Privacy policy

This document describes how Kaivo collects and processes your personal data if you are:

our active customer or user of our web-based services (user); or
potential customer (prospect)

The sections 1 - 12 of this Privacy policy only apply to personal data that Kaivo directly collects from its users, website visitors or potential customers, and for which Kaivo is the data controller.

For information about any data collected by our Customers that Kaivo receives from third party services through data integrations, and for which Kaivo is the data processor, see section 13.

1. Contact details

QuickBI Oy (Business ID 2866156-4 Finnish Trade Register)

Address: Eerikinkatu 3 B, 00100 Helsinki, FINLAND

Tel: +358 40 487 7561

Email: contact@kaivo.io

2. Purpose of processing

Active customers and users

Providing, maintaining and improving our products and services
Maintenance and development of customer relations
Marketing of Kaivo’s services
Development of Kaivo’s business and customer service
Taking into consideration customers’ wishes, developing customer service and targeting offered services
Invoicing customers, processing customer payments and managing the billing
Controlling unauthorized use or abuse of the services and our other products and services, or otherwise detecting, investigating or preventing activities that may violate our policies or be illegal
Analyzing trends, administering or optimizing the services, monitoring usage or traffic patterns (including to track users’ movements around the services) and gathering demographic information about our user base as a whole
Tracking the performance of the services and investigating issues and problems

Prospects

Answering requests made through our contact and request forms
Marketing of Kaivo’s services

3. Information content

Active customers and users

Personal information you provide

Basic customer information, such as:
- first and last name
- contact information (such as email, address, phone number)
Payment information such as your billing and mailing address, and other payment-related information
Technical, usage and location information such as IP address from which you access the services, date and time, information about your browser, operating system and computer or device, pages viewed and items clicked
The customer’s consent regarding email, SMS and other automated systems used in direct marketing

Sensitive information

Kaivo does not intentionally collect or permit you to send to Kaivo any sensitive personal information, such as social security numbers, genetic data, health information, or religious information.

Prospects

Basic information, such as:
- first and last name
- contact information (such as email, address, phone number)
Interactions with our advertisements and other content on third-party sites

4. Source of personal data

Active customers and users

Personal information you provide

Information regarding the customer is received with their consent from the customer themselves.

Automatically collected information

We may automatically collect information from our users that, in certain circumstances, may constitute personal data. For more information on automatically collected data, please see Section 12 about cookies.

Prospects

Personal data can be collected, stored, and updated from public sources. Prospects may also provide some information themselves if they fill out our contact and request forms.

5. Lawfulness of processing

Active customers and users

Consent and performance of contract
Legitimate interest of Kaivo
IT Security

Prospects

Legitimate interest of Kaivo
Contacting for marketing purposes

6. Categories of recipients

We do not sell, rent, license, or lease your personal information to third parties.

We may, however, in connection with the purposes stated in this Privacy Policy share personal information with the following categories of third parties:

Subcontractors

We have for example outsourced some of our marketing to subcontractors.

Service providers

We utilize service providers for example for hosting services, cloud services and email services.

Professional Advisors

We may share personal information with our professional advisors such as lawyers and accountants where doing so is necessary to facilitate the services they render to us.

7. Transfer of data to third countries

To provide our services, we use certain service providers, some of which are located outside of the EU/EEA. When personal data is processed outside the EU/EEA, we ensure that the personal data is transferred in accordance with the applicable law, for example, by using the EU Commission’s standard contractual clauses or other appropriate safeguards as described in Article 46 of the GDPR.

8. Period for which the data will be stored

Active customers and users

Personal data is processed as long as the Service agreement between the parties is valid. Upon expiration or termination of the agreement, personal data will be passively stored for 180 days or as stipulated in the contract with the customer, after which Kaivo has the responsibility to permanently delete all personal data.
If you are no longer our customer and you have prohibited us from contacting you, we store that information in our Marketing Register.
Personal data is processed as long as the user is registered in any web-based Kaivo service.
Some logs that contain personally identifiable information such as server access logs are retained for two years to allow delayed forensic analysis.

Prospects

We remove any unnecessary personal data from our Customer and Marketing Register every six (6) months.
From our email-marketing list, you are able to opt-out via the opt-out link found in the email.

9. Your rights

request access from Kaivo to data subject’s personal data;
request rectification of data subject’s personal data;
where processing is based on consent, withdraw the consent for the processing of the personal data;
request erasure of personal data, unless we have a legitimate basis to store your data;
require Kaivo to restrict the processing of data in the cases referred to in Article 18 of the Data Protection Regulation;
object to the processing of data subject’s personal data;
lodge a complaint with the supervisory authority

Disclosure to the person requesting it always requires that the identity of the requester can be reliably verified.

10. Children

Our Service is not directed to children who are under the age of 18. Kaivo does not knowingly collect personal information from children under the age of 18. If we learn that we have collected personal information from a child under the age of 18 without the consent of the child’s parent or guardian as required by law, we will delete that information.

11. Supervisory authority

Tietosuojavaltuutetun toimisto

Address: Ratapihantie 9, 6. krs, 00520 Helsinki

Postal address: PL 800, 00521 Helsinki

Switchboard: 029 56 66700

Fax: 029 56 66735

e-mail: tietosuoja(at)om.fi

12. Cookies

We use cookies and similar technologies to collect information. For more information or if you want to change your cookie preferences, please click the cookie button on the bottom-left corner of the page.

13. Data received from third party services through data integrations

Kaivo provides a data warehouse and data integration solution for our Customers for data analytics. In order to provide our Solution, we process any data our Customer has defined to be fetched with data integrations. We process that data, including any personal information contained within it, pursuant to our agreements with our customers. Customers define what data we process on behalf of them and are fully responsible for all the data that is processed or stored in Kaivo data services. We only ask permission for data that is required for us to provide our solution for our Customer. Customers can remove the data stored in Kaivo at any time. We never use the data processed on behalf of the customer for our own purposes. We may view the data to the extent that is necessary to provide customer support or handle possible service errors. All credentials needed for data integrations are stored extra securely.

We have no direct relationship with the individuals whose personal information we may process in the course of providing our Service to our customers. If you are such an individual and have questions about the processing of your personal information or want to exercise one of your privacy rights, please contact the Kaivo customer that you interact(ed) with directly.

Kaivo’s use and transfer to any other app of information received from Google APIs will adhere to Google API Services User Data Policy, including the Limited Use requirements.

Updated: January 16, 2026