Privacy Policy -
Customers and marketing
Respect for the privacy of the individual is important to us at Billogram (“Billogram”, “we”, “us”, “our”) and we work proactively to protect the personal data that we process. All personal data is processed in accordance with applicable law. This Policy contains information about how we as data controller process personal data when you or your company are a customer of ours and use our service, as well as in our marketing and sales processes.
If you are an invoice recipient and want to know how we process your personal data, see our Privacy Policy for Invoice Recipients.
For information on how we process personal data during recruitment, see our Privacy Policy for Recruitment.
Our Cookie policy describes how we manage cookies for our websites and services.
In this Policy, we describe how and for what purposes we use your personal data, the lawful basis for the processing and what measures we take to protect personal data. We also describe how you can invoke your rights in regards to our processing of your personal data.
Definitions
The definitions of the concepts above shall apply regardless of whether capitalised or not.
| Term | Definition |
|---|---|
| Applicable Law | The legislation applicable to the processing of personal data, including the General Data Protection Regulation (GDPR) (EU 2016/679), complementary national legislation and practices, guidelines and recommendations issued by national regulatory or EU supervisory bodies. |
| Controller | The company or organisation that decides for what purpose and in what way personal data is to be processed and which is responsible for the processing of personal data in accordance with applicable law. |
| Data Subject | An identified or identifiable natural person whose personal data is processed. |
| Personal data | Any information that relates, directly or indirectly, to an identifiable natural person. |
| Processing | An action or combination of actions relating to personal data, such as storage, alteration, reading, transmission, etc. |
| Processor | The company or organisation that processes personal data on behalf of the controller in accordance with the controller’s instructions and applicable law. |
| The service | Billogram’s billing and payment service. |
Billogram’s role as controller
The information in this policy covers personal data processing for which Billogram is the controller, i.e. where we decide the purposes (the “why”) and the means (the methods, which personal data to be processed and how long it should be stored). The policy does not describe how we process personal data in the role of data processor, i.e. when we process personal data on behalf of our customers.
General information about our personal data processing
We have an obligation to describe and provide evidence for how we meet the requirements imposed on us when we process your personal data. This section aims to describe general principles governing our personal data processing and to specify the personal data we process.
Lawful basis
In order to process personal data, the controller must have a lawful basis in applicable law for the processing. The lawful basis for our processing is as follows:
Consent – You have given your explicit consent that we may process your personal data. You may withdraw your consent at any time and we will cease processing your personal data for the purpose to which you have given your consent.
Contract – The processing is necessary for us to be able to perform a contract we have with you or to be able to enter into such a contract.
Legal obligation – Processing of your personal data is necessary for us to meet the legal requirements imposed on us in our business operations.
Legitimate interests – We have undertaken a legitimate interest assessment where we have determined that our interests in processing your personal data outweigh your right not to be covered by the processing.
How long do we store your personal data?
We only save your personal data for as long as is necessary for the purpose for which it was collected. Depending on the lawful basis in question, our processing may be governed by a contract, be dependent on valid consent, be prescribed by law or follow from an internal legitimate interest assessment. In the section “How your personal data is processed” below, we specify the criteria for when the purpose ceases and thus the time when we no longer process your data.
When we share your personal data with others
We may share your personal data with others in order for us to perform any of the processing operations described in this policy, for example for the storage of data. We always enter into Data processing agreements with the data processors we use, in which we, among other things, give the processor instructions on how the personal data may be processed and what security measures are required for the processing. The processor may not carry out any processing of your personal data that goes beyond these instructions.
If required by law, decree, regulation, government decision or other ruling binding on Billogram, we may disclose your personal data to various authorities, such as the Swedish Tax Agency or the Swedish Police Authority.
Transfer of personal data outside the EU/EEA
Where personal data is transferred to countries outside the EU/EEA, we implement safety measures to ensure that the level of security is adequate and in accordance with applicable law. Such appropriate safety measures include, inter alia, ensuring the following:
- The European Commission has decided that the third country to which your personal data is transferred achieves an adequate level of protection, or
- The European Commission’s standard contractual clauses have been signed between Billogram or its processors, as applicable, and the recipient outside the EU/EEA. In these cases, we also assess whether there is legislation in the recipient country that affects the protection of your personal data. Where necessary, we take special measures to ensure that the protection of your data remains in place when transferring it to the relevant country outside the EU/EEA.
Types of personal data
The types of personal data we process regarding customers, users of our service and in our marketing and sales process are:
- Identification data: such as name, username, customer number, job role.
- Contact details: such as address, email address and telephone number.
- Personal identity number*
- Contract details*: such as the contract partner and contract terms.
- Payment and billing information*: such as specification of the service you purchase from us, details of payment terms, current receivables or liabilities, OCR number and amount.
- Bank details*: information on bank account numbers and bank or post office giro numbers.
- Case details: information about cases we handle, e.g. because you contact us regarding the use of our service.
- Communication information: the communication you have with us regarding our existing or future business relationship and the billing service we provide.
- Credit report information*: such as information from external parties about creditworthiness and information about your payment behaviour with us.
- Device details: such as version of operating system, IP address or other unique identification of a computer, mobile phone or other device used to use the service.
- Usage information: information about how you use our service.
- Consent information: such as your consent to use your name and image of you as a reference in our marketing or your consent to personal data processing when you indicate on our website that you wish to be contacted by us.
- Images: photo of you.
* personal data that is processed only if the business is a sole proprietorship
How your personal data is processed
The table below sets out the personal data we process and for what purpose, where the data has been collected, the lawful basis for our processing, when the purpose of the processing ceases and, if possible and relevant, the basis for the assessment of the storage period (in brackets).
| Purpose | Personal data types we process | Source | Lawful basis | When the purpose ceases |
|---|---|---|---|---|
| To provide billing service under contract | Identification data Contact details Communication information | From you or the company where you are employed | Contract | When the contract between you/your company and Billogram expires |
| Personal identity number* Contract details* Bank details* | From you | |||
| Contract details* Payment and billing information* Case details | Billogram | |||
| To access your ability to pay | Credit reference data* | From an external credit reporting company | Legitimate interest | When the contract between you and Billogram expires |
| Payment and billing information* | Billogram | |||
| To ensure functionality and security of the billing service | Device details Usage information | From you | Contract Legitimate interest Our legitimate interest is that we need to ensure that our service is not used for fraudulent purposes | When the contract between you and Billogram expires or when you are deregistered as a user of our service |
| To protect Billogram from legal claims and exercise Billogram's legal rights | Identification data Contact details Personal identity number* Contract details* Bank details* Communication information | From you | Legitimate interest | Ten years after termination of the contract in accordance with the current limitation period (Swedish Act on Limitation) |
| Contract details* Payment and billing information* Case details | Billogram | |||
| To compile bookkeeping and accounting dat in accordance with accounting laws, as well as the retention of such data in accordance with Applicable Law | Identification information* Personal identity number* Bank details* | From you | Legal obligation (Swedish Bookkeeping Act) | Seven years after the end of the calendar year in which the data was recorded (Swedish Bookkeeping Act) |
| Payment and billing information* | Billogram | |||
| Direct marketing and sales | Identification data Contact details Communication information | From you or external sources, such as corporate websites and social media | Legitimate interest | One year after we are no longer in contact for sales or marketing purposes, or when you withdraw your consent |
| Consent information | From you | |||
| Marketing through references | Identification data Images Consent information | From you | Consent | When you withdraw your consent |
* personal data that is processed only if the business is a sole proprietorship.
Recipients we share your personal data with
Sometimes we need to share your personal data with others to fulfil the purposes described above. In the table below, we indicate the data processors we may share your personal data with.
| Data processor | Instruction (application area) |
|---|---|
| AWS Amazon | Storage |
| Storage and communication | |
| Salesforce | CRM System |
| The Rocket Science Group (Mailchimp) | Communication |
| Zendesk | CRM System |
Your rights
According to applicable law, you as a data subject have several rights that you should be aware of.
- You have the right to request a record extract of the information recorded about you.
- If the data we hold on you is incorrect, you have the right to have it corrected.
- You have the right to have your personal data deleted provided that we do not have to process it for the purposes for which it was collected, for example to perform a contract we have with you or where we have a legal obligation to continue processing the data.
- If you believe that the data is incorrect or that our processing is unlawful or that we do not need the data for a specific purpose, you may request that we restrict the processing of data about you. You can also request restriction of processing while awaiting verification from us as to whether our interest in processing your data outweighs your right not to have this data processed.
- The right to data portability means that in some cases where the lawful basis is a contract or consent, you have the right to receive your personal data and use your personal data elsewhere.
- If we indicate legitimate interest as a lawful basis, you have the right to object to the processing.
Contact details and Data Protection Officer
Billogram AB is registered with the Swedish Companies Registration Office under corporate registration number 556801-7155 and is headquartered at Klara Södra Kyrkogata 1, SE-111 52 Stockholm, Sweden.
If you have questions about how we process your personal data or wish to invoke any of your rights, you can always contact us at support@billogram.com
You can also contact our Data Protection Officer by email: dpo@billogram.com or by post at the above address.
Complaints
If you believe that the processing of your personal data is in violation of Applicable Law, you should contact us. You can also contact the Swedish Authority for Privacy Protection directly with your complaint.
Privacy Policy updates
This Privacy Policy may be updated due to changes in legislation or changes in our personal data processing as a result of the development of our services.
The latest version is always published here on our website.
This version was updated on 2021-12-13.