Privacy Policy

EasyHTA Oy is the controller of the personal data described in this policy. Where a business customer uses EasyHTA under a separate agreement with us, that agreement governs how we handle the content of its workspaces.

1. What Data We Collect

We may collect and process the following categories of data:

Personal Information

• Email address (required to create an account)
• Name, professional affiliation, or job title, only where you choose to give them to us (for example when you contact us or discuss a contract plan)
• If a workspace owner invites you, we store your email address to send and manage the invitation

Account & Usage Data

• Account registration details
• Login and authentication activity
• The data and parameters you enter into our tools, which are stored as your analyses
• Technical server logs generated when the application calls our services
• Feedback and requests you send us from the application

We do not use third-party behavioural analytics, session-recording, advertising, or analytics cookies. We record limited first-party account activity and project-use information to understand aggregate adoption and improve the service. Adoption reports contain aggregate figures, not customer names, email addresses, project contents, or account identifiers.

Website Statistics

When you visit our website, we compile aggregate visit statistics, such as pages viewed, referring sites, and approximate country, using our website provider’s statistics service, which processes your IP address to do so.

Payment Information

Payments for subscriptions and services are processed by Stripe, described further in section 4. Alongside your account we store your subscription plan, its status, the current billing period, and the business and contract details you provide, such as a VAT ID.

Technical Data

• IP address
• Browser type and version
• Device type
• Operating system
• Cookies and similar browser storage (strictly necessary only, see section 10)

We do not collect special categories of personal data (such as identifiable health data). Users are responsible for ensuring that uploaded data does not contain personally identifiable patient information.

2. How We Collect Your Data

We collect data when you:

• Register for an account
• Start a free trial
• Subscribe to a paid plan
• Use the EasyHTA application or other EasyHTA tools
• Contact us by email, book a call with us, or send feedback or a request from within the application
• Sign in to the EasyHTA application, which sets strictly necessary cookies

3. How We Use Your Data

We process your data to:

• Create and manage your account
• Provide access to the EasyHTA application and other EasyHTA tools
• Process subscription payments via Stripe
• Monitor billing and subscription status
• Improve platform functionality and performance
• Ensure platform security and prevent fraud
• Provide customer support
• Send service-related communications
• Compile aggregate website visit statistics
• Follow up on a request where you ask us to contact you

Under the General Data Protection Regulation (GDPR), we rely on the following legal bases for these purposes:

• Performance of a contract: creating and managing your account, providing the EasyHTA application and tools, providing support, sending service-related communications, and processing subscription payments and related billing status.
• Legitimate interests: improving platform functionality and performance, recording limited first-party account activity and project-use information for aggregate adoption reporting, compiling aggregate website visit statistics, and ensuring platform security and preventing fraud.
• Consent: following up on a request you send from the application where you ask us to contact you.
• Legal obligations: retaining and disclosing billing or other records where the law requires us to do so.

4. Payment Processing (Stripe)

All payments are securely processed by Stripe, a third-party payment service provider. When you make a payment, your payment information is transmitted directly to Stripe and handled in accordance with Stripe’s security standards and Privacy Policy; EasyHTA does not store or process full credit card numbers. Stripe reports confirmation of payment and billing and subscription status back to us. You can review Stripe’s Privacy Policy at:
https://stripe.com/privacy

5. Data Storage and Security

We host the EasyHTA application on Amazon Web Services (AWS) and store application data in the European Union.

Security measures include:

• Encryption in transit (HTTPS/TLS) and at rest
• Secure authentication systems
• Role-based access control
• System monitoring and logging

We implement appropriate technical and organisational safeguards to protect your data against unauthorised access, misuse, loss, or alteration.

6. Data Retention

We retain personal data:

• Your account, workspaces (including invitations sent from them), and analyses: for as long as your account exists
• Billing and subscription records: for as long as required for billing, accounting, and other legal obligations
• Analyses you delete yourself: scheduled for removal from our live systems after 90 days
• Technical server logs: retained for a limited period for security and troubleshooting

Database backups can retain a historical copy of a record for up to 35 days after it is removed from our live systems. Backup access is restricted and used only for recovery or operational continuity; restoring a backup does not restore deleted data to ordinary use without an authorised recovery process.

You may request deletion of your account and its data at any time by emailing eemil@easyhta.com. We assess each request, including any legal obligation to retain particular billing records.

7. Data Sharing

We do not sell your personal data.

We may share data with:

• Stripe (payment processing)
• Amazon Web Services (application hosting, storage and email delivery)
• Website hosting, security and statistics services
• Email and scheduling services we use to correspond with you and arrange calls
• Professional advisors, such as accountants and legal counsel, and public authorities where the law requires it

All third-party processors are required to maintain appropriate data protection standards.

8. International Data Transfers

We store application data in the European Union. Some of the providers listed in section 7 may process data outside the European Economic Area (EEA); where they do, we ensure appropriate safeguards are in place, including Standard Contractual Clauses where required.

9. Your Data Protection Rights

Under applicable data protection laws, you have the right to:

• Access your personal data
• Rectify inaccurate data
• Request erasure
• Restrict processing
• Object to processing
• Request data portability

You can download a copy of your account data from within the application at any time. For a complete copy, including the contents of your analyses, contact us.

We will respond to requests within one month.

To exercise your rights, contact:
eemil@easyhta.com

You also have the right to lodge a complaint with your local data protection authority. In Finland, the supervisory authority is the Tietosuojavaltuutetun toimisto (Office of the Data Protection Ombudsman).

10. Cookies

We use only strictly necessary cookies and similar browser storage. They:

• Keep you signed in
• Keep your session secure
• Remember your settings in the application, such as your selected workspace

We do not use tracking, advertising, or analytics cookies. You may manage cookies via your browser settings.

11. Links to Other Websites

Our website may contain links to external websites. This Privacy Policy applies only to EasyHTA services. Some pages embed content from other services, such as video, which is governed by that service’s privacy policy.

12. Changes to This Policy

We review this Privacy Policy regularly and post updates on this page.

13. Contact Us

If you have any questions about this Privacy Policy or your personal data, please contact:

EasyHTA Oy, business ID 3508081-3, VAT number FI35080813
Ohjaajantie 3, 00400 Helsinki, Finland
Email: eemil@easyhta.com