1. What information we collect, why we collect it and how it is used
1.1. When you create or use your Spiris account
When you create an account on Spiris platform in order to use one of the Spiris products, or edit your account information.
1.1.1. What personal data do we collect?
Basic personal information such as name, address, telephone number, email and demographic information. User and web traffic information such as login ID, username, and IP address. Statistics that show how the users use our software and consume content we offer.
1.1.2. Why do we collect this personal data and for what purpose?
To provide the possibility to create an account and access the Spiris platform, where you can access various Spiris services including Bokföring & Fakturering. To also ensure accounts’ reliability and security.
1.1.3. How do we collect this personal data?
Spiris collects basic personal information directly from you when you create your account or edit your account information. If your accounting office or a Spiris reseller creates an account on your behalf, we may collect such personal information directly from such parties. Spiris also uses tracking technologies to collect personal information such as IP-addresses when you use Spiris platform.
1.1.4 Who do we share your personal data with?
You can find an updated list of processors on the page for Spiris platform on our Trust Centre.
1.2. When you use Bokföring & Fakturering
When you enter data, such as your bookkeeping and accounting information into Bokföring & Fakturering.
1.2.1. What personal data do we collect?
Basic personal information such as name, address, telephone number, email and demographic information and accounting information containing personal data that is added by the user of Bokföring & Fakturering.
1.2.2. Why do we collect this personal data and for what purpose?
To provide you with the Bokföring & Fakturering service both via app and web, and ensure its reliability and security.
1.2.3 How do we collect this personal data?
Visma collects personal information directly from you when you enter information into Bokföring & Fakturering. If your accounting office uses Bokföring & Fakturering on your behalf, we may collect such personal information directly from the accounting office. Spiris also uses tracking technologies to collect personal information such as IP-addresses when you use Bokföring & Fakturering.
1.2.4. Who do we share your personal data with?
You can find an updated list of processors on the page for Bokföring & Fakturering (eAccounting) on our Trust Centre.
1.3. When you interact with Bokföring & Fakturering
When you navigate within Bokföring & Fakturering and interact with its functionalities and tools.
1.3.1. What personal data do we collect?
Basic personal information such as name, address, telephone number, email and demographic information. User and web traffic information such as login ID, username, and IP address. Statistics that show how the users use our software and consume content we offer.
1.3.2. Why do we collect this personal data and for what purpose?
To maintain security, to improve your experience and the service on an ongoing basis, to diagnose technical problems, to personalise the content, to provide you support, to improve our products, to run statistical analyses and learn about how you use our service and also manage and send marketing content.
1.3.3. How do we collect this personal data?
Spiris uses cookies and other tracking technologies when you use Bokföring & Fakturering, in order to optimise your experience of Spiris and our products.
1.3.4. Who do we share your personal data with?
You can find an updated list of processors on the page for eAccounting on our Trust Centre. In addition to the Trust Centre’s list, we also share data with Wootric, Usabilla and Snowplow.
2. How we share and retain your information
2.1. How your data is shared
We have specified data sharing practices with external parties such as sub-processors in Section one. In addition to those, we may share data with the following entities:
2.1.1. Within the Visma group
Spiris is a part of the Visma Group. As the Visma Group consists of many different subsidiaries, it is important for us that we provide the best possible overall experience for you. In order to maintain an overview and insight, your respective Visma company may share your personal data across companies in the Visma Group.
2.1.1. Business partners
Spris may share your personal information with our partners if it is legitimate from a business perspective and according to applicable privacy legislation.
2.1.3. Public authorities
The police and other authorities may request access to personal information from Spiris. In these cases, Spiris will only provide the data if there is a court order or corresponding binding obligation to do so.
2.2. How your data is retained
Your data is stored in Bokföring & Fakturering as long as it is needed to provide the service in accordance with your agreement with Spiris. Spiris may store your personal data for longer periods of time in some occasions where it is required by laws and regulations for example for tax and accounting purposes, for dealings with complaints or litigation. In these cases Spiris becomes the controller for such personal data.
2.2.1. Your Spiris account
Spiris stores your personal data (to which Spiris is the processor) as long as your account is active and linked to at least one company. When your Spiris account is removed from its last company, your data will be deleted within 12 months.
2.2.2. Your accounting data within Bokföring & Fakturering service
Personal data may also be stored as a part of the accounting data that you create using Bokföring & Fakturering (to which Spiris is the processor). Spiris stores your accounting data as long as you have an active subscription for Bokföring & Fakturering or your service is in a read-only mode. When you terminate the service you may, in accordance with the terms of service, be granted read-only access to the data during the time that your accounting data needs to be archived in accordance with national book-keeping law.
After termination of the service, or after the archiving period ends, your company’s data will be automatically deleted within 12 months in accordance with your Agreement with Spiris.
There are a few expectations where there is no archiving, your company’s data will be deleted earlier than stated above:
- For Trial versions of Bokföring & Fakturering, your data is deleted 20 days after your trial period ends.
- Student licenses are deactivated 18 months after the company is created and deleted after another one month.
- Companies dedicated to Young Entrepreneurship are deactivated on June 30th each year and deleted three months later.
These exceptions apply if offered in your respective country.
If you wish us to delete your company’s data before stated time-frames, please refer to the section 3.1.2 below.
3. Your rights and data deletion requests
3.1. When Spiris is the processor
3.1.1. Your rights as a data subject
As a data subject, you should primarily assert your rights towards the data controller, which is your company in this case.
If you have any requests regarding deletion of your personal data, correction of the personal data or insight to what personal data that are processed about you, you should contact theBokföring & Fakturering-administrator in your company or contact your employer.
3.1.2. How to request the deletion of your personal data
- If you are a user in a service, ask the person at your company who is set as the main contact on the service to log into the service and remove you. We cannot do this for you, as your company is responsible to add and remove the personal data about you.
- If you are your company's main contact for a service, you log into the service and assign another person as the main contact. You then ask the new main contact to remove you. You then ask the new main contact to remove you.
3.1.3. How to request the deletion of your company’s data
Your company’s data is going to be deleted according to the time frame defined by the Terms of Service you have signed when purchasing Bokföring & Fakturering.
If you wish to delete your data, including your accounting data earlier than stated above, you can contact your respective Dataskydd Spiris.
In your request, please state your organization number, customer number and contact information.
Please note that in the case of deleting your company’s bookkeeping data, you might be obliged to save all relevant accounting data from the services in accordance with national law.
3.2. When Spiris is the controller
3.2.1. Your rights as a data subject
You can invoke the following rights in relation to our processing of your personal data:
- Access - You have the right to request a copy of personal data we process about you.
- Rectification - You also have the right to request Spiris to rectify inaccurate personal data concerning you.
- Deletion - You can request Spiris to delete personal data relating to you.
- Restriction - You may ask us to restrict the processing of your personal data.
- Portability - You may ask us to provide you or others with your personal data in a structured, commonly used and machine-readable format.
- Object - On grounds relating to your particular situation, you have the right to object to our processing of your personal data on the basis of legitimate interests or for direct marketing purposes. You also have the right to object to our processing of your personal data for the performance of tasks carried out in the public interests or in the exercise of official authority or based on legitimate interests.
You also have the possibility to remove, edit or access much of your personal data yourself through Bokföring & Fakturering or your Spiris account.
Please note that there may be certain exceptions or limitations to the above mentioned rights which could apply depending on the specific circumstances of your situation. In such cases, we will provide you with detailed information about the applicable exception or limitation and help you exercise your rights to the fullest extent possible, in accordance with applicable laws and regulations.
If you wish to exercise your rights, please send your request to Dataskydd Spiris.
Finally, you also have a right to file a complaint to the data protection authorities with regards to our processing of your personal data.
4. Marketing
As part of using Bokföring & Fakturering, Spiris will be processing your personal data based on legitimate interest. One of Spiris's legitimate interests is the processing of personal data for direct marketing purposes.
Spiris uses your personal data to provide relevant content to you through direct marketing on social media platforms and emails, webpages or in Bokföring & Fakturering service, based on your preferences. The personal data processed are aggregated details about you such as IP address, interests (where you have clicked, etc.), username and device. This is done through technologies like cookies and is called profiling. Spiris will also be able to combine this information with information about the customer relationship we may have with your company.
Spiris uses email as a tool to communicate marketing, however only if you have consented in accordance with national marketing legislation (if needed). If you have consented, you will always have the possibility to opt out as described below, or when you receive an email containing marketing.
You have the right to opt out of receiving marketing communications from Spiris and be subject to profiling. You can do this by either:
(a) Following the instructions for opt-out in the relevant marketing communication
(b) Changing preferences under the relevant edit account section via your account with Spiris
(c) Using the applicable subscription management tool.
Please note that even if you opt out from receiving marketing communications, you may still receive administrative communications from Spiris, such as order confirmations and notifications necessary to manage your account or Bokföring & Fakturering service provided to Customers.
5. Contact us
If you have any questions regarding our processing of your personal data please contact our data protection manager, Mehrnaz Ataei via Dataskydd Spiris.