Preface

The Vuorox Application and Service is provided by Plain Complex Oy (“Plain Complex”, “we”, “us”). Plain Complex operates the website https://www.vuorox.fi and the Service. This privacy policy (“Privacy Policy”) will explain how Plain Complex uses, analyzes, processes and distributes non-personal data and Personal Data that we collect from you (“You”, “User”) and/or that is otherwise generated when You use the Service.

It is to be noted that the Application and Service is meant for employer companies and for the purposes of automating employee shift planning and there is a different user interface and different set of information visible to employee users and employer users. Furthermore, regarding most Personal Data mentioned in this Privacy Policy Your employer company is the data controller and Plain Complex Oy is collecting and processing the Personal Data on behalf of your employer company with whom we make a written agreement. 

What data do we collect?

As you use the Service, Plain Complex collects and/or processes for their customer’s the following data:

• Personal Data including: Your name, email address, phone number, login credentials, your IP address.

• Depending on the use of the Vuorox Service and Application by your employer and your employer’s choices the following Personal Data may be collected: healthcare professional identification number, Your salary information, dates of employment and Your availability for work may be collected.

• We may also collect technical information from your internet browser (Browser version, Operating system etc.) and other usage data for example how long a User has used the Service, how long does one use session take, what features are used. Said data cannot be connected to any specific individual.

• Cookies and other tracking data. Our website uses customer communication-related Cookies that may vary from time to time depending on when You visit Our website. You can find an updated list of cookies from our website and You will be prompted regarding Cookie choices for the first time You visit our website and access the Service as well as in case used Cookies are changed. We may, in the future use Cookies for advertising purposes that will be used to provide You with personalized content and/or personified adverts on our website and in the Service.

• Feedback regarding the Vuorox Application and Service and its features. 

We collect Personal Data only to the extent necessary for the Provision of the Service or certain features of the Service, for payment processing, and maintaining the customer relationship between You, Your employer company that is our customer and us. Any information collected shall be deemed as Personal Data only if and insofar as it can be linked to You. Otherwise, the data shall be deemed as non-personal data.

Consent and withdrawal of consent

If You use our website, the Vuorox application or fill in the contact request form on our website, you shall submit Your consent to the collecting and processing of data and Personal Data in accordance with this Privacy Policy and agree to this Privacy Policy. You give Your explicit consent that we can collect, use, analyze, process and distribute non-personal data and Your personal data pursuant to this Privacy Policy.

We may ask Your separate consent to certain collecting, processing, analysing or otherwise utilising non-personal data and/or Your Personal Data if it is required by law or if we deem it otherwise appropriate. Particularly we will do so in case of situations not covered by the terms of this Privacy Policy such as completely new features in the Service or other purposes not contemplated by this Privacy Policy.  

If You do not give Your consent, we reserve the right not to provide you with the Application or Service at all or a specific part of the Service/feature of the application if the offering of the Service as a whole or a specific part of the Service requires the collecting, storing, processing or otherwise utilizing of your Personal Data. You have the right to withdraw your consent regarding the collecting, storing, processing and otherwise utilizing Your Personal Data by Plain Complex at any time by notifying privacy@plaincomplex.com in situations where Plain Complex Oy is the data controller, and by notifying Your employer in situations where Your employer is the data controller. If you do so, we will not process Your Personal Data based on your consent any longer, however, there may be other legal grounds such as legitimate interest for processing the Personal Data even without consent depending on the case and Personal Data in question.

The website www.vuorox.fi uses Cookies to ensure you get the best experience on our website. By using the website you accept this Privacy Policy and the use of cookies as described in our Cookies prompt that appears the first time You visit our website.

You may additionally adjust the use of Cookies at your browser settings at any time. However, if you disable the use of Cookies, your user experience may be inferior compared to the customary use of Cookies. Furthermore, the disabling of cookies may cause the website to not function properly. 

You are at any time entitled to request that we shall not process your Personal Data for direct marketing purposes.

How do we collect your personal data and non-personal data?

You directly provide us with most of the Personal Data and non-personal data we collect, store and process. Additionally, certain Personal Data is filled in by your employer company when using the Vuorox application for the planning of working shifts and communicating the shifts to you. We collect non-personal data and process data based on Your consent when You,

for instance, but not limited to;

• Fill in the contact request form on our website.

• Update Your information or settings in the Vuorox application.

• Voluntarily complete a customer survey or provide feedback to us.

• Use features of the Service which require User input data to be saved, analysed or otherwise processed.

• Through Cookies that are meant to ease communication with you for marketing purposes as prompted on our website.

How will we use your personal data and data?

We collect your Personal Data and non-personal data so that we can:

• Make the Vuorox application and Service available, develop and maintain it.

• Process your contact request and manage your account and our relationship with You.

• Contact you in issues and inform you about changes related to the use of the Vuorox application and Service and related Terms of Use and this Privacy policy.

• We may use Personal Data to generate analysis results and statistical data that is anonymized and is no longer Personal Data.

• Provide analysis or valuable information so that we can improve the Vuorox application and  Service

• Monitor the usage of the Vuorox application and Service to ensure that Users abide by the Terms of Use and to ensure that Your Personal Data is safe and not misused.

• Offer You customer care and support.

• Process payments and payment related contacts.

We strive to be transparent and open with regards collecting and processing of Personal Data. Certain collecting, storing and use of Personal data is, however not optional if You wish to use the Vuorox application and Service and/or certain features of the Service.

With regards non-personal data we retain free rights to utilise such data in accordance with our business purposes as we see fit.

Transfer of Personal Data and non-personal data

We do not intend to transfer or store any Personal Data outside of the EU member states. If the transfer of Personal Data outside EU member states would be necessary for example due to technical reasons such as server capacity or the like, or due to compliance with legal requirements arising from jurisdictions outside the EU, we will safeguard the Personal Data and use model clauses provided by the EU Commission in such transfer. 

We may transfer your personal data to companies belonging to the same company group as Plain Complex or to our partners that are maintaining or marketing the Service.

We may transfer other data than Personal Data to companies belonging to the same company group or to our partners, potential business partners, such as third parties who analyze data on our behalf. If we transfer and/or disclose any data, we require a written agreement protecting the Personal Data from unauthorized use and to ensure that it is being processed solely in accordance with applicable laws. Furthermore, we shall ensure that our business partners, such as third party web analytics service providers, have reasonable technical and organizational measures to protect any disclosed Personal Data against unauthorized use. However, no method of online or electronic storage is deemed to be 100 % secure and thus we cannot guarantee absolute data security.

We have the right to disclose your Personal Data if the disclosure is required

• by law;

• to protect our legal rights;

• to protect the safety of the Vuorox application and Service or the safety of the Users of the Service or the public; and

• to prevent, stop, or report wrongdoing in conjunction with our Service.

How do we store your personal data and non-personal data?

Your Personal Data is stored in one or several protected servers within the EU and the EEC countries and only our personnel may have access to the personal data on such servers. Your Personal Data shall not be transferred or disclosed outside the EU and/or the ETA countries without your written consent.

We will keep your Personal Data for 1 year after the termination of the agreement between You and us. Once this time period has expired, we will delete your Personal Data.

Mobile Device Camera Use

The Vuorox mobile application utilises the camera of your mobile device solely for the purposes of reading QR codes for authentication purposes. No photos or videos of You or of any other person are taken, stored or otherwise accessed by the Vuorox application.

Marketing

We may send you information about products and services of ours and/or our partners that we think you might like. Also, we may provide personified advertising and content via the Service. If you no longer wish to be contacted for marketing purposes, contact privacy@plaincomplex.com.

What are your rights with regards Your Personal Data?

We would like to make sure you are fully aware of all of your rights with regards Personal Data. Every User is entitled to the following:

• The right to access – You have the right to request Plain Complex for copies of Your Personal Data. We may charge you for this service should it cause us costs.

• The right to rectification – You have the right to request that Plain Complex corrects any information concerning You that You believe is inaccurate. You also have the right to request us to complete the information You believe is incomplete.

• The right to erasure – You have the right to request that we erase Your Personal Data, under certain conditions and provided that we do not have a valid legal reason for keeping certain Personal Data.

• The right to restrict processing – You have the right to request that we restrict the processing of Your Personal Data, under certain conditions defined in the applicable legislation.

• The right to object to processing – You have the right to object to our processing of Your Personal Data, under certain conditions defined in the applicable legislation.

• The right to data portability – You have the right to request that we transfer the Personal Data that we have collected to another organization, or directly to you, under certain conditions defined in the applicable legislation.

• The right to make a complaint to the competent data protecting authority – You have a right to make a complaint to the competent data protecting authority if you suspect or think that we act against binding Data Protection legislation.

If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us at: privacy@plaincomplex.com, Post address Asematie 3-5 A 5, 02700 Kauniainen, Finland.

Cookies

Cookies are text files placed on your computer or device to collect standard Internet log information and visitor behaviour information. When you visit our website, we may collect information from you automatically through Cookies or similar technology. Currently, we only use Cookies for e-mail marketing contact purposes that are part of a third party service for said purpose. The service provider is Mailchimp (https://mailchimp.com/). In the future, Plain Complex Service may use cookies in a range of ways to improve Your experience on our website, including but not limited to:

• Keeping you signed in

• Understanding how you use our website and our Vuorox application

• Providing analytics regarding Users of our website and the Vuorox application and Service

There are a number of different types of Cookies, however, Plain Complex currently uses cookies that are described in our cookies pop-up prompt on our website www.vuorox.fi  of our third-party service provider of e-mail marketing automation-related service. We may use cookies so that we recognise You on our website and remember Your previously selected preferences. These could include language settings and location information. You are prompted regarding Your Cookie choices the first time You visit our website. Additionally, You can set Your browser not to accept Cookies, however, in a few cases, some of our website and Service features may not function as intended.

Privacy policies of other websites

The Service may provide links to other websites posted by us or other Users. In particular, as our Vuorox application is meant to be used by employers and their staff that are responsible for planning working shifts and for communicating the working shifts to employees, your employer should have its own privacy policy and/or relevant legal grounds for collecting and processing Your Personal Data to the extent Your Personal data is collected, stored and handled by Your employer in the Vuorox application and Service. You are advised to inquire about Your employer’s Personal Data policies and privacy policies directly from your employer.

Our privacy policy applies only to our website and our Vuorox application and Service, so if you click on a link to another website, You should read their privacy policy and possibly other terms and conditions. We take no responsibility whatsoever for the privacy policy or the safety of sites not under our control. You are responsible for the possible consequences that are caused to You or Your Personal Data if you have clicked links to other sites that are not operated by us.

Changes to our Privacy Policy

Plain Complex keeps its Privacy Policy under regular review and places any updates on the web page www.vuorox.fi as well as within the Vuorox application. We recommend you review our Privacy Policy regularly. You will be informed separately on all crucial amendments to this document accompanied by a brief explanation of the purpose and meaning of the amendments made.

How to contact us?

If you have any questions about the Privacy Policy or Personal Data in the Vuorox application and Service, the Personal Data and non-personal data we hold on You, or You would like to exercise one of Your Personal Data protection rights, please do not hesitate to contact us.

Plain Complex Oy,  privacy@plaincomplex.com,
post address: Plain Complex Oy, Asematie 3-5 A 5, 02700 Kauniainen, Finland