Omnia-Voice Oy Privacy Policy

Last updated: October 28, 2025
Effective Date: October 28, 2025

This Privacy Policy describes how Omnia-Voice Oy ("Omnia-Voice," "we," "our," or "us") collects, uses, and safeguards personal data when users ("you") interact with our website, products, and services (the "Services"), including https://omnia-voice.com.

We process personal data in accordance with the EU General Data Protection Regulation (GDPR) and applicable Finnish data protection laws.

By accessing or using our Services, you acknowledge that you have read and understood this Privacy Policy.

1. Data Controller & Contact Information

Data Controller:
Omnia-Voice Oy
Helsinki, Finland
📧 Email: support@omnia-voice.com

If we appoint a Data Protection Officer (DPO), this Policy will be updated accordingly.

2. Personal Data We Collect

A. Information You Provide

• Account registration: Name, email address, authentication details (e.g. Google, GitHub)
• Communications: Email contents, attachments, contact details
• Newsletter subscriptions: Email address
• Career applications: CV/resume data such as education and employment history
• Chat Inputs: Any information typed into chat windows

B. Information We Collect Automatically

• Device & technical data: IP address, browser, OS, device identifiers
• Usage data: Actions taken within the Services, pages visited, timestamps
• Cookies and similar technologies (see Cookie Policy)

C. Information from Third Parties

With your permission:

• Service integrations (e.g., Google Calendar, GitHub, Slack)
• Social network profile information

3. Legal Grounds for Processing (GDPR Article 6)

We process personal data under one or more of the following bases:

Where consent is required, you may withdraw it at any time.

4. How We Use Your Data

We use personal data to:

• Deliver, operate, maintain, and improve our Services
• Personalize user experience and recommendations
• Support integrations with third-party platforms
• Communicate updates and support
• Perform analytics and monitor trends
• Prevent fraud, security incidents, and misuse
• Comply with applicable laws and enforce Terms of Service

We may create anonymized, aggregated data for reporting and research.

5. How We Share Personal Data

We may share your data with:

• Service providers and vendors supporting hosting, analytics, infrastructure, and AI functionality
• Third-party integrations — only when you choose to enable them
• Business transaction partners if we undergo a merger or sale (GDPR safeguards apply)
• Public authorities when required by law or to protect rights and safety

We do not sell personal data.

6. International Data Transfers

Your personal data may be processed outside the EU/EEA. Where such transfers occur, we use lawful safeguards such as:

• European Commission's Standard Contractual Clauses (SCCs)
• Transfers to countries deemed adequate under GDPR

You may request a copy of transfer safeguards at any time.

7. Data Retention

We retain personal data only as long as necessary for the purposes described in this Policy, unless a longer retention period is legally required.

When no longer needed, data is securely deleted or anonymized.

8. Your Rights (GDPR Articles 12–23)

You have the right to:

✔ Access your personal data
✔ Correct inaccurate or incomplete data
✔ Request deletion ("Right to be Forgotten")
✔ Restrict processing
✔ Object to processing based on legitimate interests
✔ Withdraw consent at any time
✔ Data portability (receive data in structured format)
✔ Lodge a complaint with a supervisory authority:

Office of the Data Protection Ombudsman, Finland
https://tietosuoja.fi

To exercise rights, contact: support@omnia-voice.com

9. Security

We use administrative, technical, and physical safeguards designed to protect personal data. However, no security system is completely infallible.

10. Children's Privacy

Our Services are not intended for children under 13. We do not knowingly collect personal data from children. Report concerns to support@omnia-voice.com.

11. Third-Party Websites and Services

Our Services may include links to external websites. We are not responsible for their privacy practices. Please review their respective Privacy Policies.

12. Cookies & Similar Technologies

Our website uses cookies to:

• Enable functionality
• Analyze usage
• Improve performance

You can modify cookie preferences in your browser. (Separate Cookie Policy available upon request.)

13. Changes to This Privacy Policy

We may update this Policy to reflect legal or operational changes. New versions will be posted on https://omnia-voice.com and become effective upon posting. Material changes may be communicated directly to users.