Teamhood.com Privacy Policy

1. INTRODUCTION

1.1. We respect your privacy and are committed to protecting your personal data. This privacy policy (“Privacy Policy”) explains how we collect, use, and process your personal data and sets out your rights as a data subject.

1.2. This Privacy Policy applies when you, as our client (the “Client”) or any individual authorized or invited by the
Client (the “User”), use Teamhood, a web-based Software as a Service (SaaS) application (“Teamhood”), available www.teamhood.com and under all *.teamhood.com subdomains (“Website”), visit our Website, interact with us on our social media accounts, including Facebook, Instagram, Pinterest, YouTube, X (“Social Accounts”), contact us by other means, including by email or phone, or interact with us in any other way.

1.3. In this Privacy Policy “personal data” (“Personal Data”) refers to any information or set of information that can directly or indirectly identify you, such as your name, surname, email address and other similar details.

1.4. When processing Personal Data, we adhere to the requirements of the General Data Protection Regulation 2016/679 (EU) (“GDPR”), other applicable laws, as well as the guidelines set by relevant supervisory authorities.

1.5. If you use Teamhood or interact with us in any other way, we assume you have read and understood this Privacy Policy. If you do not agree with this Privacy Policy, we kindly ask you to stop engaging with us in any form.

1.6. The Website, Social Accounts may link to external sites, such as partner websites or other projects. This Privacy Policy does not apply to them. Please review the privacy policies of third-party sites before sharing your Personal Data with them.

1.7. Security is highly important to us. We take all reasonable measures to protect Personal Data from loss, theft, misuse and unauthorized access, disclosure, alteration and destruction, including industry standard security and encryption features.

1.8. We may update the Privacy Policy from time to time, so we recommend reviewing the Privacy Policy regularly to stay informed about any changes.

2. ABOUT US

2.1. The data controller of your Personal Data is UAB Eylean (“Company” or “we”), company code 305144121, address Fabijoniškių str. 3B-118, LT-07130, Vilnius, Lithuania. We administer Website, Social Accounts, Teamhood and provide services accessible via it.

2.2. We may act as a data processor of your Personal Data when processing it on behalf of our Clients, in accordance with the Terms of Use and the Data Processing Addendum available on our Website. This Privacy Policy does not apply to such processing activities. If you have any questions, comments, or complaints regarding that processing, please contact the relevant data controller directly.

3. COLLECTION OF PERSONAL DATA

3.1. We may collect your Personal Data in the following ways:

3.1.1. directly from you when you provide your Personal Data to us. For example, when you create an account on Teamhood, use services via Teamhood, make a payment, communicate with us by email or telephone, etc.;

3.1.2. when you use our Website or Social Accounts. For example, we may record your visit history on Website, IP address, service preferences, accessed URL links, etc.

3.1.3. from other persons, such as your employer, acting as our Client, our service provider who identifies you as a contact person, payment institutions regarding payments made, etc.

3.2. If you provide Personal Data about yourself or others, it is your responsibility to ensure it is accurate, complete, and up to date, and to obtain any necessary consents from others or inform them that you shall share their Personal Data with us. We may ask you to confirm that you have the right to share such data with us.

4. PURPOSES, CATEGORIES OF PERSONAL DATA, RETENTION PERIODS AND LEGAL GROUNDS

4.1. We process your Personal Data for the following purposes and in accordance with the following terms and conditions:

Purposes of Personal Data processing

Processed Personal Data

Personal Data retention periods

Legal grounds for Personal Data processing

Creation of
Client and individual User accounts on Teamhood

Company/account
name, email address, password.

Data contained in
the agreement is retained for the duration of the agreement and 10 years
after the termination / expiry of the agreement;

If you became our
Client by accepting our online Terms of Services – we shall retain the proof
of your acceptance for the duration of our relationship and 10 years after
the termination / expiry of the agreement;

Account data is retained
for the duration of the account’s use and for the period of 3 years after the
last login.

The processing is
necessary for the conclusion and performance of the contract (Article 6(1)(b)
of the GDPR);

The legitimate
interests of the Company to ensure the quality of the operation of the
account, the provision of services to the Clients by allowing them and their
Users to create the accounts and use the services (Article 6(1)(f) of the
GDPR).

Provision of
the services via Teamhood

Name, surname,
email address, position, name of the company (our Client) the User works for;

Information about your
usage of the services via Teamhood (e.g., performed actions, clicked links).

Service-related
data shall be retained for the duration of the account’s use and for a period
of 3 years from the last login.

The processing is
necessary for the conclusion and performance of the contract (Article 6(1)(b)
of the GDPR);

The legitimate
interests of the Company to fulfil its obligations towards service delivery efficiently
and effectively (Article 6(1)(f) of the GDPR).

Service
support, communication with you on other matters you are concerned about

Name, surname,
email address, phone number;

Person represented
(if you represent a company or another person), your relationship with the person
represented;

Subject and
content of the communication (message, reply) and any data necessary to
address concerns;

In the case of
communication via social networks, we may collect publicly visible
information from your account.

The data is stored
for the duration of the communication and for up to 1 year after the end of
the communication (last message);

For Social Accounts,
data is stored according to their respective settings.

If you are our
Client and need service support: the processing is necessary for the
performance of the contract (Article 6(1)(b) of the GDPR);

If you are not our
Client: we shall process your data based on your consent (Article 6(1)(a) of
the GDPR) which you express by contacting us and our legitimate interests to
provide you with requested information and assisstance (Article 6(1)(f) of
the GDPR).

Creation and
execution of agreements necessary for service provision and Company
operations, other internal administration

Name, surname,
email address, phone number, position, workplace;

Represented person
(when representing a company or another person), relationship with the
represented person;

Individual
activity data, other collaboration data.

Data is retained
for the duration of the agreement and for 10 years after the termination /
expiry of the agreement.

The processing is
necessary for the conclusion and performance of the contract (Article 6(1)(b)
of the GDPR);

The legitimate
interests of the Company to fulfil its obligations efficiently and
effectively (Article 6(1)(f) of the GDPR).

Managing
payments, accounting, debt management

Name, surname,
email address, phone number, position, address;

VAT payer number,
business license / individual activity certificate number, nature of the
activity carried out;

Represented person
(when representing a company or another person), relationship with the
represented person;

Bank account
number, credit institution, payment information, debt information, tax
document information, tax-related communication data, and other related
information.

The data shall be retained
in compliance with the legislation governing financial transactions and
financial accounting and where such legislation does not specify time limits,
for a period of 10 years from the date of the payment.

The processing is
necessary for the conclusion and performance of the contract (Article 6(1)(b)
of the GDPR);

The processing is
necessary for compliance with a legal obligation imposed on the Company to
ensure proper financial accounting (Article 6(1)(c) of the GDPR) in
accordance with the Law on Tax Administration of the Republic of Lithuania,
Law on Financial Accounting of the Republic of Lithuania, Law on Companies’
Financial Reporting of the Republic of Lithuania, Law on Payments of the
Republic of Lithuania, Law on Companies of the Republic of Lithuania and
other applicable legislation;

The legitimate
interests of the Company to effectively manage financial operations and debts
(Article 6(1)(f) of the GDPR).

Teamhood and
Website administration, development

IP address, device
information, data collected by cookies, analytical data (such as visits, page
views, searches, links clicked, and the date and time of those clicks), URL
links directing to the Website, and information about data changes.

Data is stored as
described in the Cookies policy and if not specified within the cookie
information, for up to 2 years following the collection;

When processing
data is based on your consent, we shall process your Personal Data until you
withdraw your consent.

Consent of the
data subject (Article 6(1)(a) of the GDPR).

The legitimate
interests of the Company to ensure the smooth functioning, development and
security of Teamhood and the Website (Article 6(1)(f) of the GDPR).

Managing Social
Accounts

Username, comments
and shares on the post, information about clicks on “like” and “follow”,
information about reactions to entries, photo, details of the message and the
reply to the message (time of receipt, content, attachments), rating
information, and any other information you provide.

Social Accounts
store information according to the terms and conditions set by the owners of
the social networks.

Consent of the
data subject (Article 6(1)(a) of the GDPR);

The legitimate
interests of the Company to effectively manage Social Accounts (Article
6(1)(f) of the GDPR).

Conducting
direct marketing campaigns

Name, surname,
email address, country of the Client and Users, type of the Client and User
(e.g., free plan Users, paid Clients, trial Users), service usage data for
personalized newsletters, information about the recipients of the
newsletters;

For the purpose of
management the mailing lists of recipients and provision of relevant direct
marketing messages, we profile you by the country and type (e.g., free plan
Users, paid Clients, trial Users).

No longer than 2
years from the date of consent receipt or until the consent is withdrawn. The
consent (proof of its receipt) will be stored for 2 years from the date of
the occurrence of the above-mentioned event;

No longer than 2
years from the date of data collection if the data is processed on a legal
basis other than consent.

Consent of the
data subject (Article 6(1)(a) of the GDPR).

The legitimate
interests of the Company to manage the mailing lists of news recipients by
profiling them, to analyse aggregated marketing results, to resolve problems
related to the provision of news (Article 6(1)(f) of the GDPR).

Publication and
management of feedback regarding the Company’s activities and services

Name, surname,
email address, content of the feedback, submission date, social media account
information, including a photograph, when the feedback is provided via social
media;

Before posting any
feedback, please make sure that it does not contain sensitive personal data
of yours or anybody else, the message that you want to post is not offensive,
discriminatory or in any other way violates the law or the rights of other
people. We reserve the right to delete any information that you post on the
walls of our Social Accounts, if it violates the law or the rights of other
people.

Feedback is
retained until the deletion of the feedback.

Consent of the
data subject (Article 6(1)(a) of the GDPR);

The legitimate
interests of the Company to promote its services and maintain relationship
with its (potential) Clients and Users (Article 6(1)(f) of the GDPR).

Resolving
disputes and claims

Name, surname,
email address, phone number, address, job title;

Person represented
(if you represent a company or another person), relationship with the person
represented;

The content of the
complaint / claim or other provided document, information related to the
dispute / claim (date, method of receipt, etc.), and any other related
documents and information.

During the resolution
of the dispute and for the period of 10 years following the conclusion of the
dispute procedure (or, in the case of a judicial dispute, after the final
judgment has become final);

Requests and
correspondence from you shall be kept for the period of 5 years following the
conclusion of the processing of the request.

The processing is
necessary for compliance with a legal obligation imposed on the Company
(Article 6(1)(c) of the GDPR) in accordance with the Civil Code of the
Republic of Lithuania, the Code of Civil Procedure of the Republic of
Lithuania and other legislation;

Legitimate
interests of the Company or of a third party to assert claims or defend their
rights (Article 6(1)(f) of the GDPR).

Assessment and
selection of candidates for the proposed job position

Name, surname,
email address, phone number, address, educational and activity data, content
of the curriculum vitae, other information provided by the candidate
necessary for selection / assessment.

For the selection
period and 3 months after the selection. If the candidate’s consent is
obtained to retain the data after the selection, then data shall be retained
for 1 year or until the consent is withdrawn;

The consent (proof
of its receipt) will be stored for 2 years from the date of the occurrence of
the above-mentioned event;

Where data is
provided not for a specific recruitment process, it shall be retained for a
period of 1 year from the date of its receipt.

Consent of the
data subject (Article 6(1)(a) of the GDPR);

Legitimate
interest of the Company to assess your skills, qualifications, experience,
and suitability for certain job positions, as well as to select the most
suitable candidate for the offered position (Article 6(1)(f) of the GDPR).

4.2. The retention of Personal Data for periods longer than specified above may only be
carried out when:

4.2.1. It is necessary for us to defend ourselves against claims, demands, or lawsuits and to exercise our rights.

4.2.2. There are reasonable suspicions of illegal activity under investigation.

4.2.3. Personal Data is required for the proper resolution of a dispute or complaint.

4.2.4. There are other grounds provided for by legal acts.

4.3. You have the right to amend and update the information we hold about you. In some cases, it is necessary for us to have accurate up-to-date information pertaining to you and we may request that you confirm the accuracy of information we hold about you.

5. PRINCIPLES WE RELY ON WHEN PROCESSING YOUR PERSONAL DATA

5.1. We respect your privacy and only collect and process Personal Data that is necessary to achieve our stated purposes for processing of Personal Data.

5.2. When processing your Personal Data, we shall:

5.2.1. comply with the requirements of applicable and valid legislation, including the GDPR;

5.2.2. process your Personal Data in a lawful, fair and transparent manner;

5.2.3. we shall collect your Personal Data for specified, clearly defined and legitimate purposes and we shall not process it in a manner that is incompatible with those purposes, except to the extent permitted by law;

5.2.4. we take all reasonable steps to ensure that Personal Data which is not accurate or complete in relation to the purposes for which it is processed is promptly rectified, supplemented, its processing is suspended,
or it is destroyed;

5.2.5. we shall retain your Personal Data in a form which permits your identification for no longer than is necessary for the purposes for which the Personal Data is processed;

5.2.6. we shall not provide Personal Data to third parties and will not disclose it other than as set out in this Privacy Policy, applicable law or if we have legitimate interest (e.g., to engage a law firm to defend our rights);

5.2.7. we shall ensure that your Personal Data is processed securely, by implementing technical and organizational security measures, and by restricting access to your Personal Data to those of our employees who need such access for the purposes of their job functions.

6. SHARING OF YOUR PERSONAL DATA

6.1. We may share your Personal Data with:

6.1.1. marketing and advertising service providers;

6.1.2. providers of financial accounting and financial transaction services;

6.1.3. IT solution providers;

6.1.4. cloud and hosting service providers;

6.1.5. payment administration service providers.

6.2. We may disclose data to law
enforcement and pre-trial investigation authorities, courts and other dispute
resolution authorities, as well as to other individuals or entities performing
functions mandated by law. We provide these entities with information that is
required by law or as specified by the entities themselves.

6.3. We may also transfer data, if necessary, to companies that would buy or acquire our
business or engage in joint activities or other forms of cooperation with us,
as well as to companies established by us.

6.4. We generally process Personal Data within the EU / EEA, but in some cases your Personal Data may be transferred outside the EU / EEA. The transfer of your Personal Data outside the EU / EEA is based on:

6.4.1. an adequacy decision adopted by the European Commission, which means that the European Commission has recognized the country in which the third party is established and/or carries on business as providing an adequate level of protection of personal data; or

6.4.2. a data processing or sharing agreement that describes such transfer and includes Standard Contractual Clauses for international transfers; or

6.4.3. your consent to the transfer of your Personal Data outside the EU/EEA, when you initiate such transfer; or

6.4.4. other legal grounds under applicable laws.

7. YOUR RIGHTS

7.1. As a data subject, you have the following rights in relation to your Personal Data:

7.1.1. the right to be informed: you have
the right to be provided with clear, transparent and easily understandable
information on how we use your Personal Data and your rights. This is why we
are providing you with the information in this Privacy Policy;

7.1.2. the right to access: you have the right to access the Personal Data we hold about you;

7.1.3. the right to rectification: you
have the right to ask us to rectify your Personal Data if it becomes inaccurate;

7.1.4. the right to erasure: you have the right to ask us to erase your
Personal Data. If Personal Data is erased under your request, we will only
retain such copies of the information which are necessary for us to protect our
or third parties’ legitimate interests, comply with governmental orders,
resolve disputes, troubleshoot problems, or enforce any agreement you have
entered with us;

7.1.5. the right to restrict processing:
you have the right to restrict our processing of your Personal Data in certain
circumstances, including if we no longer need your Personal Data but you would
like us to retain it to ensure its continued availability to you in connection
with any legal claims;

7.1.6. the right to data portability: you
have rights to obtain and reuse your Personal Data for your own purposes across
different services in certain circumstances;

7.1.7. the right to object: you have the
right to object at any time to processing of Personal Data concerning you which
is based on legitimate interests of ours or third parties. If we can show
compelling legitimate grounds for processing your Personal Data which override
your interests, or we need your Personal Data to establish, exercise or defend
legal claims, we can continue to process it. Otherwise, we must stop using the
relevant Personal Data;

7.1.8. the right to withdraw consent:
where you may have provided your consent to the collection, processing and
transfer of your Personal Data for a specific purpose, you have the right to
withdraw your consent for that specific processing at any time;

7.1.9. the right to ask us to carry out a human review of an automated decision if we make
such: if we make an automated decision about you that significantly affects you, you can ask us to carry out a manual review of this decision;

7.1.10. the right to lodge a complaint: you
have the right to lodge a complaint with the relevant data protection supervisory authority.

7.2. We may refuse to fulfil your rights, except for the right to withdraw consent, where we are not permitted to comply with your request under the GDPR.

7.3. If you wish to withdraw your consent for the processing of your Personal Data based on your consent or to exercise any of your rights set out above, you may contact us by email at hello@teamhood.com or via your account on Teamhood.

7.4. Your request should contain a detailed, accurate description of the Personal Data you want access to or against which you want to exercise your rights. When there are reasonable doubts regarding your identity, you might be asked by us to provide a copy of a document, which helps us to verify your identity. It can be any document such as your ID card or passport. Our use of the information on your identification document is strictly limited: the data will only be used to verify your identity and will not be stored for longer than needed for this purpose.

7.5. Upon receipt of your request or instruction regarding the processing of your Personal Data, we will respond within 1 month from the date of the receipt of the request and will either carry out the actions specified or inform you why we are unable to do so. If necessary, the time limit may be extended by additional 2 months due to the complexity and number of requests. In such a case, we will notify you of the extension within 1 month of receiving your request.

7.6. If Personal Data is erased at your request, we may further retain copies of the information as necessary to protect our legitimate interests and those of others, to comply with obligations of public authorities, to resolve disputes, to identify disturbances or to comply with agreements.

8. DIRECT MARKETING MESSAGES

8.1. You may give us your consent if you wish to receive our offers and information about our services and promotions, as well as to participate in our surveys.

8.2. We may contact you via the email address or by sending notifications to your account on Teamhood.

8.3. After sending direct marketing message, we may collect information about the engagement, such as which messages were opened, which links were clicked, etc. This information is collected to offer you more relevant and personalized direct marketing content.

8.4. Your contact details may be shared with our services providers who shall prepare and send direct marketing messages to you on our behalf.

8.5. Even if you have given your consent for the processing of Personal Data for direct marketing purposes, you may easily withdraw this consent at any time. You can do this by:

8.5.1. by clicking the “unsubscribe” link in the direct marketing message or

8.5.2. by sending us a message to the email address provided in this Privacy Policy below.

8.6. Once you withdraw your consent, we will stop sending you direct marketing messages.

9. SOCIAL ACCOUNTS

9.1. We post information regarding our services, activities, changes to said services, and other news on our Social Accounts.
Additionally, we may post advertisements or communicate with you through them to respond to your inquiries.

9.2. It is important to bear in mind that users of Social Accounts are subject not only to this Privacy Policy, but also to the
privacy policies, rules and terms of use of the operators of the social networks on which the Social Accounts are located. When you interact with us on the Social Accounts and provide certain information (for example, by messaging us and commenting on our posts), we may see public information about your profile (such as your name, image, email, etc.) depending on the privacy settings you have selected. This information, for example, a comment you have posted, may also be visible to other visitors of a particular Social Account, depending on the privacy settings you have selected.

10. PROTECTION OF YOUR PERSONAL DATA

10.1. We take the security of your Personal Data seriously, ensuring it is handled responsibly and safely, protecting it from loss, unauthorized access, or changes. We have implemented both physical and technical measures to protect your information from accidental or unlawful destruction, damage, alteration, disclosure or any other unauthorized processing. The level of security we apply depends on the risks involved in processing your Personal Data.

10.2. Our employees are under a written obligation not to disclose or distribute your Personal Data to any unauthorized third party.

11. CONTACT US

11.1. If you have any questions, comments or complaints about how we collect, use and store information about you, or if you wish to exercise your rights as a data subject, you may contact us at: hello@teamhood.com or via your account on Teamhood.

11.2. You have the right to make a complaint regarding the privacy or data processing issues at any time. You can complain in the EU member state where you live or work, or in the place where the alleged breach of data protection law has taken place. In Lithuania, the State Data Protection Inspectorate, address L. Sapiegos g. 17, Vilnius, Lithuania, e-mail: ada@ada.lt, is the
competent authority for data protection issues. We would, however, appreciate the chance to deal with your concerns before you approach the supervisory authority, so please contact us in the first instance.

12. FINAL PROVISIONS

12.1. If we amend this Privacy Policy, we will notify you by posting the updated Privacy Policy on the Website, or your email if you have provided one, or through other means of communication.

Version 1.1

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