Auntie HR User Privacy policy

Last updated: February 2026

This policy applies to HR users - representatives of Auntie customer organizations who manage or coordinate Auntie Service Platforms. It does not apply to end users who receive wellbeing sessions.

1. Who we are

Auntie Solutions Oy (“Auntie”, “we”, “us”) is a Finnish company providing preventive mental wellbeing services and related digital solutions.

Business ID: 2734094-5
Address: Siltasaarenkatu 12 C, 00530 Helsinki, Finland
Email: dpo@auntie.fi

Our Data Protection Officer (DPO) is Saku Vainikainen, who oversees compliance with data protection law and acts as the contact point for privacy-related matters.

2. Why we process your data

Our legitimate interest is to maintain secure, lawful and efficient service operations. We have determined that the processing is necessary and that no less intrusive alternatives are available. The rights of the data subject do not override this interest. We collect and process personal data only when genuinely needed to:
- provide and manage Auntie Service Platforms for your organization;
- communicate with you as an HR contact;
- support and improve our customer relationships; and
- fulfill legal and contractual obligations.

Lawful basis for processing:
- Providing and administering your organization's Auntie Service Platforms
- Managing customer communication, invoicing, and reporting
- Supporting and improving service quality
- Collecting feedback and developing our services
- Meeting legal duties such as accounting or security

We do not process any sensitive data (such as health information) about HR users.

3. What data we collect

We collect only data needed for customer service and communication:
- Account data: name, email, phone, job title or role, organization name, cost center if applicable.
- Platform and usage data: login details, time zone, language, activity logs from the HR portal.
- Service management data: package and usage information (aggregated or anonymized), feedback.
- Technical data: IP address, timestamps, browser type, and related metadata.
- Communication data: messages or inquiries you send to Auntie.

This data is necessary to deliver the service; without it, use may be impossible.

4. Where we get data from

We receive information directly from you or from your employer when you are appointed as an HR contact. Some technical data is created automatically by our systems.

5. Cookies

We use cookies to ensure the secure and efficient operation of the HR portal. Essential cookies are always active. Optional cookies, such as marketing and analytics cookies, are used only with your consent.

6. Who processes your data

Your data may be handled by:
- Auntie employees responsible for customer management and support;
- authorized service providers for hosting, communication, and CRM; and
- Auntie group companies, when necessary for service delivery.

All processors act on our instructions and are bound by confidentiality agreements.

7. International transfers

We mainly store and process HR user data within the EU/EEA. If data is transferred outside this area, we apply appropriate safeguards to ensure an equivalent level of protection.

8. Data security

We follow an ISO 27001 certified information security system.
Our security measures include:
- access controls, encryption, and secure data centers;
- employee training and confidentiality commitments;
- regular monitoring, testing, and audits.

If a breach poses high risk to you, we will notify you without undue delay.

9. How long we keep your data

We keep HR user data for as long as your organization's customer relationship with Auntie is active, and up to 24 months after that relationship ends. Marketing contact data is kept until you opt out.

10. Automated decisions and profiling

We do not use automated decision-making or profiling that affects HR users. Any automation is limited to technical platform functions.

11. Your rights

You have the right to:
- Access your data;
- Correct inaccurate information;
- Request deletion of your data where legally possible;
- Ask us to limit how your data is used;
- Receive your data in a portable format;
- Object to certain types of processing, such as marketing;
- Withdraw consent at any time if processing is based on consent;
- Lodge a complaint with a supervisory authority tietosuoja.fi/en/home.

To use your rights, contact dpo@auntie.fi. We may verify your identity before acting on your request.

12. Accountability and cooperation

Auntie keeps records of data processing and cooperates fully with authorities. We regularly review and improve our privacy practices.

13. Updates to this policy

We may update this Privacy Policy when necessary. The latest version is always available at auntie.io/privacy. Important changes are announced through the HR portal or by email.

14. Contact

Auntie Solutions Oy
Siltasaarenkatu 12 C, 00530 Helsinki, Finland
Email: dpo@auntie.fi