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Velbi Oy - Privacy Policy

Last updated 12th December 2022

About us 

We are based in Helsinki, Finland. Here are some of our important details for you:

Business name: Velbi Oy

Address: Maria 01, Lapinlahdenkatu 16, 00180 Helsinki, Finland. 

Business ID: 3213848-5.

You can look us up here.

VAT no: FI32138485.

If you have any questions about how we collect and process your personal data, you can contact our Data Protection Officer (DPO) at: dpo@velbi.io

What we do

We provide a burnout prevention and leadership development tool. Our tool is currently built for Slack platform. Our tool is a non-Slack product which means that we operate as an independent third party on their platform.

We understand that we handle sensitive issues, so take privacy and confidentiality very seriously.

Our aim in this policy is to give you information on how we collect and process your personal data, with whom data is shared, how long it is stored and what are your rights as regards to your personal data.

Our responsibility 

We’re a data controller. This means that we look after and manage your personal data in accordance with local data protection laws. 

Collection of personal data

We may collect your personal data at Velbi through different means. You may provide information through direct interactions with us through our tool or data may be generated when you use our tool. In addition, we may create data based on information we have about you. 

We may combine the data collected from our different interactions with you in connection with e.g., service provision and usage of the tool.

Your rights

When we act at a data controller, you have following rights:

  • The rights to access and data portability: We will confirm whether your personal data is processed, and if it is, we will send you copies of your personal data in a structured, commonly used, and machine-readable format, or grant access to such personal data.
  • The right to rectify data: You are entitled to have your personal data that is incorrect rectified, or to have defective personal data supplemented.
  • The right to be forgotten: You may ask us to erase your personal information in certain circumstances where there is no valid reason for us continuing to process it.
  • The right to restriction of the processing: You have right to restrict the processing of your information in certain circumstances e.g., for the period needed for verifying the accuracy of your personal data.
  • The right to object to the processing: You have a right to object to our processing of your information if the legal basis is legitimate interest, and your situation overrides such interest. We may reject your request if the processing is necessary to implement mandatory and legitimate interests. You are always entitled to oppose to the processing of your personal data for direct marketing purposes.
  • The right to give and withdraw your consent: If the processing of your personal data is based on your consent, you have the right to withdraw your consent at any time.

You can exercise these rights by contacting our DPO. We may need to request information to confirm your identity when you are exercising your rights.

How we handle your data

We only collect the data we can’t function without. As soon as we don’t need it, we delete it. 

The personal data we collect, and process includes basic and service-related information, such as name, Slack user ID, data generated in connection with service provision e.g., how the tool is used, and other data, which is based on your consent and defined in detail on a case-by-case basis.

For the sake of clarity Velbi does not have access to your personal data that is running in the Slack installation of your company. Velbi is processing data based on Slack user ID numbers but cannot connect the Slack user ID with you, except in the circumstances where you have given your explicit consent as described below.

Currently, we do not store any personal data. However:

When you accept our invite and join the Velbi platform, we collect your confirmation that you have read our Terms of Use and Privacy Policy. 

Once you’ve signed up, our tool automatically collects information about how you use our service. This information is anonymous and in most cases is presented in aggregate.

We process aggregated wellbeing information. This means the data you share through the tool when replying to the wellbeing assessments. You are not required, and we recommend you to not, to provide any personal data while replying to our questionnaires in the tool. 

As a rule, we do not process special categories of personal data like information about your health. However, in limited cases such data may be processed, provided, that the processing is conducted in accordance with the applicable laws, and you have been informed therein. 

Our legal basis for processing this data is a combination of processing personal data (i) for the performance of a contract, (ii) to meet our statutory obligations e.g., to fulfil authorities requests as required by law, and (iii) where needed, your explicit consent.

Personal data may also be processed based on our legitimate interest (or those of a third party) provided, that your fundamental rights do not override such interest.

Retention of personal data

Your personal data is processed based on a contractual relationship with you, or a company you represent, are stored, as a rule, for the duration of the contractual relationship or as long as the provision of the services requires. We retain your information until you leave your company, or your company leaves the Velbi platform and 6 months after that to be able to fulfil our obligations towards you.

Personal data processed based on legitimate interests are processed as long as there are grounds for their processing. If you object such processing, data will be erased after your request has been validated. 

If personal data is processed based on legal obligations, it is retained as long as required by applicable laws. The storage time of personal data processed with your consent is determined according to the purposes of processing.

Data sharing and disclosures

While using our tool, we will only share data anonymously and/or in aggregate so no natural person may be identified. Examples of aggregated data are statistical data or demographic data collected in connection with your usage of our tool. For example, we conduct wellbeing assessment through our tool, give recommendations for professional development, and create burnout risk score based on your replies. We may share the aggregated risk score data with your company once there are five (5) or more risk scores within a team or organization.

There are certain instances where we will ask to share your personal data. Personal data means information that can be associated with you either directly or indirectly.  But we will always ask for your explicit consent before doing this. For example, you may, at your discretion, share your burnout risk score with your team lead. In case we notice that your risk score is high we will propose you to share your risk score with your team lead or HR. This will only be done after you have given your explicit consent in the tool. 

Transfers of personal data outside the EU or EEA

Your personal data is hosted and stored within the European Economic Area (‘’EEA’’) at the moment. In case the personal data would be hosted and stored outside the EEA in the future, we inform you about this in our Privacy Policy and make sure that the service providers used by us (i) perform the international data transfer of personal data in accordance with the standard contractual clauses or other alternative safeguards, and (ii) shall implement appropriate technical and organizational measures to protect the personal data.

Information security

We maintain security measures (including physical, technical, electronic, and administrative measures) that are appropriate to protect personal data from loss, destruction, misuse, and unauthorized access or disclosure. For example, we limit access to personal data to those authorized employees and service providers who need to know the information in the course of their work tasks. They will only process your personal data in accordance with due care, and they are subject to a duty of confidentiality. We, together with our service providers, ensure that our services have an adequate level of information security by utilizing available technologies e.g., for segregation of duties, data encryption and network security to be able to secure your personal data at rest, in use and in motion.

Scientific research

We allow select researchers to use the data collected through the Velbi platform for scientific research on the causes of wellbeing and burnout. This research is used to understand and prevent burnout much more effectively.

The researchers only get access to anonymised data. 

From time to time, we will publish the research findings on our website or social media channels. We may also use the research findings as part of our company materials. 

In all these cases, your identity, or the identity of your company, will never be revealed. The only exception being if, you give us explicit consent to do so. 

Changes to our privacy policy

We may change this policy occasionally to reflect the changes in our data processing practices and to keep in line with local applicable laws.

If we make any changes to the way we process and use your personal data, we will contact you to let you know about these changes as soon as we can.

If you have any questions about how we collect and process your personal data, you can contact our Data Protection Officer (DPO) at: dpo@velbi.io