Privacy and Cookie Statement

Last updated: January 2025

[Company Name] (hereinafter: "Fjellride") provides its customers with rental management software. Your privacy and the protection of your personal data is of great importance to Fjellride. During the processing of your personal data both offline and via our website (www.fjellride.se) and our Software as a Service (hereinafter: "SaaS") we work in accordance with the requirements for the processing of personal data laid down in privacy legislation, including the General Data Protection Regulation (GDPR). This means we:

• Clearly specify our purposes before we process personal data, by using this privacy and cookie statement.
• Limit our collection of personal data to only the personal data needed for legitimate purposes.
• First ask for explicit permission to process your personal data in cases where your permission is required.
• Take appropriate security measures to protect your personal data and we demand the same from parties who process personal data on our behalf.
• Respect your right to access, correct or delete your personal data held by us.

This privacy and cookie statement applies to the processing of data for which Fjellride is responsible. This is the case for the data Fjellride collects from you, when you visit the website or when you use our services. For the personal data we obtain and process from you in this way, we determine the purpose and means of processing. This means that we are your point of contact for the processing of this personal data.

Fjellride is considered to be a processor within the meaning of article 4 paragraph 8 of the GDPR for the data that businesses or partners process via our services. These businesses and partners are considered to be controllers within the meaning of article 4 paragraph 7 of the GDPR. In this case we refer you to the privacy and cookie statement of the relevant business or partner if you have any questions about the handling of your personal data.

For what purposes do we use your personal data?

In this privacy and cookie statement we explain what we at Fjellride do with the information we learn about you. By using our services and visiting our website, you provide certain data to us. This could be personal data. For each purpose, for which we may process personal data, it is indicated below what information we obtain from you and for what purpose we process this information. If you have any questions or if you would like to know exactly what information we obtain from you, please contact us. Our contact details are mentioned at the bottom of this privacy and cookie statement.

Contact

When you send us an email, contact us by telephone or in any other way, you accept our offer to get in touch with us (performance of contract).

For this purpose, we process the following personal data:

• Name
• Email address
• Any information you enter yourself as the content of a message

Create an account

In order to use our services, you need to sign up first. When signed up, we will create an account for you, where you can log in with your email address and the password of your choice, or via magic link authentication. If you are interested in our services, we also offer guidance in setting up the right program with a free trial. An account needs to be created for this as well (performance of contract).

For both purposes, we process the following personal data:

• Name
• Email address
• Password of your choice (hashed and encrypted)
• Telephone number (optional)
• Company name
• IP address

Providing our services

We use your personal data to provide our services to you (performance of contract).

For this purpose, we process the following personal data:

• Name
• Email address
• Password of your choice (hashed and encrypted)
• Telephone number
• Company name
• Organization settings and preferences
• IP address
• Payment details (processed via Stripe Connect)
• Any information you enter yourself as the content of a message
• Customer data processed on behalf of your organization (bookings, customer information, etc.)

Customer data processing (on behalf of organizations)

When organizations use our platform to manage their rental business, we process customer data on behalf of those organizations. In this context, organizations are the controllers and Fjellride acts as a processor. This includes:

• Customer names, email addresses, and phone numbers
• Booking information and rental history
• Payment information (processed via Stripe Connect)
• Any custom fields or notes added by the organization

Sending our newsletter

If you would like to receive emails with the latest updates about our services, we have a newsletter you can subscribe to via our website. This newsletter will be sent periodically and will only be sent with your explicit consent (consent).

For this purpose, we process the following personal data:

• Name
• Email address

Handling job applications

Have you responded to one of our vacancies or submitted an open application? If so, we will process your personal data in order to process your application and in preparation for the possible conclusion of an employment contract (performance of contract).

For this purpose, we process the following personal data:

• Name
• Address details
• Contact details (email address and telephone number)
• Curriculum Vitae
• Motivation letter
• References
• Any other information you enclose with your application

Storage period

Fjellride will store your personal data no longer than necessary for the purposes for which they were collected (as set out above).

Providing data to third parties

Fjellride only shares your data with third parties when this is allowed under current legislation. It may happen that we provide your personal information to third parties, because:

• we have engaged them to process certain data;
• it is necessary to carry out the agreement with you;
• you give permission for this;
• we have a legitimate interest in this;
• we are legally obliged to do so (e.g. if the police demand this in case of a suspicion of a crime).

The parties that process personal data in our or your assignment:

• IT suppliers and service providers
• Payment service providers (Stripe)
• Email service providers (SendGrid)
• Analytics service providers (Vercel Analytics)
• Database hosting providers (Supabase)
• Infrastructure providers (AWS, Google Cloud Platform)

In order to provide its service, Fjellride may provide your personal data to parties established within the European Economic Area (EEA). All our infrastructure and data processing is located within the EEA:

• AWS: eu-north-1 (Stockholm, Sweden)
• Google Cloud Platform: eu-north1 (Stockholm, Sweden)
• Supabase: EU region (Stockholm, Sweden)
• Vercel Analytics: Stockholm, Sweden (hosting), EU (logs)
• Stripe: Ireland (EU)
• SendGrid: EU

Fjellride will only process personal data within the EEA, ensuring an adequate level of protection for the processing of personal data in accordance with GDPR requirements.

Cookies

We use cookies on our website and platform. Cookies are small information files that can be automatically stored on, or read out from the device (including a PC, tablet or smartphone) of the website's visitor or app user, while visiting a website or using an app. This is done through the web browser on the device. The information that is transmitted by a cookie, about the use of our website, may be transferred to our own secured servers or to the servers of a third party. We will only place cookies on your device with your permission, in case permission is required.

We, as well as third parties, use cookies on our website for the following purposes:

• Technical and functional cookies: to enable the functionality of our website. For example, to save authentication sessions and user preferences within the website.
• Analytic cookies: Vercel Analytics uses privacy-friendly analytics that do not require cookies. We use this to generate overall statistics and gain insight in the use of our website by the public in order to improve and optimize our website and services.

These cookies collect the following data from you:

• IP address (masked/anonymized)
• Website and click behaviour
• Referral URL

When you visit our website for the first time, we will display a message with an explanation about the cookies we use. We will ask for your consent to place the cookies, when we are required to do so. If you agree to the use of cookies, they will be placed on your device. We have made agreements with other companies that place cookies about the use of those cookies. However, we do not have full control over what they do with the cookies themselves. We therefore recommend that you also read their privacy statements.

Cookies we use

Enable and disable cookies

You can disable the placement of cookies via the browser. However, some options on our website may not work properly anymore if you do so. More information about enabling, disabling and removing cookies can be found in the instructions and/or by means of the Help-function of your browser.

Security

We take appropriate technical and organizational security measures with regard to the processing of personal data to be carried out, against loss or against any form of unlawful processing (such as unauthorized access, corruption, alteration or disclosure of personal data).

Our security measures include:

• Encryption: All data transmitted over the network is encrypted using TLS 1.2 or higher, and data at rest is encrypted in our database
• Row Level Security (RLS): Our database uses Supabase Row Level Security policies to ensure users can only access data they're authorized to view
• Authentication: Secure password hashing (bcrypt) and session management
• Access Controls: Role-based access control and organization-level data isolation
• Network Security: Cloudflare DDoS protection, Vercel firewall, and GCP Cloud Armor
• Rate Limiting: Protection against abuse and brute force attacks

For more detailed information about our security measures, please see our Security page.

Your rights

You can always contact us if you have any questions regarding our privacy statement. Besides that, you have the following rights regarding your personal data:

• Right of access: you have the right to see what kind of personal data we process about you.
• Right of rectification: you have the right to rectify any personal data we process about you, if this information is (partially) wrong.
• Right to complain: you have the right to file a complaint against the processing of your personal data by us, or against direct marketing.
• Right to be forgotten: you can file a request with us to remove any personal data we process of you.
• Right to data portability: if technically possible, you have the right to ask us to transfer your personal data to a third party.
• Right to restriction of processing: you can file a request with us to (temporarily) restrict the processing of your personal data.
• Right to revoke your consent, when we process your data based on your consent.

To prevent abuse, we may ask you to provide proper proof of your identity. If you want to inspect personal data linked to a cookie, you should include a copy of the relevant cookie with your request, which you can find in your browser settings.

We will usually respond to your request within one month. This term can be extended if the request is proven to be complex or tied to a specific right. You will be notified about a possible extension of this term within one month.

If you wish to exercise any of your rights, you can make this known by sending an email to hello@fjellride.se.

Modification of this privacy and cookie statement

We may change this privacy and cookie statement from time to time. Changes will be published on our website. It is therefore advised to consult this privacy and cookie statement on a regular basis, so you are aware of these changes.

Complaints

If you would like to file a complaint about our use of personal data, please send an email with the details of your complaint to hello@fjellride.se. We will look into it and respond to any complaint we receive.

If you think that we are not helping you correctly, you have the right to file a complaint with the national supervisory authority responsible for the protection of personal data against our processing of your personal data. For Sweden, this is the Integritetsskyddsmyndigheten (IMY).

Contact details

If you have any questions and/or suggestions regarding our privacy and cookie statement, please contact us at:

[Company Name] Trading under the name of Fjellride [Address] [City, Postal Code] Sweden

Telephone: [Phone Number] Email: hello@fjellride.se

Chamber of Commerce: [Registration Number]