Beewa Privacy Policy

Introduction

At Beewa.net Roseance oy (referred to as “Beewa”, “we”, “us” and “our”), we are committed to protecting the privacy of our users. If you are in the UK or the EU, we are the data controller, unless otherwise stated. Please read the following privacy policy that explains how we collect, manage and protect your personal information.

This is the Privacy (and Cookies) Notice (“Notice”) for the website www.beewa.net, and all Beewa affiliate sites (“Sites”), or our applications (“Apps”) (together “Services”).

Contacting us

If you have any questions, comments and requests regarding this Notice you can get in touch with us via our Contact Us page, or via email at kadir.yapar@roseance.com.

What information do we collect & how do we use it?

This Privacy Notice will apply to you if:

• you visit and browse our Sites and Apps.
• You order products from or book appointments with our Partners through us (we’ll refer to you as a “Client“).
• you are self-employed and/or you work for a business on the Beewa platform (we’ll refer to you and/or the business as a “Partner“).

We will only use the information we collect about you if there is a reason for doing so, and if that reason is permitted under data protection law. We say what these reasons usually are in each section below, and we explain each one under ‘What do each of these legal reasons mean?’.

If you visit our services

We use your information to provide you with our Services. If you visit any of our Services, whether you’re just Browse or you have an account, we will automatically collect information from you each time you use our Sites. This includes technical information, information about your visit and (if you opt-in) location data:

Technical information

May include phone number, IP address, login information, browser type/version, plug-ins, device IDs, social log-in ID/email, time zone, OS, platform, hardware version, device settings, file & software names/types, battery & signal strength, mobile operator/ISP info.

Information about your visit

May include URLs, clickstream, viewed pages/services, demographics, response times, download errors, visit length, interaction info (scrolling, clicks, mouse-overs), traceable campaign links, Browse methods away from the page, phone number used for customer service, social media handle used for customer service.

Location data

Includes country location (from IP/Google Analytics) used for location services (if permitted) like content delivery, advertising, or fraud checks. May be collected with device ID. Delivery involves checking coordinates, country/region (via IP), or device identifiers (IFA for Apple, Android ID). You can opt-in/out via device settings.

We use this automatically collected information to:

• understand how individuals use our Site, and how we can improve it;
• ensure content from our site is presented in the most effective manner for you and for your devices; and
• provide you with the information, products and services that you request from us or we think you may be interested in.

Reasons: legitimate interests | consent

If you contact or engage with us

If you contact or engage with us, we will collect your contact information, and the other communications information you provide.

Contact information

Includes basic details like email address, and optionally first/last name, phone number(s), social media handle.

Communications information

Includes correspondence like emails, texts, in-app messages, calls, letters, in-person conversations.

We use this contact and communications information to:

• Contact you if you have asked us to, including responding to queries, troubleshooting problems, and helping with issues.
• Provide you with information you might request about our Services.
• Put you in touch with Partners you ask us to share your information with.
• Provide you with technical and other service updates (e.g., updates to Terms of Use and Terms of Service).

Reasons: contract with you | legitimate interests | consent

If you use our services to book an appointment

When you create a Beewa account using any of our Services, we may collect your:

• first and last name;
• date of birth
• gender
• email address;
• address;
• mobile phone number(s),
• your photo, if uploaded (optional).
• If you use Google, Facebook, or Apple sign-in, we get an access token (granting access to name, email, user ID, and profile photo (except Apple)).
• We assign unique user IDs to your Beewa account.

As you use your account, we may collect information about your:

• purchase history (orders, appointments, voucher use);
• favorites (e.g., your favorite salon);
• account settings;
• social login information;
• securely saved payment methods.
• We may also collect preferences, referrals, how you found us, or user-generated content (e.g., profile photo, reviews).

We use this account and related information to manage your account with us, including to:

• maintain your Beewa account;
• provide customer support;
• enable you to contact, order from and make bookings with our Partners;
• enable you to make and pay for orders and bookings with your account;
• if a Partner offers home services, enable you to book appointments at the address you provide;
• provide you with a personalized experience, including recommending features, services, products and Partners.

Reasons: contract with you | legitimate interests

If you order any products from a Partner’s shop

When you order any products from a Partner’s shop, we may collect your:

• order details and purchase records, including any related correspondence via our Services;
• cancellation, return and refund records;
• securely saved payment methods; and
• your product reviews or ratings.

We use your account and order information to enable our Partners to fulfill and manage your orders, including to:

• enable you to contact and purchase products from our Partners, including making payments,
• share your contact and order information with the Partner you ordered from, so the Partner can fulfill and manage your order (including processing any cancellations, returns or refunds), and communicate with you about your order.
• store your order, cancellation, return and refund records.

Reasons: contract with you | legitimate interests | consent

If you work for a Partner

If you work for our Partner (e.g. as an employee, contractor, or worker), we may collect contact and company information from you:

Contact information

May include: first and last name, role title, company name, email address, contact number, log-in details, KYC and ID verification results (we do not keep any underlying documents).

Company information

May include: company address, business type (e.g. salon, spa, gym), consultation form content, historical and future appointments, point of sale data, payment processing data (we don’t see this, only our payment processors do), reporting and analytics, Client data and promotions; pictures and marketing materials.

We also process other information on behalf of your company that is not personal data (for example, financial data and product inventory).

We use this contact and company information to manage the Partner’s account with us, including to:

• maintain the Partner’s account,
• provide Partner customer support, including technical support for our suite of business tools,
• enable the Partner to use our suite of business tools, including managing staff and appointment scheduling,
• enable the Partner to make transactions and manage payments,
• enable the Partner to manage marketing promotions via the Services,
• enable the Partner to list on the Beewa’s marketplace
• enable the Partner to manage inventory and use point of sale devices,
• contact Partner staff to enable them to create a Partner-specific account with appropriate authorisations, and to manage those accounts.

Reasons: contract with you | legitimate interests

If we send you offers, updates or other marketing material from us

We may collect contact information (as explained above), like your name and email address.

We may also collect marketing preferences, which are our records of what information you would or would not like to receive from us, and if you have opted out of any direct marketing.

We use this contact and marketing preference information to:

• send you offers, updates, promotions, newsletter(s), insights and other marketing material.
• send you personalized marketing, including offers, features, services, products and Partners we think you may be interested in.
• If you work for a company we are interested in partnering with, we may contact you about our Services and opportunities with Beewa.
• Contact you to ask for feedback, including through surveys and other marketing research.

You can opt-out of further marketing at any time by selecting the “unsubscribe” link at the end of all our promotional updates.

Reasons: legitimate interests | consent

What do each of these legal reasons mean?

We must have a relevant legal justification, called a ‘lawful basis’ for each way in which we use your personal information.

Lawful bases may include consent, a contract with you (as a data subject), compliance with our legal obligations and our specified legitimate interests.

Consent

We’ll use your personal information to send you promotional or marketing content (for example, our insight updates or newsletters), if you have given us consent to us doing so, where required by law. We may also send direct marketing based on our legitimate interests (see below).

You can opt-out of further marketing at any time by selecting the “unsubscribe” link at the end of all our promotional updates and marketing to you.

We also rely on consent for some of the cookies we use (see our Cookies Notice for more detail).

Contract

We collect, store and process your personal information if it is necessary for performing a contract you have with us (for example, our Terms of Use and Terms of Service), or where you have asked us to take specific steps before entering into that contract. This includes notifying you about changes to our Services. This does not include any agreement we have with a Partner, whether you are a Booker or Partner staff – this is based on our legitimate interests (see below).

Legal obligation

We may need to process any of your personal information to comply with our legal obligations, including under applicable Finnish law, and/or any court orders. This may include compliance with know-your-client and anti-money laundering rules.

Legitimate interests

We may process your personal information if it is necessary for our legitimate interests or the legitimate interests of a third party, provided those interests are not outweighed by your rights and interests.

Our legitimate interests include:

• Administering, improving and expanding our Site and services
  • Keeping our records updated.
  • Gaining insights on how you use our Services. Gaining your feedback and reviews.
  • Delivering, developing and improving our Services.
  • Enhancing, customizing or modifying our Services and communications. Implementing and improving our security measures.
  • Growing our business and informing our marketing strategy.
• Marketing
  • Marketing and promoting our Services to a company you work for or provide services to.
  • Measuring or understanding the effectiveness of advertising we serve to you and others and delivering relevant advertising to you (including when you visit other websites).
• Fulfilling agreements with another organization
  • Complying with or enforcing any agreement Beewa has (or that you may have, for example any extra Partner-specific terms) with a Partner you have purchased goods or services from as a Client.
  • Complying with or enforcing any agreement we may have with a company you work for or provide services to (for example, if you work at a Partner).

In each case, these legitimate interests are only valid if they are not outweighed by your rights and interests. If you would like further information about how we assess our legitimate interests, please contact us at kadir.yapar@roseance.com.

We also use different types of cookies on our Site – we explain this in the Cookies Notice.

Who do we share your information with?

If you are a Client

We will share your information with our Partners if you have asked us to (for example, if you want to connect with, order from or make a booking with one of our Partners). We may share your contact and account information, and they will receive any other information you provide through Beewa (for example, completing a Partner’s consultation form). Partners may use this information to manage your communications, orders and bookings with them.

If you leave a public review for a Partner (or any of their products in their shop on our Services), your rating, review, review date, and first name and last initial will be published on Beewa. Other Beewa users and members of the public may be able to see your reviews. Reviews may be published or syndicated on third party websites. Public reviews will survive the termination or expiry of the Beewa Terms of service.

If you work for a Partner

Beewa users may rate the Partner you work at or for, and may rate you as an individual. Your individual ratings may be shared with the relevant Partner, and may be publicly available on our Services.

We may publish limited Partner information (including individual and business public reviews and ratings) to other websites, for example so it can be included in search results or advertising (including online and offline advertising and promotional media, including, but not limited to Google, Google AdWords, Facebook Ads, Twitter, email distribution lists, and third-party business partners and affiliates).

If Beewa processes your information as a Client, Partner staff, or otherwise

We may also share your information with:

• any member of our company group, which means our ultimate holding company and its subsidiaries, and/or our subsidiaries who may support our processing of personal information under this Notice.
• our service providers, organizations who process your personal data on our behalf and in accordance with our instructions and the data protection law.
  • This includes supporting the services we offer through the Site, in particular those providing website and data hosting services, distributing communications we send, supporting or updating marketing lists, customer support, facilitating feedback on our services, digital invoicing and payment processing providers who provide secure payment processing services, and providing IT support services from time to time.
  • These organizations (which may include third party suppliers, agents, sub-contractors and/or other companies in our group) will only use your information to the extent necessary to perform their support functions.
• if you create a Partner Account with us by using a Referral Link the Partner who the Referral Link relates to may view the progression of your Partner Account
• If we run surveys, competitions, promotional campaigns, offers or other occasional activities and you opt-in, we may share certain information with our commercial partners (for example, if you chose to enter into a prize draw we run with a third party). We will provide more detailed privacy information at the time.
• our auditors, legal advisers and other professional advisers;
• if we sell or buy any business or assets, in which case we will disclose your personal data to the prospective seller or buyer.
• any person to whom disclosure is necessary to enable us to protect our rights, property, or safety, our clients, or other third parties, and to enforce our rights under this Notice or under any agreement (for example, our Terms of Use and Terms of Service) with you. This includes exchanging information with other companies and organizations for the purposes of detecting and preventing fraud and cyber-crime.
• if required to do so by court order or if we are under a duty to disclose your information in order to comply with (and/or where we believe we are under a duty to comply with) any legal obligation. This includes exchanging information with law enforcement agencies, regulators, or other similar government bodies.

Where do we store your information?

Beewa operates globally, including in the United States, Canada, United Kingdom, Australia, the United Arab Emirates, Netherlands and other countries in the European Economic Area (“EEA“). We generally don’t share personal data between group companies.

We may transfer your personal information outside the UK / EEA:

• in order to store it;
• in order to enable us to provide our Services to you;
• in order to facilitate the operation of our businesses, where it is in our legitimate interests and we have concluded these are not overridden by your rights; and
• where we are legally required to do so.

We will put legal protections in place to safeguard personal data transfers in compliance with data protection laws.

We may transfer your personal information outside the UK / EEA, including to the key organizations listed here. (Note: Link was illustrative)

We update our partners and service providers as we grow, and will update this Notice regularly. For more information about how we currently transfer and protect data, please contact kadir.yapar@roseance.com.

How do we protect your information?

All information you provide to us is securely stored. Our website uses secure end-to-end encryption to protect your information. All connections into our platform are secured using industry standard security and encryption.

All data we capture is stored in secured databases and data storage systems with strict access limitations. All data access requests are logged and monitored in accordance with any threat detection policies.

Unfortunately, the transmission of information via the internet is not completely secure. We do our best to protect your personal information, but we cannot guarantee the security of your data transmitted to us – even if there is a special notice that a particular transmission (for example, credit card information) is encrypted. Any transmission is at your own risk. Once we have received your information, we use strict procedures and security features to try to prevent unauthorized access.

External sites

Beewa may, from time to time, contain links to external sites. If you follow a link to any of these websites, please note that these websites have their own privacy policies. Beewa does not accept any responsibility or liability for these policies or any content on external sites and does not necessarily endorse the views expressed within them. Beewa has no control over the availability of any of these websites. Please check each site’s policies before you submit any personal information to these websites.

How long is your information kept for?

We will generally process personal information:

• for as long as it is necessary for the purpose(s) for which it was originally collected (for example, holding it on behalf of a Partner, or for as long as you have an account with us), and
• for up to six years after that to identify any issues and resolve any legal proceedings.

We may retain your personal data for a longer period in the event of a complaint, if we reasonably believe there is a prospect of legal proceedings, or we are aware of pending or ongoing legal proceedings. In some circumstances, we may keep data longer if applicable law says we have to.

If you have opted to receive insights, newsletters, or other promotional material, but later decide to opt out from receiving these updates, or object to any other processing of your personal information, we may keep a record of your opt-out or objection so we can respect your preferences.

We may keep aggregated, anonymised or pseudonymized data – for example, for reporting and analytics – for longer periods.

Aggregated data

In some circumstances we will anonymise your personal data (so that it can no longer be associated with you and you cannot be re-identified). This anonymised data (for example, aggregated statistics) is no longer personal data, and we may keep and use this anonymised information indefinitely without further notice to you.

We use this to help us provide, develop and improve our services, including to:

• better understand how people use our Services,
• provide our Partners and Clients with information about our Services, including user statistics (e.g. total numbers, broad demographics statistics), and
• develop useful insights and improvements to the Services.

What rights do you have with your personal information?

In certain circumstances, you have the following rights:

1. to be provided with a copy of your personal information held by us;
2. to request the correction or deletion of your personal information held by us;
3. to request that we restrict the processing of your personal information (while we verify or investigate your concerns with this information, for example);
4. to object to the further processing of your personal information, including the right to object to marketing;
5. to request that your provided personal data be moved to a third party, and
6. to withdraw consent.

If you wish to exercise any of these rights in relation to the personal information we hold about you, you can contact us at kadir.yapar@roseance.com. If you have any concerns, you have the right to lodge a complaint with a data protection supervisory authority.

The Information Commissioner’s Office (ICO) is the supervisory authority in Finland and can provide further information about your rights, an organization’s obligation in relation to your personal information, as well as deal with any complaints that you may have. You can visit their website at https://tietosuoja.fi/en/home.

If you are outside Finland, you can find your local data protection authority here.

Updating this Privacy notice

This Notice was last updated on 27 Feb 2024.

We may update this Notice from time to time and will post any changes on this page.

If we make any substantive changes, we will notify you through email, or website pop-ups within our Site.