1. Introduction
The Privacy Statement helps you understand what personal data we collect and why we collect it, and how we handle, protect, store, export, and delete your personal data.
Personal data is any information relating to an identified or identifiable natural person, such as an email address, street address, phone number, etc.
This privacy statement is for the company Visma Software AS and covers areas where we are the Data Controller. Please see the difference between the role as a Processor and Controller below:
Visma Software AS as a Processor
For the personal data entered into our products and that is processed there, the Customer is regarded as the Data Controller. Visma Software AS does in such cases act as a Data Processor and processes the data on behalf of and according to instructions given by the Customer. Information regarding how personal data is processed in one of our many services is outlined in the respective data processing agreement for that service.
If you have any requests regarding deletion of your personal data, correction of the personal data or insight to what personal data that are processed about you, you should contact the Controller.
Visma Software AS as Controller
In some cases, Visma Software AS will be the Data Controller for your personal data. This is when we determine the purposes and means of the processing of personal data, for example for improving the application, security purposes, marketing initiatives, use of public websites, support, sales etc.
Down below follows information about processing of personal data where Visma Software AS is the controller.
2. What personal data do we process?
The type of personal data that Visma Software AS processes about you may be:
- Basic personal information such as name, address, telephone number, email and demographic information
- User and web traffic information such as login ID, username, and IP address
- Financial information such as invoice-related information
- Content you have uploaded or provided such as photos, comments, articles and videos
- Statistics that show how the users use our software and consume content we offer
- Information provided through job applications
For the purposes mentioned in the section “Why we process personal data”, Visma Software AS, does not process sensitive personal data about you.
3. How is personal data collected?
In general, Visma Software AS, collects personal data directly from you or other persons linked to our Customer. If the Customer purchases Visma Software AS products or services via a partner company, we may collect information about you from the partner company.
Visma Software AS will also use cookies and other tracking technologies when you use our applications/services and websites, in order to optimise your experience of Visma Software AS and our products.
In some cases, we may also collect information about you from other sources. These sources may be third-party data aggregators, marketing partners, public sources or third-party social networks.
4. Why do we process personal data?
This Privacy Statement applies when Visma Software AS process your personal data for various purposes when you interact with us, such as:
Buy and deliver
- Facilitate customer orders, agreements, payments
- Offer services directly to you, such as e-learning, webinars, courses, newsletters, reports etc.
- Provide requested offers on products and services to Customers
- Create and facilitate accounts for users of our services
Support and improve
- Improve and develop the quality, functionality and user experience of our products, services and websites
- Offer customer support and consultancy for our products and services
- Operate learning platforms and user communities to educate and enable interaction between users and Visma Software AS
Security
- Detect, mitigate and prevent security threats and abuse, and perform maintenance and debugging
Marketing
- Manage and send marketing preferences and content
- Create interest profiles in order to promote relevant products and services (profiling)
- Handling of leads in order to promote relevant products and services
Recruiting
- Manage recruitment processes and process job applications
- Evaluate submitted documentation, conduct interviews and call references
5. What is the legal basis for processing your personal data?
We process data based on several legal grounds.
Agreement with you
We process your personal data on the basis of a legal binding contract with you. This will typically be when you apply for a job in Visma Software AS. Processing your personal data such as CV, application and references is necessary for handling jobseekers’ requests before a contract is entered into.
Your consent
Visma Software AS might process your personal data based on consent. You will always be able to withdraw your consent, after you have given the consent.
Legitimate interest
Visma Software AS has a legitimate interest when we process your data for security, support and improvement purposes, or when you act as customer contact/lead for our existing and potential customers, hereunder in customer support. Your personal data is processed from a business perspective in a manner that we believe does not conflict with your privacy rights or freedoms.
Further Visma Software AS processes data based on legitimate interest if you are signing up for example a webinar, downloading reports or other content from our web pages, and using our learning platforms / communities. The legitimate interest is to provide you with correct content, hold webinars, do marketing and administrate your requests. Read more about how Visma Software AS processes your personal data for marketing purposes based on legitimate interest and your rights when we process your personal data for such purposes under the section called “marketing” in this privacy statement.
6. How is your personal data shared?
Within the Visma Group
Visma Software AS is a part of the Visma Group. As Visma consists of many different subsidiaries, it is important for us that we provide the best possible overall experience for you. In order to maintain an overview and insight, Visma Software AS may share your personal data across companies in the Visma Group.
Outside of the Visma Group
Visma may also share your personal data with external third parties in the following contexts:
User communities
If you make a post, comment or similar on user communities or other forums or sites, such information can be read and used by anyone with access to such forums. Visma Software AS is not responsible for any information you submit on such forums or sites.
Business partners
Visma Software AS may share your personal information with our partners in the event this is legitimate from a business perspective and according to applicable privacy legislation.
Public authorities
The police and other authorities may request access to personal information from Visma Software AS . In these cases, Visma Software AS will only provide the data if there is a court order etc. to do so.
7. When do we use processors?
Visma Software AS uses processors to process personal data. These processors are typically vendors of cloud services or other IT hosting services. When using processors, Visma Software AS will enter into a data processing agreement in order to safeguard your privacy rights. If processors are located outside the EU/EEA, we ensure legal grounds for such international transfers on your behalf, hereunder by using the EU Model Clauses.
You are always welcome to request an overview and more detailed information on our processors. For how to contact us , please see the last section of this statement.
For information on sub-processors used to provide you our services, please visit our Visma Trust Centre.
8. How long is your data stored?
Visma Software AS will only store your personal information as long as required to perform our contractual obligations.
When processing your personal data on other legal basis, such as legitimate interest, data is stored as long as necessary to fulfil the purpose of processing.
Hence, your personal data may be subject to different retention policies based on the type of data and the purpose of collecting it. Below are some examples:
When recruiting, Visma Software AS will delete your personal information such as CV, application and other documents 12 months after application deadline, unless otherwise agreed upon with you.
If you use the chat service on our website, your personal information such as email, name, IP address etc. is kept for up to six months, after which it is automatically deleted.
Another example is contact information stored for different marketing purposes. If you opt out or unsubscribe to our marketing services, data will be deleted no longer than 12 months after registration.
For further information regarding deletion, feel free to contact us (see contact information in the last section of this statement).
9. What are your rights?
You can invoke the following rights in relation to our processing of your personal data:
- Access. You have the right to request a copy of personal data we process about you.
- Rectification. You also have the right to request Visma Software AS to rectify inaccurate personal data concerning you. If you have an account for Visma Software AS sites or services , this can usually be done through the appropriate "your account" or "your profile" sections on the applicable site or service.
- Deletion. You can request Visma Software AS to delete personal data relating to you.
- Restriction. You may ask us to restrict the processing of your personal data
- Portability. You may ask us to provide you or others with your personal data in a structured, commonly used and machine-readable format.
- Object. On grounds relating to your particular situation, you have the right to object to our processing of your personal data on the basis of legitimate interests or for direct marketing purposes. You also have the right to object to our processing of your personal data for the performance of tasks carried out in the public interests or in the exercise of official authority or based on legitimate interests.
Please note that there may be certain exceptions or limitations to the abovementioned rights which could apply depending on the specific circumstances of your situation. In such cases, we will provide you with detailed information about the applicable exception or limitation and help you exercise your rights to the fullest extent possible, in accordance with applicable laws and regulations.
Please use this Privacy Request Form to file requests as mentioned in this section.
Finally, you also have a right to file a complaint to the data protection authorities with regards to our processing of your personal data.
10. Marketing and profiling
Legitimate interest
When you interact with Visma Software AS e.g. by visiting our web pages, downloading content, attending webinars, and as part of using our services, Visma Software AS will be processing your personal data based on legitimate interest. One of our legitimate interests is the processing of personal data for direct marketing purposes.
Visma Software AS uses your personal data to provide relevant content to you through direct marketing on social media platforms and emails, webpages or in a service, based on your preferences. The personal data processed are aggregated details about you such as IP address, interests (where you have clicked, etc.), username and device. This is done through technologies like cookies and is called profiling. Visma Software AS will also be able to combine this information with information about the customer relationship we may have with your company.
The purpose of the profiling is to deliver customized marketing to you, improve your user experience with our services / websites and deliver products that our customers are satisfied with. Visma Software AS’s services are generally used as tools for work-related purposes, and your behaviour in these tools says little about your personal life. No sensitive data is processed. Your personal data is therefore processed from a business perspective in a way that we believe does not conflict with your freedoms and rights as an individual.
Visma Software AS uses email as a tool to communicate marketing, however only if you have consented in accordance with national marketing legislation (if needed). If you have consented, you will always have the possibility to opt out as described below, or when you receive an email containing marketing.
Right to opt-out of marketing communications
You have the right to opt out of receiving marketing communications from Visma Software AS and being subject to profiling. You can do this by either:
- Following the instructions for opt-out in the relevant marketing communication
- Changing preferences under the relevant edit account section if you have an account with Visma Software AS
- Contacting us via e-mail at kundesenteret@visma.no
- Using the applicable subscription management tool
You will also always have the option to opt into/out of cookies on a particular web page, through our cookie banner.
Please note that even if you opt out from receiving marketing communications, you may still receive administrative communications from Visma Software AS, such as order confirmations and notifications necessary to manage your account or the services provided to Customers.
11. Changes
We encourage you to review the Statement regularly. If we make significant changes to our Statement that materially alter our privacy practices, we may also notify you by other means, such as sending an email or posting a notice on our website / learning platforms / social media pages prior to the changes taking effect.
The Privacy Statement is revised at least yearly. Last updated: 2024-08-28
12. How to contact us:
The controller responsible for the processing of your personal data is:
Visma Software AS
Head Office: Karenslyst Allé 56, 0277 Oslo
Telephone number: +47 46 40 40 00
We value your opinion. If you have any comments or questions about our Privacy Statement, or any privacy concerns, including regarding a possible breach of your privacy, please fill in this Privacy Request Form. You can also contact our Customer Support on kundesenteret@visma.no or our Data Protection Manager, Freja Landewall, on freja.landewall@visma.com.
We will handle your requests or complaints confidentially. Our representative will contact you to address your concerns and outline the options regarding how these may be resolved. We aim to ensure that complaints are resolved in a timely and appropriate manner.