All Collections
Policies
🕵️‍♀️ Privacy and GDPR Policy
🕵️‍♀️ Privacy and GDPR Policy

Below you can find our Privacy Policy

A
Written by Alec Ellin
Updated over a week ago

Effective date: 12/08/2023

Privacy Policy

1.Introduction

Welcome to Laylo, Inc.

Laylo, Inc. (“us”, “we”, or “our”) operates https://laylo.com (hereinafter referred to as “Service”).

Our Privacy Policy governs your visit to https://laylo.com, and explains how we collect, safeguard and disclose information that results from your use of our Service.

We use your data to provide and improve Service. By using Service, you agree to the collection and use of information in accordance with this policy. Unless otherwise defined in this Privacy Policy, the terms used in this Privacy Policy have the same meanings as in our Terms and Conditions.

Our Terms and Conditions (“Terms”) govern all use of our Service and together with the Privacy Policy constitutes your agreement with us (“agreement”).

2. Definitions

SERVICE means the https://laylo.com website operated by Laylo, Inc.

PERSONAL DATA means data about a living individual who can be identified from those data (or from those and other information either in our possession or likely to come into our possession).

USAGE DATA is data collected automatically either generated by the use of Service or from Service infrastructure itself (for example, the duration of a page visit).

COOKIES are small files stored on your device (computer or mobile device).

DATA CONTROLLER means a natural or legal person who (either alone or jointly or in common with other persons) determines the purposes for which and the manner in which any personal data are, or are to be, processed. For the purpose of this Privacy Policy, we are a Data Controller of your data.

DATA PROCESSORS (OR SERVICE PROVIDERS) means any natural or legal person who processes the data on behalf of the Data Controller. We may use the services of various Service Providers in order to process your data more effectively.

DATA SUBJECT is any living individual who is the subject of Personal Data.

THE USER is the individual using our Service. The User corresponds to the Data Subject, who is the subject of Personal Data.

3. Information Collection and Use

We collect several different types of information for various purposes to provide and improve our Service to you.

Types of Data Collected

Personal Data

While using our Service, we may ask you to provide us with certain personally identifiable information that can be used to contact or identify you (“Personal Data”). Personally identifiable information may include, but is not limited to:

  1. Email address

  2. First name and last name

  3. Phone number

  4. Address, State, Province, ZIP/Postal code, City

  5. Cookies and Usage Data

  6. Purchase Data

  7. Billing Information

  8. Social Media Data

We may use your Personal Data to contact you with newsletters, marketing or promotional materials and other information that may be of interest to you. You may opt out of receiving any, or all, of these communications from us by following the unsubscribe link.

Usage Data

We may also collect information that your browser sends whenever you visit our Service or when you access Service by or through a mobile device (“Usage Data”).

This Usage Data may include information such as your computer's Internet Protocol address (e.g. IP address), browser type, browser version, the pages of our Service that you visit, the time and date of your visit, the time spent on those pages, unique device identifiers and other diagnostic data.

When you access Service with a mobile device, this Usage Data may include information such as the type of mobile device you use, your mobile device unique ID, the IP address of your mobile device, your mobile operating system, the type of mobile Internet browser you use, unique device identifiers and other diagnostic data.

Location Data

We may use and store information about your location if you give us permission to do so (“Location Data”). We use this data to provide features of our Service, to improve and customize our Service.

You can enable or disable location services when you use our Service at any time by way of your device settings.

Tracking Cookies Data

We use cookies and similar tracking technologies to track the activity on our Service and we hold certain information.

Cookies are files with a small amount of data which may include an anonymous unique identifier. Cookies are sent to your browser from a website and stored on your device. Other tracking technologies are also used such as beacons, tags and scripts to collect and track information and to improve and analyze our Service.

You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our Service.

Examples of Cookies we use:

  1. Session Cookies: We use Session Cookies to operate our Service.

  2. Preference Cookies: We use Preference Cookies to remember your preferences and various settings.

  3. Security Cookies: We use Security Cookies for security purposes.

  4. Advertising Cookies: Advertising Cookies are used to serve you with advertisements that may be relevant to you and your interests.

Other Data

While using our Service, we may also collect the following information: sex, age, date of birth, place of birth, passport details, citizenship, registration at place of residence and actual address, telephone number (work, mobile), details of documents on education, qualification, professional training, employment agreements, non-disclosure agreements, information on bonuses and compensation, information on marital status, family members, social security (or other taxpayer identification) number, office location and other data.

4. Use of Data

Laylo, Inc. uses the collected data for various purposes:

  1. to provide and maintain our Service;

  2. to notify you about changes to our Service;

  3. to allow you to participate in interactive features of our Service when you choose to do so;

  4. to provide customer support;

  5. to gather analysis or valuable information so that we can improve our Service;

  6. to monitor the usage of our Service;

  7. to detect, prevent and address technical issues;

  8. to fulfill any other purpose for which you provide it;

  9. to carry out our obligations and enforce our rights arising from any contracts entered into between you and us, including for billing and collection;

  10. to provide you with notices about your account and/or subscription, including expiration and renewal notices, email-instructions, etc.;

  11. to provide you with news, special offers and general information about other goods, services and events which we offer that are similar to those that you have already purchased or enquired about unless you have opted not to receive such information;

  12. in any other way we may describe when you provide the information;

  13. for any other purpose with your consent.

5. Retention of Data

We will retain your Personal Data only for as long as is necessary for the purposes set out in this Privacy Policy. We will retain and use your Personal Data to the extent necessary to comply with our legal obligations (for example, if we are required to retain your data to comply with applicable laws), resolve disputes, and enforce our legal agreements and policies.

We will also retain Usage Data for internal analysis purposes. Usage Data is generally retained for a shorter period, except when this data is used to strengthen the security or to improve the functionality of our Service, or we are legally obligated to retain this data for longer time periods.

6. Transfer of Data

Your information, including Personal Data, may be transferred to – and maintained on – computers located outside of your state, province, country or other governmental jurisdiction where the data protection laws may differ from those of your jurisdiction.

If you are located outside United States and choose to provide information to us, please note that we transfer the data, including Personal Data, to United States and process it there.

Your consent to this Privacy Policy followed by your submission of such information represents your agreement to that transfer.

Laylo, Inc. will take all the steps reasonably necessary to ensure that your data is treated securely and in accordance with this Privacy Policy and no transfer of your Personal Data will take place to an organisation or a country unless there are adequate controls in place including the security of your data and other personal information.

7. Disclosure of Data

We may disclose personal information that we collect, or you provide:

  1. Disclosure for Law Enforcement.

Under certain circumstances, we may be required to disclose your Personal Data if required to do so by law or in response to valid requests by public authorities.

  1. Business Transaction.

If we or our subsidiaries are involved in a merger, acquisition or asset sale, your Personal Data may be transferred.

Other cases. We may disclose your information also:

  1. to contractors, service providers, and other third parties we use to support our business;

  2. to fulfill the purpose for which you provide it;

  3. for the purpose of including your company’s logo on our website;

  4. for any other purpose disclosed by us when you provide the information;

  5. with your consent in any other cases;

  6. if we believe disclosure is necessary or appropriate to protect the rights, property, or safety of the Company, our customers, or others.

  7. with our business partners. This includes a third party who provides an event such as the artist, promoter or team, or sponsors an event, or who operates a venue where we hold events. This may also include third party advertisers who may collect information when you interact with our site. Our partners use this information as described in their privacy policies, which may include sending you marketing communications. You should read those policies to learn how they treat your information.

  8. with third parties who sell products or services to you. For example, we may disclose your information to a third party who provides you with tickets, ticket insurance or merchandise.

Security of Data

The security of your data is important to us but remember that no method of transmission over the Internet or method of electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your Personal Data, we cannot guarantee its absolute security.

8. Your Data Protection Rights Under General Data Protection Regulation (GDPR)

If you are a resident of the European Union (EU) and European Economic Area (EEA), you have certain data protection rights, covered by GDPR. – See more at https://eur-lex.europa.eu/eli/reg/2016/679/oj

We aim to take reasonable steps to allow you to correct, amend, delete, or limit the use of your Personal Data.

If you wish to be informed what Personal Data we hold about you and if you want it to be removed from our systems, please email us at [email protected].

In certain circumstances, you have the following data protection rights:

  1. the right to access, update or to delete the information we have on you;

  2. the right of rectification. You have the right to have your information rectified if that information is inaccurate or incomplete;

  3. the right to object. You have the right to object to our processing of your Personal Data;

  4. the right of restriction. You have the right to request that we restrict the processing of your personal information;

  5. the right to data portability. You have the right to be provided with a copy of your Personal Data in a structured, machine-readable and commonly used format;

  6. the right to withdraw consent. You also have the right to withdraw your consent at any time where we rely on your consent to process your personal information;

Please note that we may ask you to verify your identity before responding to such requests. Please note, we may not able to provide Service without some necessary data.

You have the right to complain to a Data Protection Authority about our collection and use of your Personal Data. For more information, please contact your local data protection authority in the European Economic Area (EEA).

9. Your Data Protection Rights under the California Privacy Protection Act (CalOPPA)

CalOPPA is the first state law in the nation to require commercial websites and online services to post a privacy policy. The law’s reach stretches well beyond California to require a person or company in the United States (and conceivable the world) that operates websites collecting personally identifiable information from California consumers to post a conspicuous privacy policy on its website stating exactly the information being collected and those individuals with whom it is being shared, and to comply with this policy. – See more at: https://consumercal.org/about-cfc/cfc-education-foundation/california-online-privacy-protection-act-caloppa-3/

According to CalOPPA we agree to the following:

  1. users can visit our site anonymously;

  2. our Privacy Policy link includes the word “Privacy”, and can easily be found on the page specified above on the home page of our website;

  3. users will be notified of any privacy policy changes on our Privacy Policy Page;

  4. users are able to change their personal information by emailing us at [email protected].

Our Policy on “Do Not Track” Signals:

We honor Do Not Track signals and do not track, plant cookies, or use advertising when a Do Not Track browser mechanism is in place. Do Not Track is a preference you can set in your web browser to inform websites that you do not want to be tracked.

You can enable or disable Do Not Track by visiting the Preferences or Settings page of your web browser.

Your Data Protection Rights under the California Consumer Privacy Act (CCPA)

If you are a California resident, you are entitled to learn what data we collect about you, ask to delete your data and not to sell (share) it. To exercise your data protection rights, you can make certain requests and ask us:

  1. What personal information we have about you. If you make this request, we will return to you:

  2. The categories of personal information we have collected about you.

  3. The categories of sources from which we collect your personal information.

  4. The business or commercial purpose for collecting or selling your personal information.

  5. The categories of third parties with whom we share personal information.

  6. The specific pieces of personal information we have collected about you.

  7. A list of categories of personal information that we have sold, along with the category of any other company we sold it to. If we have not sold your personal information, we will inform you of that fact.

  8. A list of categories of personal information that we have disclosed for a business purpose, along with the category of any other company we shared it with.

Please note, you are entitled to ask us to provide you with this information up to two times in a rolling twelve-month period. When you make this request, the information provided may be limited to the personal information we collected about you in the previous 12 months.

  1. To delete your personal information. If you make this request, we will delete the personal information we hold about you as of the date of your request from our records and direct any service providers to do the same. In some cases, deletion may be accomplished through de-identification of the information. If you choose to delete your personal information, you may not be able to use certain functions that require your personal information to operate.****

  2. To stop selling your personal information. We do not sell your personal information for monetary consideration. However, under some circumstances, a transfer of personal information to a third party, or within our family of companies, without monetary consideration may be considered a “sale” under California law.

If you submit a request to stop selling your personal information, we will stop making such transfers. If you are a California resident, to opt-out of the sale of your personal information, send an email to [email protected]

Please note, if you ask us to delete or stop selling your data, it may impact your experience with us, and you may not be able to participate in certain programs or membership services which require the usage of your personal information to function. But in no circumstances, we will discriminate against you for exercising your rights.

To exercise your California data protection rights described above, please send your request(s) by one of the following means:

Your data protection rights, described above, are covered by the CCPA, short for the California Consumer Privacy Act. To find out more, visit the official California Legislative Information website. The CCPA took effect on 01/01/2020.

10. Service Providers

We may employ third party companies and individuals to facilitate our Service (“Service Providers”), provide Service on our behalf, perform Service-related services or assist us in analysing how our Service is used.

These third parties have access to your Personal Data only to perform these tasks on our behalf and are obligated not to disclose or use it for any other purpose.

1. Analytics

We may use third-party Service Providers to monitor and analyze the use of our Service.

Google Analytics

Google Analytics is a web analytics service offered by Google that tracks and reports website traffic. Google uses the data collected to track and monitor the use of our Service. This data is shared with other Google services. Google may use the collected data to contextualise and personalise the ads of its own advertising network.

For more information on the privacy practices of Google, please visit the Google Privacy Terms web page: https://policies.google.com/privacy?hl=en

We also encourage you to review the Google's policy for safeguarding your data: https://support.google.com/analytics/answer/6004245.

Firebase

Firebase is analytics service provided by Google Inc.

You may opt-out of certain Firebase features through your mobile device settings, such as your device advertising settings or by following the instructions provided by Google in their Privacy Policy: https://policies.google.com/privacy?hl=en

For more information on what type of information Firebase collects, please visit the Google Privacy Terms web page: https://policies.google.com/privacy?hl=en

Cloudflare analytics

Cloudflare analytics is a web analytics service operated by Cloudflare Inc. Read the Privacy Policy here: https://www.cloudflare.com/privacypolicy/

Mixpanel

Mixpanel is provided by Mixpanel Inc.

You can prevent Mixpanel from using your information for analytics purposes by opting-out. To opt-out of Mixpanel service, please visit this page: https://mixpanel.com/optout/

For more information on what type of information Mixpanel collects, please visit the Terms of Use page of Mixpanel: https://mixpanel.com/terms/

2. CI/CD tools

We may use third-party Service Providers to automate the development process of our Service.

GitHub

GitHub is provided by GitHub, Inc.

GitHub is a development platform to host and review code, manage projects, and build software.

For more information on what data GitHub collects for what purpose and how the protection of the data is ensured, please visit GitHub Privacy Policy page: [https://help.github.com/en/articles/github-privacy-statement.](https://help.github.com/en/articles/github-privacy-statement)

GitLab CI/CD

GitLab CI/CD is provided by GitLab, Inc.

GitLab CI (Continuous Integration) service is a part of GitLab that build and test the software whenever developer pushes code to application.

GitLab CD (Continuous Deployment) is a software service that places the changes of every code in the production which results in every day deployment of production.

For more information on what data GitLab CI/CD collects for what purpose and how the protection of the data is ensured, please visit GitLab CI/CD Privacy Policy page: https://about.gitlab.com/privacy/.

CircleCI

CircleCI is provided by Circle Internet Services, Inc.

CircleCI is Continuous Integration, a development practice which is being used by software teams allowing them to build, test and deploy applications easier and quicker on multiple platforms.

For more information on what data Circle CI collects for what purpose and how the protection of the data is ensured, please visit Circle CI Privacy Policy page: https://circleci.com/privacy/.

3. Behavioral Remarketing

Laylo, Inc. uses remarketing services to advertise on third party websites to you after you visited our Service. We and our third-party vendors use cookies to inform, optimise and serve ads based on your past visits to our Service.

Google Ads (AdWords)

Google Ads (AdWords) remarketing service is provided by Google Inc.

You can opt-out of Google Analytics for Display Advertising and customize the Google Display Network ads by visiting the Google Ads Settings page: http://www.google.com/settings/ads

Google also recommends installing the Google Analytics Opt-out Browser Add-on – https://tools.google.com/dlpage/gaoptout – for your web browser. Google Analytics Opt-out Browser Add-on provides visitors with the ability to prevent their data from being collected and used by Google Analytics.

For more information on the privacy practices of Google, please visit the Google Privacy Terms web page: https://policies.google.com/privacy?hl=en

Twitter

Twitter remarketing service is provided by Twitter Inc.

You can opt-out from Twitter's interest-based ads by following their instructions: https://support.twitter.com/articles/20170405

You can learn more about the privacy practices and policies of Twitter by visiting their Privacy Policy page: https://twitter.com/privacy

Facebook

Facebook remarketing service is provided by Facebook Inc.

You can learn more about interest-based advertising from Facebook by visiting this page: https://www.facebook.com/help/164968693837950

To opt-out from Facebook's interest-based ads, follow these instructions from Facebook: https://www.facebook.com/help/568137493302217

Facebook adheres to the Self-Regulatory Principles for Online Behavioural Advertising established by the Digital Advertising Alliance. You can also opt-out from Facebook and other participating companies through the Digital Advertising Alliance in the USA http://www.aboutads.info/choices/, the Digital Advertising Alliance of Canada in Canada http://youradchoices.ca/ or the European Interactive Digital Advertising Alliance in Europe http://www.youronlinechoices.eu/, or opt-out using your mobile device settings.

For more information on the privacy practices of Facebook, please visit Facebook's Data Policy: https://www.facebook.com/privacy/explanation

4. Payments

We may provide paid products and/or services within Service. In that case, we use third-party services for payment processing (e.g. payment processors).

We will not store or collect your payment card details. That information is provided directly to our third-party payment processors whose use of your personal information is governed by their Privacy Policy. These payment processors adhere to the standards set by PCI-DSS as managed by the PCI Security Standards Council, which is a joint effort of brands like Visa, Mastercard, American Express and Discover. PCI-DSS requirements help ensure the secure handling of payment information.

The payment processors we work with are:

PayPal or Braintree:

Their Privacy Policy can be viewed at https://www.paypal.com/webapps/mpp/ua/privacy-full

Stripe:

Their Privacy Policy can be viewed at: https://stripe.com/us/privacy

11. Links to Other Sites

Our Service may contain links to other sites that are not operated by us. If you click a third party link, you will be directed to that third party's site. We strongly advise you to review the Privacy Policy of every site you visit.

We have no control over and assume no responsibility for the content, privacy policies or practices of any third party sites or services.

12. Children's Privacy

Our Services are not intended for use by children under the age of 13 (“Children”).

We do not knowingly collect personally identifiable information from Children under 13. If you become aware that a Child has provided us with Personal Data, please contact us. If we become aware that we have collected Personal Data from Children without verification of parental consent, we take steps to remove that information from our servers.

13. Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page.

We will let you know via email and/or a prominent notice on our Service, prior to the change becoming effective and update “effective date” at the top of this Privacy Policy.

You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

Data Import Addendum

This binding addendum (this “Addendum”) is between Laylo, Inc. (“Laylo”) and Customer and supplements the Laylo Customer Terms of service or the Platform Terms (the “Agreement”) between Laylo and Customer. Capitalized terms used but not defined herein shall have the meanings ascribed to such terms in the Agreement. For good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the parties agree to supplement and amend the Agreement as follows:

1. Data Imports; License

Subject to Laylo’s then-current data import functionality and policies (including, without limitation, Laylo’s requirements regarding form and formatting of imported data), Laylo will ingest certain data, information and other materials uploaded, transmitted or otherwise provided to or through the Service by Customer, including without limitation pre-collected telephone numbers (collectively, “Data Imports”) so as to permit Customers to send messages via Laylo Numbers solely to individuals residing in the United States and Canada (and other Territories as may be added by Laylo from time to time, if any). Customer hereby grants to Laylo a non-exclusive license to host, copy, process, use, transmit and disclose all Data Imports as necessary to perform its obligations and exercise its rights under this Addendum and the Agreement.

2. Representations and Warranties

Customer, for itself and on behalf of its Authorized Users, represents, warrants, and covenants that: (a) it owns or otherwise has all necessary rights to the Data Imports to grant to Laylo all rights and licenses set forth herein; (b) Laylo’s ingestion and use of Data Imports on or through the Service does not and will not violate Applicable Law, the AUP, or the privacy rights, publicity rights, copyrights, contract rights, intellectual property rights, or other rights of any person or entity; (c) Customer/Authorized User will not upload or otherwise provide any Data Imports to the Service that contain any Restricted Data; (d) the upload, posting or other submission of Data Imports to the Service does not and will not result in a breach of contract between Customer/Authorized User and any third party; (e) Customer/Authorized User will not knowingly collect personally identifiable information from children under thirteen (13) in connection with Data Imports and/or the Service; and (f) when using the Service to send messages, Customer will, and will cause Customer/Authorized User to: (i) comply and maintain appropriate records to demonstrate its compliance with all Applicable Laws and the AUP; (ii) ensure the content of all messages complies with Applicable Laws and the AUP; (iii) send messages only to individuals from whom Customer has obtained all necessary and legally required consent to do so in accordance with its obligations under Applicable Laws; (iv) promptly notify Laylo of all requests made by individuals to stop receiving messages from Laylo on behalf of Customer; and (v) verify any previously collected Data Imports have been collected in accordance with Applicable Laws. Customer’s responsibilities as set forth in this Section 2 and the Agreement will remain the sole responsibility and liability of Customer notwithstanding that Laylo may offer templates, advice, guidance or suggestions relating to any of the matters that are Customer’s responsibility and notwithstanding that Laylo may be engaged to provide services related to such responsibilities of Customer.

3. Indemnification

Customer will indemnify, defend and hold Laylo, its affiliates, and their respective directors, officers, employees, agents, successors, and assigns (each, a “Laylo Indemnitee”) harmless from and against any losses, damages, liabilities, debts, and expenses, including reasonable attorneys’ and experts’ fees that may be incurred by a Laylo Indemnitee in relation to any demand, suit, cause of action or governmental/regulatory inquiry/proceeding arising from or relating to any (a) use of the Service by Customer or any Authorized User in violation of this Addendum, the Agreement, Applicable Laws or the AUP; (b) breach Customer’s representations, warranties or covenants contained herein; (c) Data Imports uploaded, transmitted or otherwise provided to the Service and/or Laylo’s use thereof in the exercise of its rights or performance of its obligations hereunder; or (d) allegation that Customer or Authorized User used the Service, or otherwise caused Laylo, to send messages in violation of any Applicable Laws. Customer may not enter into any settlement on a Laylo Indemnitee’s behalf without the Laylo Indemnitee’s prior written consent. Each Laylo Indemnitee shall have the right to employ separate counsel and participate in its defense at its sole expense.

EU REPRESENTATIVE:

Under Article 27 of the GDPR , we have appointed an EU Representative to act as our data protection agent. Our nominated EU Representative is: Instant EU GDPR Representative Ltd.

Adam Brogden [email protected]

Tel +35315549700

INSTANT EU GDPR REPRESENTATIVE LTD

Office 2,

12A Lower Main Street, Lucan Co. Dublin

K78 X5P8

Ireland

Contact Us

If you have any questions about this Privacy Policy, please contact us:

Personal Data Protection Policy

We at Laylo, Inc. are committed to processing personal data securely and respecting privacy of the concerned individuals.

Version No. and date of the last update:

v. 1.0.

January 22, 2024

Approved by:

Alec Ellin, CEO of Laylo, Inc.

This policy shall be reviewed annually or each time when the changes in our data processing occur.

Table of contents

  1. Scope and Definitions…………………………………………………………………………...

3

  1. Data Processing Principles……………………………………………………………………………

6

  1. Access to Personal Data. Legal Grounds and Purposes…………………………………………………………………………….

8

  1. Third Parties……………………………………………………………………………….

10

  1. International Transfers…………………………………………………………………………….

11

  1. Rights of Data Subjects.…………………………………………………………………………….

12

  1. New Data Processing Activities……………………………………………………………………………..

17

  1. Data Retention…………………………………………………………………….……...

19

  1. Security……………………………………………………………………………...

19

  1. Data Breach Response Procedure.…………….…………………………………………………………….

20

  1. Scope and Definitions

    1. Scope. This Personal Data Protection Policy (the “Policy”) describes Laylo, Inc. internal rules for personal data processing and protection. The Policy applies to Laylo, Inc., including Laylo, Inc. employees and contractors (“we”, “us”, “our”, “Laylo”). The management of each entity is ultimately responsible for the implementation of this policy, as well as to ensure, at entity level, there are adequate and effective procedures in place for its implementation and ongoing monitoring of its adherence. For the purposes of this Policy, employees and contractors are jointly referred to as the “employees”.

    1. Privacy Manager. Privacy Manager is an employee of Laylo responsible for personal data protection compliance within Laylo (the “Privacy Manager”). The Privacy Manager is in charge of performing the obligations imposed by this Policy and supervising other employees, who subject to this Policy, regarding their adherence to this Policy. The Privacy Manager must be involved in all projects at an early stage in order to take personal data protection aspects into account as early as the planning phase.

The designated Privacy Manager at Laylo, Inc. is Chory Gruta.

    1. EU Representative. As an entity processing personal data in accordance with the EU’s legislation but located outside of the European Union, Laylo must appoint the representative within one of the EU Member States. The task of the representative is to be a contact point for, including but not limited to supervisory authorities and data subjects, on all issues related to processing, for the purposes of ensuring compliance with this Regulation.

The appointed EU Representative of Laylo, Inc. is EU - Ireland Representative

Company Name

Instant EU GDPR Representative Ltd

Name

Adam Brogden

Email

Tel

+ 353 15 549 700

Your Reporting Link

EU Dublin Address

INSTANT EU GDPR REPRESENTATIVE LIMITED Office 2 12A Lower Main Street, Lucan Co. Dublin K78 X5P8 Ireland.

    1. Definitions.

Competent Supervisory Authority

means a public authority that is responsible for regulating and supervising personal data protection with regards to activities of Laylo.

Data Breach

means a breach of the security and/or confidentiality leading to the accidental or unlawful destruction, loss, alteration, unauthorized disclosure of, or access to Personal Data transmitted, stored or otherwise processed.

This includes but is not limited to e-mails sent to an incorrect or disclosed list of recipients, an unlawful publication of the Personal Data, loss or theft of physical records, and unauthorized access to personal information.

Data Controller

means the natural or legal person, public authority, agency or other body which, alone or jointly with others, determines (make a decision) the purposes and means of the processing of Personal Data.

Data Processor

means a natural or legal person, public authority, agency or other body which processes the Personal Data on behalf of the data controller.

Data Protection Laws

mean any laws and legal rules on personal data use and protection applicable to the activities of Laylo, including, but not limited to the Regulation (EU) 2016/679 of the European Parliament and of the Council of April 27, 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation, GDPR).

Data Subject Request (DSR)

means any request from the Data Subject and concerning their personal data and/or data subject rights.

Data Subject

means a natural person, whose Personal Data we process. Data Subjects include but are not limited to users, website visitors, employees, contractors, and partners of Laylo.

Personal Data

means any information relating to an identified or identifiable Data Subject; a Data Subject can be identified by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or the combination of factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that Data Subject.

Processing

means any operation or set of operations which is performed by Laylo on Personal Data, such as collection, recording, organization, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.

Standard Contractual Clauses

means the European Commission Decision of February, 5 2010 on standard contractual clauses for the transfer of personal data to processors established in third countries under Directive 95/46/EC of the European Parliament and of the Council (2010/87/EU).

Third Party

means a natural or legal person, who accesses the Personal Data for further processing and is not an employee, member or corporate affiliate of Laylo. This definition does not apply to natural persons, who provide services to Laylo as contractors on a regular basis.

User

means a Data Subject who uses our services provided on Laylo website.

  1. Data Processing Principles

    1. Laylo’s processing activities must be in line with the principles specified in this Section. The Privacy Manager must make sure that Laylo’s compliance documentation, as well as data processing activities, are compliant with the data protection principles.

    1. We must process the Personal Data in accordance with the following principles:

      1. Lawfully, fairly and in a transparent manner (lawfulness, fairness and transparency). We shall always have a legal ground for the processing (described in Section 3 of this Policy), collect the amount of data adequate to the purpose and legal grounds, and we make sure the Data Subjects are aware of the processing;

      2. Collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes (purpose limitation). We must not process the Personal Data for the purposes not specified in our compliance documentation without obtaining specific approval of the Privacy Manager;

      3. Adequate, relevant and limited to what is necessary for the purposes for which they are processed (data minimization). We always make sure the data we collect is not excessive and limited by the strict necessity;

      4. Accurate and, where necessary, kept up to date (accuracy). We endeavor to delete inaccurate or false data about Data Subjects and make sure we update the data. Data Subjects can ask us for a correction of the Personal Data;

      5. Kept in a form which permits identification of Data Subjects for no longer than is necessary for the purposes for which the Personal Data are processed (storage period limitation). The storage periods must be limited as prescribed by Data Protection Laws and this Policy; and

      6. Process in a manner that ensures appropriate security of the Personal Data, including protection against unauthorized or unlawful processing and accidental loss, destruction or damage, using appropriate technical or organizational measures (confidentiality, integrity, and availability).

    1. Accountability.

      1. We shall be able to demonstrate our compliance with Data Protection Laws (accountability principle). In particular, we must ensure and document all relevant procedures, efforts, internal and external consultations on personal data protection including:

        • the fact of appointing a person responsible for Laylo’s data protection compliance;

        • where necessary, a record of a Data Processing Impact Assessment;

        • developed and implemented notices, policies, and procedures, such as Privacy Notice, this policy or Data Breach response procedure;

        • the fact of staff training on compliance with Data Protection laws; and

        • assessment, implementation, and testing organizational and technical data protection measures.

      1. The Privacy Manager must maintain Laylo’s Records of processing activities, which is an accountability document that describes personal data processing activities of Laylo, prepared in accordance with Art. 30 of the GDPR (the “Records of processing activities”). The Records of processing activities must maintain, at least, the following information about each processing activity:

        • contact details of Laylo, the EU Representative, and, where applicable, of the Data Protection Officer;

        • name of the activity, its purposes and legal basis along with, where applicable, the legitimate interests of Laylo;

        • data subjects and personal data categories concerned;

        • data retention periods;

        • general description of applicable security measures;

        • recipients, including joint controllers, processors, and contractors involved, as well as the fact of the international data transfer with the safeguards applied to the transfer;

        • where applicable, a reference to the Data Processing Impact Assessment;

        • where applicable, a reference to the record of the data breach occurred involving the personal data;

        • if Laylo acts as a data processor, the information to be provided includes the names and contact details of controllers, name and contact details of controller's representative (if applicable), categories of processing (activities), names of third countries or international organizations that personal data are transferred to (if applicable), safeguards for exceptional transfers of personal data to third countries or international organizations (if applicable), and general description of technical and organizational security measures.

  1. Access to Personal Data. Legal Grounds and Purposes

    1. Legal grounds.

      1. Each processing activity must have one of the lawful grounds specified in this Section to process the Personal Data. If we do not have any of the described, we cannot collect or further process the Personal Data.

      2. If Laylo is intended to use personal data for other purposes than those specified in the Records of processing activities, the Privacy Manager must evaluate, determine, and, if necessary, collect/record the appropriate legal basis for it.

      3. Performance of the contract. Where Laylo has a contract with the Data Subject, e.g. website’s Terms of Use or the employment contract, and the contract requires the provision of personal data from the Data Subject, the applicable legal ground will be the performance of the contract.

      4. Consent. To process the personal data based on the consent, we must obtain the consent before the Processing and keep the evidence of the consent with the records of Data Subject’s Personal Data. The Privacy Manager must make sure that the consent collected from Data Subjects meet the requirements of Data Protection Laws and this Policy. In particular, the Privacy Manager must make sure that:

        • the Data Subject must be free to give or refuse to give consent.

        • the consent is in the form of an active indication from the Data Subject, i.e., the consent checkbox must not be pre-ticked for the user.

        • the request for the consent clearly articulates the purposes of the processing, and other information specified in Subsection 6.2 is available to the Data Subject.

        • the Data Subject must be free to give one’s consent or to revoke it.

      1. Legitimate interests. We have the right to use personal data in our ‘legitimate interests’. The interests can include the purposes that are justified by the nature of our business activities, such as the marketing analysis of personal data. For Laylo to use legitimate interests as a legal ground for the processing, the Privacy Manager must make sure that:

        • the legitimate interest in the processing is clearly defined and recorded in the Records of processing activities;

        • any envisaged risks to Data Subject rights and interests are spotted. The examples of the risks can be found in Subsection 7.2.;

        • the Data Subjects have reasonable expectations about the processing, and additional protective measures to address the risks are taken;

        • subject to the conditions of Subsection 6.7 (Right to object against the processing), the Data Subject is provided with the opportunity to opt-out from the processing for the described legitimate interests.

If at least one of the above conditions is not met by Laylo, the Privacy Manager must choose and propose a different legal ground for the processing, such as consent.

      1. Legal Compliance and Public Interest. Besides the grounds specified afore, we might be requested by the laws of the European Union or laws of the EU Member State to process Personal Data of our Users. For example, we can be required to collect, analyze, and monitor the information of Users to comply with financial or labor laws.

Whenever we have such an obligation, we must make sure that:

        • we process personal data strictly in accordance with relevant legal requirements;

        • we do not use or store the collected Personal Data for other purposes than legal compliance; and

        • the Data Subjects are properly and timely informed about our obligations, scope, and conditions of personal data processing.

Important: Where Laylo has the law requirements of another country to process personal data, the Privacy Manager must propose using another legal ground for the processing under Data Protection Laws, such as legitimate interests or consent.

    1. Access to Personal Data.

      1. The employees must have access to the personal data on a “need-to-know” basis. The data can be accessed only if it is strictly necessary to perform one of the activities specified in the Records of processing activities. The employees and contractors shall have access to the Personal Data only if they have the necessary credentials for it.

      2. Heads of the departments within Laylo are responsible for their employees’ access and processing of personal data. The heads must maintain the list of employees that are entitled to access and process personal data. The Privacy Manager shall have the right to review the list and, where necessary, request the amendments to meet the requirements of this Policy.

      3. Heads of the departments within Laylo must ensure that the employees under their supervision are aware of the Data Protection Laws and comply with the rules set in this Policy. To make sure our employees are able to comply with the data protection requirements, we must provide them with adequate data protection training.

      4. All employees accessing personal data shall keep strict confidentiality regarding the data they access. The employees that access personal data must use only those means (software, premises, etc.) for the processing that were prescribed by Laylo. The data must not be disclosed or otherwise made available out of the management instructions.

      5. The employees within their competence must assist Laylo’s representatives, including the Privacy Manager, in any efforts regarding compliance with Data Protection Laws and/or this Policy.

      6. When an employee detects or believes there is suspicious activity, data breach, non-compliance with Data Protection Laws and/or this Policy, or a DSR was not routed to the competent department within Laylo, the employee must report such activity to the Privacy Manager.

      7. Employees that are unsure about whether they can legitimately process or disclose Personal Data must seek advice from the Privacy Manager before taking any action.

      8. Any occasional access to personal data for activities not specified in the Records of processing activities is prohibited. If there is a strict necessity for immediate access, the Privacy Manager must approve the access first.

  1. Third Parties

    1. Before sharing personal data with any person outside of Laylo, the Privacy Manager must ensure that this Third Party has an adequate data protection level and provide sufficient data protection guarantees in accordance with Data Protection Laws, including, but not limited to the processorship requirements (Art. 28 of the GDPR) and international transfers compliance (Section 5 of the GDPR). Where necessary, the Privacy Manager must make sure that Laylo enters into the appropriate data protection contract with the third party.

    1. An employee can share personal data with third parties only if and to the extent that was directly prescribed by the manager and specified in the Records of processing activities.

    1. If we are required to delete, change, or stop the processing of the Personal Data, we must ensure that the Third Parties, with whom we shared the Personal Data, will fulfill these obligations accordingly.

    1. Whenever Laylo is engaged as a data processor on behalf of another entity, the Privacy Manager must make sure Laylo complies with the processorship obligation. In particular, the appropriate data processing agreement in accordance with the Data Protection Laws must be in place. The Privacy Manager must supervise the compliance with data processing instructions from the controller, including regarding the scope of processing activities, involvement of sub-processors, international transfers, storage, and further disposal of processed personal data. The personal data processed under the processor role must not be processed for any other purposes than specified in the relevant instructions, agreement or other legal act regulating the relationships with the controller.

  1. International Transfers

    1. If we have the employees, contractors, corporate affiliates, or Data Processors outside of the EEA, and we transfer Personal Data to them for the processing, the Privacy Manager must make sure Laylo takes all necessary and appropriate safeguards in accordance with Data Protection Laws.

    1. The Privacy Manager must assess the safeguards available and propose to the Laylo’s management the appropriate safeguard for each international transfer. The following regimes apply to the transfers of Personal Data outside of the EU:

        • where the European Commission decides that the country has an adequate level of personal data protection, the transfer does not require taking additional safeguards. The full list of adequate jurisdictions can be found on the relevant page of the European Commission’s website.

        • to transfer Personal Data to our contractors or partners (Data Processors or Controllers) in other third countries, we must conclude Standard Contractual Clauses with that party. The draft version along with the guidance can be found on the relevant page of the European Commission’s website;

        • if we have a corporate affiliate or an entity in other countries, we may choose to adopt Binding Corporate Rules in accordance with Article 47 of the GDPR or an approved code of conduct pursuant to Article 40 of the GDPR;

        • we also can transfer Personal Data to entities that have an approved certification in accordance with Article 42 of the GDPR, which certifies an appropriate level of company’s data protection.

    1. As a part of the information obligations, Laylo must inform the Data Subjects that their Personal Data is being transferred to other countries, as well as provide them with the information about the safeguards used for the transfer. The information obligation is to be performed in accordance with Subsection 6.2.

    1. In the exceptional cases (the “Derogation”), where we cannot apply the safeguards mentioned afore and we need to transfer Personal Data, we must take an explicit consent (active statement) from the Data Subject or it must be strictly necessary for the performance of the contract between us and the Data Subject, or other derogation conditions apply in accordance with the Data Protection Laws. The Privacy Manager must pre-approve any Derogation transfers and document the approved Derogations, as well as the rationale for them.

  1. Rights of Data Subjects

    1. Our Responsibilities.

      1. Privacy Manager is ultimately responsible for handing all DSR received by Laylo. In the case of receiving any outstanding or unusual DSR, the employee must seek advice from the Privacy Manager before taking any action.

      2. Customer Support within Laylo is responsible for handling DSRs from Laylo Users on a daily basis. The Human Resources department is responsible for handling the DSR from Laylo employees.

      3. All DSRs from the Users must be addressed at and answered from the following e-mail address: [email protected]. DSR from the employees can be addressed directly to the HR manager or at [email protected].

      4. The responsible employee must answer to the DSR within one (1) month from receiving the request. If complying with the DSR takes more than one month in time, the responsible employee must seek advice from the Privacy Manager and, where necessary, inform the Data Subject about the prolongation of the response term for up to two (2) additional months.

      5. The responsible employee must analyze the received DSR for the following criteria:

        • Data Subject identification. Before considering the DSR content, the responsible employee must make sure the Data Subject is the same person he/she claims to be. For this purpose, the connection between the personal data records and the data subject must be established.

The following methods must be used for this: check of the email address of the Data Subject – generally, the email address should be the same that Laylo has about the user in question; if the email address is different from the record in the database, the Privacy Manager must be consulted, upon the approval of which the responsible employee can request additional details from the account for the identification, such as date of birth, the address, and email address.

If the Data Subject failed to undergo the verification, the Privacy Manager must refuse to perform the request and inform the Data Subject about it without undue delay, but no later than within one (1) month from receiving the request.

        • Personal data. The responsible employee must check whether Laylo has access to the personal data requested. If Laylo does not have the personal data under the control, the responsible employee must inform the Data Subject, and, if possible, instruct on the further steps on how to access the data in question;

        • Content of the request. Depending on the content of the DSR, the responsible employee must define the type of the request and check whether it meets the conditions prescribed by this Policy and Data Protection Laws. The types of requests and the respective conditions for each of them can be consulted in Subsections 6.3-6.9. If the request does not meet the described criteria, the responsible employee must refuse to comply with the DSR and inform the Data Subject about the reasons for refusing;

        • Free of charge. Generally, all requests of Data Subjects and exercises of their rights are free of charge. If the responsible employee finds that the Data Subject exercises the rights in an excessive or unfound way (e.g., intended to harm or interrupt Laylo’s business activities), the employee must seek the advice from the Privacy Manager, and, upon receiving of the latter, may either charge the Data Subject a reasonable fee or refuse to comply with the request;

        • Documenting. Whenever Laylo receives the DSR, the Privacy Manager must make sure that the data and time, Data Subject, type of the request and the decision made regarding it are well documented. In the case of refusing to comply with the request, the reasons for refusing must be documented as well;

        • Recipients. When addressing the DSR, the Privacy Manager must make sure that all concerned recipients were informed the necessary actions were taken.

    1. The right to be informed.

      1. Laylo must notify each Data Subject about the collection and further processing of the Personal Data.

      2. The information to be provided includes: the name and contact details of Laylo; generic purposes of and the lawful basis for the data collection and further processing; categories of Personal Data collected; recipients/categories of recipients; retention periods; information about data subject rights, including the right to complain to the competent Supervisory Authority; the consequences of the cases where the data is necessary for the contract performance and the Data Subject does not provide the required data; details of the safeguards where personal data is transferred outside the EEA; and any third-party source of the personal data, without specification for the particular case (except if we receive the direct request from the Data Subject).

      3. The Users must be informed by the Privacy Policy accessible at Laylo’s website and provided during the user registration. The employees and contractors must be informed by a standalone employee privacy statement, which explains the details described in p. 6.2.2 in a case-based manner, describing the particular purposes and activities.

      4. Laylo must inform Data Subjects about data processing, including any new processing activity introduced at Laylo within the following term:

        • if personal data is collected from the data subject directly, the data subject must be informed at the time we collect Personal Data from the Data Subjects by showing the Data Subject our privacy statement;

        • if the personal data is collected from other sources: (a) within one month from collecting it; (b) if the personal data are to be used for communication with the data subject, at the latest at the time of the first communication to that data subject; or (c) if a disclosure to another recipient is envisaged, at the latest when the personal data are first disclosed.

        • upon the request of the Data Subject; and

        • within one (1) month after any change of our personal data practices, change of the controller of Personal Data or after significant changes in our privacy statements.

    1. The right to access the information.

      1. The Data Subject must be provided only with those personal data records specified in the request. If the Data Subject requests access to all personal data concerning her or him, the employee must seek advice from the Privacy Manager first, to make sure all personal data of the Data Subject is mapped and provided.

      2. A Data Subject has the right to:

        • learn if we process the Data Subject’s Personal Data;

        • obtain disclosure regarding aspects of the processing, including detailed and case-specific information on purposes, categories of Personal Data, recipients/categories of recipients, retention periods, information about one’s rights, details of the relevant safeguards where personal data is transferred outside the EEA, and any third-party source of the personal data; and

        • obtain a copy of the Personal Data undergoing processing upon the request.

    1. The right to verify the Data Subject’s information and seek its rectification. The information we collect can be/become inaccurate or out-of-date (e.g., mistakes in nationality, date of birth, info on debts, economic activities). If we reveal that the Personal Data is inaccurate or the Data Subject requests us to do so, we must ensure that we correct all mistakes and update the relevant information.

    1. The right to restrict processing.

      1. The restriction of processing allows Data Subjects to temporarily stop the use of their information to prevent the possible harm caused by such use.

      2. This right applies when the Data Subject:

        • contests the accuracy of the Personal Data;

        • believes that we process the Personal Data unlawfully; and

        • objects against the processing and wants us not to process Personal Data while we are considering the request.

      1. In the case of receiving the restriction request, we must not process Personal Data in question for any other purpose than storing it or for legal compliance purposes until the circumstances of restriction cease to exist.

    1. The right to withdraw the consent. For the activities that require consent, the Data Subject can revoke their consent at any time. If the Data Subject revokes the consent, we must record the changes and must not process the Personal Data for consent-based purposes. The withdrawal of consent does not affect the lawfulness of the processing done before the withdrawal.

    1. The right to object against the processing.

      1. If we process the information in our legitimate interests, e.g., for direct marketing emails or for our marketing research purposes, the Data Subject can object against the processing.

      2. In the case of receiving the objection request case, we must consider Data Subject’s request and, where we do not have compelling interests, stop the processing for the specified purposes. If the personal data is still to be processed for other purposes, the Privacy Manager must make sure that the database has a record that the data cannot be further processed for the objected activities.

      3. The objection request can be refused only if the personal data in question is used for scientific/historical research or statistical purposes and was appropriately protected, i.e. by anonymization or pseudonymization techniques.

    1. Right to erasure/to be forgotten.

      1. The Data Subjects have the right to request us to erase their Personal Data if one of the following conditions are met:

        • Personal Data is no longer necessary for the purposes of collection. For example, a user has provided personal data for a one-time activity, such as data validation or participation in a contest, and the purpose is already fulfilled;

        • the Data Subject revokes one’s consent or objects to the processing (where applicable) and there is no other legal ground for the processing; or

        • we process the Personal Data unlawfully or its erasure is required by the applicable legislation of the European Union or one of the Member countries of the European Union.

      1. Conditions, under which we have the right to refuse the erasure:

        • Personal Data is processed for scientific/historical research or statistical purposes and is appropriately protected, i.e. pseudonymized or anonymized;

        • Personal Data is still necessary for legal compliance (e.g., financial or labor laws compliance).

      1. Only those personal data records must be deleted that were specified in the request. If the Data Subject requests the deletion of all personal data concerning her or him, the employee must seek advice from the Privacy Manager first, to make sure all the data about the Data Subject is mapped and can be deleted.

      2. If the User still has an account with us and requests the erasure of information necessary for maintaining the account, we must inform the User that the erasure will affect user experience or can lead to the closure of the account.

    1. Data portability.

      1. Data Subjects can ask us to transfer all the Personal Data and/or its part in a machine-readable format to a third party. This right applies in two cases:

        • personal data was collected for the purpose of provision of our services (performance of the contract); or

        • collected based on consent.

      1. To determine whether one of the p.6.9.1 conditions are met, the employee must seek advice from the Privacy Manager and check the applicable legal basis in the Records of processing activities. If the answer is negative, the request can be refused by Laylo, and the Privacy Manager must decide whether to comply with the request on a voluntary basis.

      2. To comply with the request, the responsible employee must consolidate requested Personal Data and send the data in the format we are usually working with to the requested organization. The Data Subject must provide the necessary contact details of the organization.

  1. New Data Processing Activities

    1. Notification to Privacy Manager

      1. Before introducing any new activity that involves the processing of personal data, an employee responsible for its implementation must inform the Privacy Manager.

      2. Upon receiving information about a new activity, Privacy Manager must:

        • determine whether the data processing impact assessment (DPIA) and/or the consultation with the Supervisory Authority is necessary. If the answer is positive, the Privacy Manager must make sure the DPIA is conducted and/or the Supervisory Authority is consulted in accordance with the requirements of this Section and Data Protection Laws;

        • determine the legal basis for the processing and, where necessary, take further action for its fixation;

        • make sure the processing activity is done in accordance with this Policy, other Laylo’s policies, as well as the Data Protection Laws;

        • add the processing activity to the Records of processing activities;

        • amend the privacy information statements and, where necessary, inform the concerned Data Subject accordingly.

    1. Data Processing Impact Assessment

      1. To make sure that our current or prospective processing activities do not/will not violate the Data Subjects’ rights, Laylo must, where required by Data Protection Laws, conduct the Data Processing Impact Assessment (DPIA), a risk-based assessment of the processing and search for the measures to mitigate the risks. The Privacy Manager must make sure the DPIA is conducted in accordance with this Section.

      2. The Privacy Manager, where necessary, involving the competent employees and/or external advisors, must conduct a DPIA if at least one of the following conditions are met:

        • the processing involves the use of new technologies, such as the Artificial Intelligence, use of connected and autonomous devices, etc. that creates certain legal, economic or similar effects to the Data Subject;

        • we systematically assess and evaluate personal aspects of the Data Subjects based on automated profiling, assigning the personal score/rate, and create legal or similar effects for the Data Subject by this activity;

        • we process on a large scale sensitive data, which includes Personal Data relating to criminal convictions and offences, the data about vulnerable data subjects, the personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person’s sex life or sexual orientation;

        • we collect or process Personal Data from a publicly accessible area or public sources on a large scale, or combine or match two different data sets; and

        • the Supervisory Authority in its public list requires conducting a DPIA for a certain type of activity we are involved in. The list of processing activities requiring conducting DPIA can be found on the website of each Supervisory Authority.

      1. The assessment shall contain at least the following details:

        • a systematic description of the processing operations and the purposes of the processing, including, where applicable, the legitimate interest pursued by us. The description must include the envisaged data categories and data subjects concerned, the scale of processing activities, such as its frequency, volume, envisaged number of records, etc.; recipients of the data, retention periods and, where applicable, international transfers;

        • an assessment of the necessity and proportionality of the processing operations in relation to the purposes. The DPIA must explain whether the activity is necessary for the purpose and whether the purpose can be achieved by less intrusive methods;

        • an assessment of the risks to the rights and freedoms of data subjects, including the rights of Data Subjects regarding their Personal Data.

        • The examples of risks are the processing which could lead to physical, material or non-material damage, in particular: where the processing may give rise to discrimination, identity theft or fraud, financial loss, damage to the reputation, loss of confidentiality of personal data protected by professional secrecy, unauthorized reversal of pseudonymization, or any other significant economic or social disadvantage; where data subjects might be deprived of their rights and freedoms or prevented from exercising control over their personal data; where personal data are processed which reveal racial or ethnic origin, political opinions, religion or philosophical beliefs, trade union membership, and the processing of genetic data, data concerning health or data concerning sex life or criminal convictions and offences or related security measures; where personal aspects are evaluated, in particular analyzing or predicting aspects concerning performance at work, economic situation, health, personal preferences or interests, reliability or behavior, location or movements, in order to create or use personal profiles; where personal data of vulnerable natural persons, in particular of children, are processed; or where processing involves a large amount of personal data and affects a large number of data subjects; and

        • the measures to address the risks, including safeguards, security measures, and mechanisms to ensure the protection of personal data and to demonstrate compliance with this Regulation.

      1. Where the DPIA did not provide how to effectively address the risks, the Privacy Manager must initiate the consultation with the competent Supervisory Authority to receive help with searching for the solution. In this case, Laylo must not conduct the activity before the Supervisory Authority approves the processing activity in question.

  1. Data Retention

    1. General Rule.

      1. The Privacy Manager must make sure that Laylo clearly defined the data storage periods and/or criteria for determining the storage periods for each processing activity it has. The periods for each processing activity must be specified in the Records of processing activities.

      2. Each department within Laylo must comply with the data storage periods in accordance with the retention schedule provided in Records of processing activities. The Privacy Manager must supervise each department and make sure they comply with this requirement.

      3. After the storage period ends, the personal data must be removed from the disposal of the department responsible for the processing or, in cases where the data is not needed for any other purposes, destroyed completely, including from back-up copies and other media.

      4. Whenever the storage period for a processing activity has ended, but the personal data processed is necessary for other processing purposes, the department manager must make sure that the personal data is not used for the ceased processing activity, and the responsible employees do not have the access to it unless required for any other activity.

    1. Exemptions. The rules specified in Subsection 8.1 have the following exceptions:

      1. Business needs. Data retention periods can be prolonged, but no longer than 60 days, in the case that the data deletion will interrupt or harm our ongoing business. The Privacy Manager must approve any unforeseen prolongation;

      2. Technical impossibility. Some information is technically impossible or disproportionally difficult to delete. For example, deletion of the information may lead to breach of system integrity, or it is impossible to delete the information from the backup copies. In such a case, the information can be further stored, subject to the approval by the Privacy Manager and making respective amendments to the Records of processing activities; and

      3. Anonymization. The Personal Data can be further processed for any purposes (e.g., marketing) if we fully anonymize these data after the retention period is expired. This means that all personal identifiers and connections to them will be deleted from the data. To consider Personal Data anonymous, it must be impossible to reidentify the Data Subject from the data set.

  1. Security

    1. Each department within Laylo shall take all appropriate technical and organizational measures that protect against unauthorized, unlawful, and/or accidental access, destruction, modification, blocking, copying, distribution, as well as from other illegal actions of unauthorized persons regarding the personal data under their responsibility.

    1. The employee responsible for the supervision after the security of personal data within Laylo shall be Chory Gruta. This person implements the guidelines and other specifications on data protection and information security in his area of responsibility. He/she advises Laylo management on the planning and implementation of information security in Laylo, and must be involved in all projects at an early stage in order to take security-related aspects into account as early as the planning phase.

    1. The detailed list of security measures to comply with is described in our Security Policy.

  1. 10.Data Breach Response Procedure

    1. Response Team.

      1. In case of revealing the Data Breach, CEO of Laylo shall urgently form the Data Breach Response Team (the “Response Team”), which will handle the Data Breach, notify the appropriate persons, and mitigate its risks.

      2. The Response Team must be а multi-disciplinary group headed by CEO of Laylo and comprised of the Privacy Manager, privacy laws specialist (whether internal or external), and knowledgeable and skilled information security specialists within Laylo or outsourcing professionals, if necessary. The team must ensure that all employees and engaged contractors/processors adhere to this Policy and provide an immediate, effective, and skillful response to any suspected/alleged or actual Data Breach affecting Laylo.

      3. The potential members of the Response Team must be prepared to respond to а Data Breach. The Response Team shall perform all the responsibilities of Laylo mentioned in this Policy. The duties of the Response Team are:

        • to communicate the Data Breach to the competent Supervisory Authority(-ies);

        • in case of high risk to the rights and freedoms of Data Subjects, to communicate the Data Breach to the Data Subject;

        • if Laylo obtain data from any third party as a processor, and a Data Breach involves obtained data, to inform the third parties about the Data Breach;

        • to communicate Laylo’s contractors or any other third parties that process the Personal Data involved in the Data Breach; and

        • to take all appropriate technical and organizational measures to cease the Data Breach and mitigate its consequences;

        • to record the fact of the Data Breach in the Records of processing activities and file an internal data breach report that describes the event.

      1. The Response Team shall perform its duties until all the necessary measures required by this Policy are taken.

    1. Notification to Supervisory Authority.

      1. Laylo shall inform the Competent Supervisory Authority about the Data Breach without undue delay and, where it is possible, not later than 72 hours after having become aware of the Data Breach.

      2. The Competent Supervisory Authority shall be determined by the residence of the Data Subjects, whose information was involved in the Data Breach. If the Data Breach concerns the Personal Data of Data Subjects from more than one country, Laylo shall inform all Competent Supervisory Authorities.

      3. To address the notification to the authority, the Response Team should use Annex 1 to this Policy. Annex 1 contains all the necessary contact information of the EU supervisory authorities. If the Data Breach concerns Data Subjects from other than the EU countries, the Response Team shall ask a competent privacy specialist for advice.

      4. The notification to the Competent Supervisory Authority shall contain, at least, following information:

        • the nature of the Data Breach including where possible, the categories and an approximate number of Data Subjects and Personal Data records concerned;

        • the name and contact details of the Response Team, Privacy Manager or, if not applicable, of the CEO;

        • the likely consequences of the Data Breach. Explain Laylo’s point of view on the purposes and possible further risks of the Data Breach. E.g., the Personal Data may be stolen for the further sale, fraud activities or blackmailing the concerned Data Subjects; and

        • the measures taken or proposed to be taken by Laylo to address the Data Breach, including, where appropriate, measures to mitigate its possible adverse effects.

      1. To file a notification, the Response Team should use Laylo’s Data Breach Notification Form to the Supervisory Authority.

    1. Notifications to Data Subjects.

      1. When the Data Breach is likely to result in a high risk to the rights and freedoms of Data Subjects (e.g., stealing of funds, assets, proprietary information), we must also communicate the Data Breach to the concerned Data Subjects without undue delay. The Privacy Manager must determine if there is a high risk based on the risk factors specified in Subsection 7.2.3 of this Policy.

      2. The notification shall contain the following information:

        • description of the Data Breach – what happened and what led to the Data Breach, such as a security breach, employee’s negligence, error in the system work. If the Response Team decided not to disclose the causes of the Data Breach, then this clause must not be mentioned;

        • the measures taken by Laylo regarding the Data Breach, including security measures, internal investigations, and supervisory authority notice;

        • recommendations for the concerned Data Subjects how to mitigate risks and possible consequences, such as guidelines on how to restore access to an account, preventing measures (change of a password); and

        • the contact information of the Response Team or one of its members.

      1. The notification to the Data Subjects should be carried out by the email letter or, where it is impossible to use the email, by other available means of communication.

      2. Exemptions. We do not have to send the notification to the Data Subjects if any of the following conditions are met:

        • Laylo has implemented appropriate technical and organizational protection measures, and those measures were applied to the Personal Data affected by the Data Breach, in particular, those that leave the Personal Data inaccessible to any person who is not authorized to access it, such as encryption;

        • Laylo has taken subsequent measures which ensure that the high risk to the rights and freedoms of Data Subjects referred to in this section is no longer likely to materialize; or

        • it would involve a disproportionate effort to communicate with every concerned Data Subject. In such a case, there shall instead be a public communication or similar measure whereby the Data Subjects are informed in an equally effective manner.

In the case we apply one of the exemptions, we must document the circumstances, reason for not informing, and actions taken to meet one of the exemptions.

    1. Communication with Third Parties.

      1. In the case a Data Breach concerns the Personal Data shared with us or processed by us on behalf of a Third Party, we must also notify the Third Party about it within 24 hours. If we process the Personal Data as a Data Processor, the notification of the Third Party does not exempt us from the duty to mitigate the Data Breach consequences, but we must not inform the Competent Supervisory Authority and Data Subjects.

      2. In case of receiving the notification about the Data Breach from the Data Processor or other Third Parties that have access to the Personal Data, CEO of Laylo shall, in accordance with this Section:

        • form the Response Team;

        • request the Third Party to send the information mentioned in Subsections 10.2-3 of this Policy;

        • where necessary, inform the Competent Supervisory Authority(-ies) and Data Subjects; and

        • perform other steps of the Data Breach response procedure.

List of Persons Briefed on Personal Data Protection Policy

Full Name

Status

Date

Signature

Sajan Sanghvi

Employee

Alec Ellin

Employee

Chory Gruta

Employee


ANNEX 1 TO THE PERSONAL DATA PROTECTION POLICY

European National Data Protection Authorities

Austria

Österreichische Datenschutzbehörde

Hohenstaufengasse 3

1010 Wien

Tel. +43 1 531 15 202525

Fax +43 1 531 15 202690

Art 29 WP Member: Dr Andrea JELINEK, Director, Österreichische Datenschutzbehörde

Belgium

Commission de la protection de la vie privée

Commissie voor de bescherming van de persoonlijke levenssfeer

Rue de la Presse 35 / Drukpersstraat 35 1000 Bruxelles / 1000 Brussel

Tel. +32 2 274 48 00

Fax +32 2 274 48 35

Art 29 WP Vice-President: Willem DEBEUCKELAERE, President of the Belgian Privacy commission

Bulgaria

Commission for Personal Data Protection

2, Prof. Tsvetan Lazarov blvd. Sofia 1592

Tel. +359 2 915 3580

Fax +359 2 915 3525

Art 29 WP Member: Mr Ventsislav KARADJOV, Chairman of the Commission for Personal Data Protection

Art 29 WP Alternate Member: Ms Mariya MATEVA

Croatia

Croatian Personal Data Protection Agency

Martićeva 14

10000 Zagreb

Tel. +385 1 4609 000

Fax +385 1 4609 099

Art 29 WP Member: Mr Anto RAJKOVAČA, Director of the Croatian Data Protection Agency

Cyprus

Commissioner for Personal Data Protection

1 Iasonos Street,

1082 Nicosia

P.O. Box 23378, CY-1682 Nicosia Tel. +357 22 818 456

Fax +357 22 304 565

Art 29 WP Member: Ms Irene LOIZIDOU NIKOLAIDOU

Art 29 WP Alternate Member: Mr Constantinos GEORGIADES

Czech Republic

The Office for Personal Data Protection

Urad pro ochranu osobnich udaju Pplk. Sochora 27

170 00 Prague 7

Tel. +420 234 665 111

Fax +420 234 665 444

Art 29 WP Member: Ms Ivana JANŮ, President of the Office for Personal Data Protection

Art 29 WP Alternate Member: Mr Ivan PROCHÁZKA, Adviser to the President of the Office

Denmark

Datatilsynet

Borgergade 28, 5

1300 Copenhagen K

Tel. +45 33 1932 00

Fax +45 33 19 32 18

Art 29 WP Member: Ms Cristina Angela GULISANO, Director, Danish Data Protection Agency (Datatilsynet)

Art 29 WP Alternate Member: Mr Peter FOGH KNUDSEN, Head of International Division at the Danish Data Protection Agency (Datatilsynet)

Estonia

Estonian Data Protection Inspectorate (Andmekaitse Inspektsioon)

Väike-Ameerika 19

10129 Tallinn

Tel. +372 6274 135

Fax +372 6274 137

Art 29 WP Member: Mr Viljar PEEP, Director General, Estonian Data Protection Inspectorate

Art 29 WP Alternate Member: Ms Maarja Kirss

Finland

Office of the Data Protection Ombudsman

P.O. Box 315

FIN-00181 Helsinki Tel. +358 10 3666 700

Fax +358 10 3666 735

Art 29 WP Member: Mr Reijo AARNIO, Ombudsman of the Finnish Data Protection Authority

Art 29 WP Alternate Member: Ms Elisa KUMPULA, Head of Department

France

Commission Nationale de l'Informatique et des Libertés - CNIL

8 rue Vivienne, CS 30223 F-75002 Paris, Cedex 02 Tel. +33 1 53 73 22 22

Fax +33 1 53 73 22 00

Art 29 WP Member: Ms Isabelle FALQUE-PIERROTIN, President of CNIL

Art 29 WP Alternate Member: Ms Florence RAYNAL

Germany

Die Bundesbeauftragte für den Datenschutz und die Informationsfreiheit

Husarenstraße 30

53117 Bonn

Tel. +49 228 997799 0; +49 228 81995 0

Fax +49 228 997799 550; +49 228 81995 550

The competence for complaints is split among different data protection supervisory authorities in Germany.

Competent authorities can be identified according to the list provided under https://www.bfdi.bund.de/bfdi_wiki/index.php/Aufsichtsbeh%C3%B6rden_und_Landesdatenschutzbeauftragte

Art 29 WP Member: Ms Andrea VOSSHOFF, Federal Commissioner for Freedom of Information

Art 29 WP Alternate Member: Prof. Dr. Johannes CASPAR, representative of the federal states

Greece

Hellenic Data Protection Authority

Kifisias Av. 1-3, PC 11523 Ampelokipi Athens

Tel. +30 210 6475 600

Fax +30 210 6475 628

Art 29 WP Member: Mr Konstantinos Menoudakos, President of the Hellenic DPA

Art 29 WP Alternate Member: Dr.Vasilios ZORKADIS, Director

Hungary

National Authority for Data Protection and Freedom of Information

Szilágyi Erzsébet fasor 22/C H-1125 Budapest

Tel. +36 1 3911 400

Art 29 WP Member: Dr Attila PÉTERFALVI, President of the National Authority for Data Protection and Freedom of Information

Art 29 WP Alternate Member: Mr Endre Győző SZABÓ Vice-president of the National Authority for Data Protection and Freedom of Information

Ireland

Data Protection Commissioner

Canal House Station Road Portarlington Co. Laois

Lo-Call: 1890 25 22 31

Tel. +353 57 868 4800

Fax +353 57 868 4757

Art 29 WP Member: Ms Helen DIXON, Data Protection Commissioner

Art 29 WP Alternate Members: Mr John O'DWYER, Deputy Commissioner; Mr Dale SUNDERLAND, Deputy Commissioner

Italy

Garante per la protezione dei dati personali

Piazza di Monte Citorio, 121 00186 Roma

Tel. +39 06 69677 1

Fax +39 06 69677 785

Art 29 WP Member: Mr Antonello SORO, President of Garante per la protezione dei dati personali

Art 29 WP Alternate Member: Ms Giuseppe BUSIA, Secretary General of Garante per la protezione dei dati personali

Latvia

Data State Inspectorate Director: Ms Daiga Avdejanova

Blaumana str. 11/13-15

1011 Riga

Tel. +371 6722 3131

Fax +371 6722 3556

Art 29 WP Alternate Member: Ms Aiga BALODE

Lithuania

State Data Protection

Žygimantų str. 11-6a 011042 Vilnius

Tel. + 370 5 279 14 45

Fax +370 5 261 94 94

Art 29 WP Member: Mr Raimondas Andrijauskas, Director of the State Data Protection Inspectorate

Art 29 WP Alternate Member: Ms Neringa KAKTAVIČIŪTĖ-MICKIENĖ, Head of Complaints Investigation and International Cooperation Division

Luxembourg

Commission Nationale pour la Protection des Données

1, avenue du Rock’n’Roll L-4361 Esch-sur-Alzette Tel. +352 2610 60 1

Fax +352 2610 60 29

Art 29 WP Member: Ms Tine A. LARSEN, President of the Commission Nationale pour la Protection des Données

Art 29 WP Alternate Member: Mr Thierry LALLEMANG, Commissioner

Malta

Office of the Data Protection Commissioner Data Protection Commissioner: Mr Joseph Ebejer

2, Airways House

High Street, Sliema SLM 1549 Tel. +356 2328 7100

Fax +356 2328 7198

Art 29 WP Member: Mr Saviour CACHIA, Information and Data Protection Commissioner

Art 29 WP Alternate Member: Mr Ian DEGUARA, Director – Operations and Programme Implementation

Netherlands

Autoriteit Persoonsgegevens

Prins Clauslaan 60

P.O. Box 93374

2509 AJ Den Haag/The Hague Tel. +31 70 888 8500

Fax +31 70 888 8501

Art 29 WP Member: Mr Aleid WOLFSEN, Chairman of Autoriteit Persoonsgegevens

Poland

The Bureau of the Inspector General for the Protection of Personal Data - GIODO

ul. Stawki 2

00-193 Warsaw

Tel. +48 22 53 10 440

Fax +48 22 53 10 441

Art 29 WP Member: Ms Edyta BIELAK-JOMAA, Inspector General for the Protection of Personal Data

Portugal

Comissão Nacional de Protecção de Dados - CNPD

R. de São. Bento, 148-3° 1200-821 Lisboa

Tel. +351 21 392 84 00

Fax +351 21 397 68 32

Art 29 WP Member: Ms Filipa CALVÃO, President, Comissão Nacional de Protecção de Dados

Art 29 WP Alternate Member: Isabel CRUZ, Secretary-General of the DPA

Romania

The National Supervisory Authority for Personal Data Processing President: Mrs Ancuţa Gianina Opre

B-dul Magheru 28-30

Sector 1, BUCUREŞTI

Tel. +40 21 252 5599

Fax +40 21 252 5757

Art 29 WP Member: Ms Ancuţa Gianina OPRE, President of the National Supervisory Authority for Personal Data Processing

Art 29 WP Alternate Member: Ms Alina SAVOIU, Head of the Legal and Communication Department

Slovakia

Office for Personal Data Protection of the Slovak Republic

Hraničná 12

820 07 Bratislava 27

Tel.: + 421 2 32 31 32 14

Fax: + 421 2 32 31 32 34

Art 29 WP Member: Ms Soňa PŐTHEOVÁ, President of the Office for Personal Data Protection of the Slovak Republic

Art 29 WP Alternate Member: Mr Anna VITTEKOVA, Vice President

Slovenia

Information Commissioner

Ms Mojca Prelesnik Zaloška 59

1000 Ljubljana

Tel. +386 1 230 9730

Fax +386 1 230 9778

Art 29 WP Member: Ms Mojca PRELESNIK, Information Commissioner of the Republic of Slovenia

Spain

Agencia de Protección de Datos

C/Jorge Juan, 6

28001 Madrid

Tel. +34 91399 6200

Fax +34 91455 5699

Art 29 WP Member: Ms María del Mar España Martí, Director of the Spanish Data Protection Agency

Art 29 WP Alternate Member: Mr Rafael GARCIA GOZALO

Sweden

Datainspektionen

Drottninggatan 29 5th Floor

Box 8114

  1. 20 Stockholm

Tel. +46 8 657 6100

Fax +46 8 652 8652

Art 29 WP Member: Ms Kristina SVAHN STARRSJÖ, Director General of the Data Inspection Board

Art 29 WP Alternate Member: Mr Hans-Olof LINDBLOM, Chief Legal Adviser

United Kingdom

The Information Commissioner’s Office

Water Lane, Wycliffe House Wilmslow - Cheshire SK9 5AF Tel. +44 1625 545 745

Art 29 WP Member: Ms Elizabeth DENHAM, Information Commissioner

Art 29 WP Alternate Member: Mr Steve WOOD, Deputy Commissioner

EUROPEAN FREE TRADE AREA (EFTA)

Iceland

  1. Reykjavík

Tel. +354 510 9600; Fax +354 510 9606

Liechtenstein

Data Protection Office Kirchstrasse 8, P.O. Box 684

9490 Vaduz

Principality of Liechtenstein Tel. +423 236 6090

Norway

The Data Inspectorate

P.O. Box 8177 Dep 0034 Oslo

Tel. +47 22 39 69 00; Fax +47 22 42 23 50

Data Protection Authority: Mr Bjørn Erik THORN

Switzerland

Data Protection and Information Commissioner of Switzerland Eidgenössischer Datenschutz- und Öffentlichkeitsbeauftragter Mr Adrian Lobsiger

Feldeggweg 1

3003 Bern

Tel. +41 58 462 43 95; Fax +41 58 462 99 96 e-mail: [email protected]

Did this answer your question?