics ID, internet browser and device type, location data and your use of the website, including which pages you visited, how you got to our website, and the time and length of your visit. We use this data for our legitimate interests of making sure our website works properly, including debugging, to be able to deliver you content and for DDOS mitigation on our website, and improving our website and to perform statistical analyses for optimizing our website. We also use this information to provide you with personal offers tailored to your needs and tailoring what we show you to your preferences, with your prior consent.

We collect this data using cookies and similar techniques, including tags/beacons and javascripts. More information about these techniques can be found in the Cookies section below.

We collect information about how you use our website, for example which landing pages you visit and which items you look at and how long, to make a determination about what we could likely do for you. For example, if you read about our products and services on our website, we might classify you as a website visitor who is interested in our products and services and therefore as a potential customer. Based on the audience we expect you belong to, we may act, for example by contacting you with offers about our products and services, if we have your consent for this.

2.2

Data we collect when you contact us or request us to contact you

You can use our website to contact us or to request us to contact you. When you do this, we collect the information that you fill out, including your name, company and contact details, contact center provider, and other information you decide to provide us. You can also contact us by calling us or emailing us using for example the contact details listed on our website. If you do so, we will collect your name, company and contact details and any other information we need to be of further assistance to you and/or communicate with you.

We use the data above to answer your questions, respond to your enquiries and/or schedule you a product demonstration. As such, this data is used by us for our legitimate interests in following up with you. We also use the data above for our legitimate interest of conducting business with you and managing our internal administration, for establishing and performing our contract with you, for our legitimate interest of conducting marketing research so we can improve our products and services and to be able to offer our (future) customers tailored products and services.

2.3

Data we process for our newsletter and marketing purposes

You can sign up for our newsletter or receive invitations to events using your name and email address via the sign-up form on our website. When you fill out this form, you indicate your consent to receive our newsletter and invitations. You can at any time unsubscribe from receiving these emails by following the instructions provided in any of the newsletters.

If you already are one of our customers, we may contact you in relation to relevant products or services, for our legitimate interest of developing our business. If you are not yet one of our customers, we will only send you marketing content, for example via email or LinkedIn, with offers or about our products or services if you have given us your permission to do so. When we contact you in this context via email, you always have an opportunity to opt out at any moment by following the instructions in the email.

You can also download content, for example white papers and research reports, from our website using the forms designed for this purpose. We collect the data you fill out on the form, including your name, company, country and email address. We process the data you fill out on this form for our legitimate interest of keeping track of who downloads our content.

2.4

Other purposes

If necessary, we can also process any of your information above for our legitimate interest of protecting our legal rights, for example in connection with legal claims, and when we have a legal obligation to process your information. We may also transfer your data in the event of a company reorganization, merger, or sale.

3.0

How long do we keep your information?

3.1

We will always only keep your data for as long as we reasonably need it for the purposes listed above.

For example, data about your visits to our website will be retained until your use or browsing session ends, except where it concerns data collected for the analytical and marketing purposes specified above. In those cases, we will keep your information for 2 years after collection.

If you become one of our customers, we will keep high-level information relating to our business relationship, for which we are the controller, until 7 years after the end of your contract with us. For any information for which we are the data processor - specifically “Customer Data” as defined in our Product Privacy Policy - we will store this for only as long as we have a valid contract with the customer.

We store the information that we process as a result of you subscribing to our newsletters or because you have consented to receive information about our products and services or about offers until you decide you would no longer like to receive these mailings.

The retention terms above can be longer if we are required to keep data longer on the basis of applicable law or to administer our business. If we need to keep any information longer for our legitimate interest of protecting our legal rights, we will keep the necessary information for this purpose until the relevant claim(s) has/have been settled.

4.0

Social media buttons

4.1

We use plugins on our website from social media networks such as Facebook, LinkedIn and Twitter. You can recognize these plugins by their logos. We also use plugins for the embedded video players which can be found on our website. Our plugins will not collect personal data about you, unless you click on these logos or videos. If you click on them, these plugins are activated and automatically transmit data to the plugin provider.

We do not have any influence over which data these providers collect from you and we are also not aware of the extent of their data processing. If you would like more information about their data processing, this can be found in the respective privacy policies on the websites of these providers.

5.0

Cookies

5.1

We use cookies and similar techniques, such as tags/beacons and javascripts, which are small text files stored on your device. Using cookies is a way for us to make sure that our website is continuously improved, meets your needs and can be used as a tool to optimize our marketing strategy. In order for us to do this, we place functional cookies to make the website function as well as marketing cookies which help us target the right people and show them advertisements. Some of these cookies track your use of our website and visits to other websites and allow us to show you advertisements when you browse other websites.

5.2

Google Analytics

We use Google Analytics for obtaining statistics about usage and page views of our site. Google Analytics provides insights about site traffic, user behavior, devices, countries and other similar metrics. We do not send any personal data to Google Analytics and a single user cannot be identified with Google Analytics data. Google Analytics cookies have a lifetime of 2 years.

You may opt-out from having your usage data being sent to Google Analytics by installing the official Google Analytics Opt-out browser extension.

5.3

Hubspot

We use Hubspot as our Sales and Marketing CRM and it is integrated with our website to track the behavior of existing CRM contacts on our website. We do this to better understand the needs of our visitors and personalize our interactions to them. 

Our Hubspot cookies track website visits, pages visited, source of visitors, and form submissions among other things. 

5.4

Hotjar

We use Hotjar for getting statistical insights about usage of our site. Hotjar provides anonymized usage heatmaps and recordings. We do not send content or data which can be used for identifying the user to Hotjar.

You can get more information about Hotjar by visiting the ‘about Hotjar’ section of the Hotjar website. Hotjar assists its users/customers in providing their end users with a better experience and service as well as assist them in diagnosing technical problems and analyzing user trends. Most importantly, through Hotjar’s services, the functionality of the Hotjar Enabled Site can be improved, making them more user-friendly, more valuable, and simpler to use for the end users.

You may opt-out from having Hotjar collect your information when visiting a Hotjar Enabled Site at any time by visiting our Opt-out page and clicking ‘Disable Hotjar’ or enabling Do Not Track (DNT) in your browser.

5.5

Convertize

We use Convertize to AB test different website layouts and copy, in order to improve the experience our website gives to visitors. We do not send any user-identifying data to Convertize.

You can get more information about Convertize by visiting their website.

5.6

Facebook

We use Facebook to re-target advertisements on their platform to visitors of our website. 

Facebook cookies only work if you have a Facebook account and the cookies have a lifetime of 90 days. You can control how Facebook ads are delivered to you by visiting your Facebook ad preferences.

5.7

LinkedIn

We use LinkedIn as an advertising platform and LinkedIn cookies are used to retarget website visitors who we believe have a legitimate interest in our products and services. LinkedIn cookies have a lifetime of up to 2 years. 

5.8

Leadfeeder

We use Leadfeeder on our website to identify the companies visiting, to better understand how our website content is resonating with prospective customers. There is no user-identifying data associated with Leadfeeder and the cookie has a lifetime of 1 year. 

You can get more information about Leadfeeder by visiting their website.

5.9

Mixpanel

We use Mixpanel on our website to collect analytics on visitor interactions with our website to better target communications There is no user-identifying data associated with Mixpanel. 

You can get more information about Mixpanel by visiting their website.

5.10

Your options on Cookies

Most web browsers implement controls which allow you to delete and choose from which sources you accept cookies.

Manufacturer's instructions for cookie controls for the most common web browsers:

6.0

With whom do we share this information?

6.1

We need the help of third parties to be able to offer you our website and our products and services. Where necessary we will share your information with our service providers and professional advisers, many of whom are listed above (e.g. IT providers, CRM providers, marketing support providers (such as agencies which manage our social media accounts), social media providers such as LinkedIn, analysts, customer service providers, business development providers and legal service providers). We have concluded agreements with our service providers to protect your personal data.

If our business is sold or integrated with another business, your details will be disclosed to our advisers and any prospective purchaser’s adviser and will be passed to the new owners of the business.

Otherwise we will not share your information with any third party, unless we have your permission (for example if we wish to share your details with another group company for their recruitment purposes), where this is necessary in connection with the purposes above or with legal claims or when we have a legal obligation to do so.

7.0

How do we protect your data?

7.1

We are committed to securing your personal data and have taken steps in this regard. In order to prevent unauthorized people or parties from being able to access your data, we have put in place a range of technical and organizational measures to safeguard and secure the information we process from you.

8.0

Where do we transfer your data?

8.1

International Transfers within ultimate.ai

Our group of companies is entirely Europe-based and we do not transfer your data outside of the EU. 

8.2

International Transfers to third parties

For United States services providers, we rely on their Privacy Shield certification to protect your data (read more here). For other service providers located outside of the EEA, we also rely on Standard Contractual Clauses. If you want to receive more information about these safeguards, you can contact us via the contact information provided above.

9.0

Your Rights

9.1

You are entitled to object to us processing your personal data, including profiling. You may also ask us for an overview of your information or ask for a copy. You may also request us to correct or delete certain data, restrict processing of your data, or ask us to transfer some of this information to other organisations. In some cases you may object to the processing of your data and, where we have asked for your consent to process personal data, you can withdraw this consent at any time. Where we process your data for our legitimate interests, you can contact us if you want more information about these.

There are some exceptions to these rights, however. For example, it will not be possible for us to delete your data if we are required by law to keep it or if we hold it in connection with a contract with you. Similarly, access to your data may be refused if making the information available would reveal personal information about another person or if we are legally prevented from disclosing such information.

If you wish to exercise any of these rights, please contact us using the details in the Overview section.

 

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