Privacy Policy

Data controller

The controller for personal data processed in the Service is Pyylahti Oy, business ID 2989204-9, Katajanokanlaituri 5 L 3, 00160 Helsinki.

For questions or requests concerning your personal data, contact info@pyylahti.fi.

What data we process

Account data: your name, email address, preferred language, user role and the company you belong to. Your password is stored only as a cryptographic hash.

Sign-in and session security data: when you sign in, confirm your identity or sign out — and when a sign-in fails or a password reset is requested — we record the time and the IP address the request came from in the Service's security log. For each active session we also keep the device type, app version and the IP address it was last used from, so that you and your administrators can see which devices are signed in to your account and sign individual devices out.

Work activity: package registrations, movements, code scans and stock-take actions you perform in the Service are recorded together with your user account, a timestamp and a device identifier. This history is the core function of a traceability service.

Contact person details: administrators may store the name, email address, phone number and title of company contact persons.

Support messages: when you contact support through the Service, we store your name, email address and the message.

Sent notifications: emails the Service sends (for example order notifications and account activation links) are logged with recipient, subject and content.

Push notifications: if you allow notifications in the phone app, we store the phone’s push address (a token issued by the phone’s notification service), linked to the sign-in it was registered under, and the notification choices you make in the app. The push address is deleted when you sign out, switch notifications off or remove the app.

Usage and diagnostic data: to keep the apps reliable we collect first-party telemetry — which screens and features are used, your app version, platform and language, and automatic error reports (including stack traces and technical context) when something fails. It is linked to your account and device in pseudonymous form and is never used for marketing or profiling.

Why we process it (legal bases)

To provide the Service and manage user accounts — performance of a contract and our legitimate interest in serving our customer companies.

To maintain a reliable trace and audit history of packages — our legitimate interest and the traceability obligations that apply to the goods being tracked.

To keep accounts secure (session management, the sign-in security log including IP addresses, password reset links, rate limiting) and to let you review and sign out the devices signed in to your account — legitimate interest.

To answer support requests — legitimate interest.

To send the push notifications you have allowed — performance of a contract and legitimate interest. You can switch each kind off, or show only a generic text, in the app’s settings, and switch them all off in the phone’s settings.

To monitor reliability, diagnose faults and improve the Service through usage analytics and error diagnostics — our legitimate interest in keeping the Service secure and working well.

To send the demo follow-up email and let our sales contact you, if you filled in the demo form — your consent, which you can withdraw at any time.

Apart from the demo-form contact you agreed to (see “Demo, trade fairs and contacting sales”), we do not use the data for marketing, advertising, profiling or automated decision-making.

Where data is processed

The Service runs on Amazon Web Services in the EU (Stockholm region, eu-north-1): database, file storage and message queues. Outgoing email is sent through Microsoft 365.

Automatic error diagnostics are additionally processed on our behalf by Sentry, configured to store data in the EU (EU data region).

Encrypted backup copies of the database and uploaded files are kept with UpCloud in Helsinki, Finland. They are encrypted before they leave AWS, so UpCloud cannot read them.

Push notifications are delivered through Expo (650 Industries, Inc., USA) and the phone’s own notification service: Apple Push Notification service on iPhone, Google Firebase Cloud Messaging on Android. They receive the push address and the notification text. By default the text is only “You have a new notification”; if you switch on details in the app’s notification settings, it can include an order number, a company name or a file name — never quantities or people’s names. They may process this outside the EU/EEA, relying on the EU–US Data Privacy Framework or the European Commission’s standard contractual clauses.

Apart from push notifications, personal data is not transferred outside the EU/EEA in normal operation.

How we protect your data

All traffic between the apps and the Service is encrypted in transit (TLS), and data is encrypted at rest in our database and file storage.

Access to personal data is restricted: every user signs in with a personal account and sees only what their role and company allow, and our own personnel access production data only to operate, support and safeguard the Service. Passwords are stored only as cryptographic hashes.

Access by the service provider

As the provider and operator of the Service, Pyylahti Oy can see the full inventory and all scan and trace activity of every company using the Service. We access this only to operate, support and safeguard the Service. We never use it for marketing, and we do not sell it or disclose it to third parties, except as needed to run the Service or as required by law.

How long we keep data

Account contact data — your email address, password and any contact details — is kept only while the account is needed. On request we erase it: the email address and password are permanently removed and sign-in is disabled.

Your name stays attached to the package scans and trace events you performed. A complete, attributable audit trail is a legal and contractual requirement of a traceability service, so under Article 17(3) of the GDPR this record is retained even after the rest of your account data is erased. It is used only to evidence who performed a tracked action — for example if an authority such as the police requests it — never for any other purpose.

Password setup links expire automatically and expired links are purged. Support messages and sent notifications are kept for a limited period for follow-up and troubleshooting.

Session records are removed shortly after a session ends or is signed out; the sign-in security log is kept for as long as needed to investigate misuse and keep accounts secure.

Backup copies are kept for up to 13 months. Data erased from the Service stays in older backups until they expire, and if a backup is ever restored, erasures made since are applied again.

Your rights

You have the right to access the personal data we hold about you, to have inaccurate data corrected, and to request erasure. On erasure we remove your email address, password and contact details and disable sign-in; your name remains linked to your historical scan and trace records, which we must keep as an audit trail under Article 17(3) GDPR as described above.

You also have the right to object to or ask us to restrict processing, and to lodge a complaint with the Finnish supervisory authority, the Office of the Data Protection Ombudsman (tietosuoja.fi).

To exercise your rights, contact info@pyylahti.fi.

Cookies

The Service uses only a session cookie that is strictly necessary for signing in. There are no advertising or tracking cookies, and no cookies are used for analytics. Usage analytics in the desktop and mobile apps are collected in the app itself, not through cookies (see “Usage analytics and error monitoring”).

Usage analytics and error monitoring

To understand how the Service is used and to find problems without waiting for you to report them, the desktop and mobile apps send us first-party usage analytics — for example which screens and features are opened, and your app version and platform — together with automatic error reports (including stack traces and technical context) when something fails.

This data is pseudonymous: it is linked to your user account identifier and device, not used to build a marketing or advertising profile, and never sold or shared with advertisers. The legal basis is our legitimate interest in keeping the Service reliable and improving it.

Usage analytics are stored in our own systems in the EU. Error diagnostics are additionally processed by Sentry (EU data region) acting as our processor. You can object to this processing at any time by contacting info@pyylahti.fi.

Demo, trade fairs and contacting sales

If you try the Track & Trace demo in the phone app without an account, we ask for your email address and, if you choose to give them, your company name, your phone number and where you heard about Track & Trace. We also record your language, your phone's platform, the time, and the trade fair if you filled in the form during one. We use these details, with your consent, to send you one follow-up email about the demo and so that Pyylahti's sales can contact you about Track & Trace. You can withdraw your consent at any time by replying to that email or by writing to info@pyylahti.fi; we then delete your details.

The demo itself runs on your phone with made-up data. Nothing you do in the demo is sent to us; we only count anonymously that the demo was started, that a demo box was scanned and whether contact with sales was opened, without your name, email address or account.

When you open our trade-fair QR link, we record the time, the type of phone (iPhone, Android or other), the browser's language and whether it was during the fair's opening hours, and forward you to the app store. We do not record your IP address or set a cookie.

If you contact sales through the app, we send your name, company, contact details and message to our sales by email and keep a copy for follow-up.

We keep demo-form details and sales requests for 12 months and then delete them. If you have contacted our sales, your details become part of that customer conversation and are kept as long as it continues, and deleted at the latest three years after your last contact with sales.

Changes

We may update this policy as the Service develops. The version date is shown at the bottom of this page; significant changes are communicated in the Service or by email.