Privacy Policy

The data controller responsible for your personal data is:

Iotera Oy (Business ID: 3454475-1) Janne Kaikkonen Tanhuankatu 63b, 33560 Tampere, Finland Email: support@kotoapp.io

We collect data to provide and improve our service. This includes:

• Personal Information: Name, email address, phone number, and address when you register.
• Property Data: Property addresses, identifiers (kiinteistötunnus), specifications, and uploaded documents.
• Usage Data: IP address, browser type, and interaction metrics gathered via logs conformant with Finnish regulations.
• Cookies: We use cookies to manage sessions and authentication.

We use your data for the following purposes:

• To provide and maintain the Service (e.g., storing your property documents).
• To manage your account and authentication (via Keycloak).
• To communicate with you regarding service updates or support.
• To ensure security and prevent fraud.

Our processing is based on:

• Contract: To fulfill the Terms of Service when you use the app.
• Legitimate Interest: To secure and improve our platform.
• Consent: For non-essential cookies (if applicable).
• Legal Obligation: To comply with accounting and tax laws in Finland.

We do not sell your data. We share data only with trusted service providers (Data Processors) who assist us:

• Elest.io / Hetzner: Hosting services located in Finland (Helsinki).
• Keycloak: Identity and access management.

Your data is primarily stored and processed within Finland and the European Economic Area (EEA). We ensure that any necessary transfers outside the EEA comply with GDPR strict requirements.

We retain your personal data only for as long as necessary to fulfill the purposes for which we collected it, including satisfying any legal, accounting, or reporting requirements. Upon account deletion, we will remove your personal data within 30 days, except where retention is required by law.

We implement appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, or unauthorised disclosure. This includes encryption, access controls, and regular security assessments.

Under the GDPR, you have the right to:

• Access your personal data.
• Rectify inaccurate data.
• Request erasure ('right to be forgotten').
• Restrict or object to processing.
• Data portability.

To exercise these rights, please contact us at support@kotoapp.io.

We use essential cookies for authentication (keeping you logged in) and security. By using our service, you agree to the placement of these cookies.

When you are granted access to a property, your name and email address will be visible to the owners and managers of that property to facilitate access management.

Designated platform administrators ('Superadmins') may access your personal data (name, email address, account status) for the following legitimate purposes:

• User account management: Reviewing user accounts to ensure platform integrity.
• Access request processing: Approving or rejecting housing company role assignments and property link requests.
• Issue resolution: Investigating user-reported bugs, feedback, or disputes.
• Security monitoring: Reviewing audit logs for suspicious activity.

All administrative access to personal data is logged in our audit system, including the administrator's identity, the action performed, and the timestamp. These logs are retained for compliance and accountability purposes.

If you have questions about this Privacy Policy or our data practices, please contact us:

Email: support@kotoapp.io