Legal documents

Privacy Policy

Effective: April 28th, 2025

This Privacy Policy describes how VLANSCO TECHLABS AS, (org.nr. 934 195 922), with registered office at Kirkebergveien 15A, Aaros, 3474, Norway ("VLANSCO", "we", "us" or "our"), collects, protects and uses the personally identifiable information or information that, alone or in combination with other data, could be used to identify you (“Personal Data”) that you ("User", “Customer”, "you" or "your") may provide us through vlans.coor other our websites (collectively, the “Sites”), in the course of purchasing or using any of our software (“Software”) or services (“Services”), collectively (“Products”) and other interactions (e.g., customer service inquiries, user conferences, etc.) you may have with us.

IF YOU DO NOT AGREE WITH THIS POLICY, PLEASE REFRAIN FROM ACCESSING OR USING THE PRODUCTS, WEBSITES, OR ANY OTHER ASPECTS OF VLANSCO’S BUSINESS.

This Privacy Policy applies to Personal Data that is received and processed by VLANSCO.

VLANSCO has contracts with natural or legal persons, public authorities, agencies, or other bodies which process personal data on its behalf (“Data Processors”). VLANSCO utilizes Data Processors in accordance with the applicable data protection legislation and ensures that all Data Processors comply with this legislation.

Additionally, a separate Subscription End-User License Agreement governs delivery, access and use of the Products (“Subscription EULA”), which is available on our Site.

1. PRODUCTS#

The following VLANSCO Products are covered by this Privacy Policy:

- Wayfinding Planner software application, both web and native platform versions

- Support Service

2. INFORMATION WE COLLECT AND RECEIVE#

When you interact with our Sites and Products, VLANSCO may collect, generate and/or receive the following Information:

#Contact and communication information

We collect the following Personal Data when you create an account or communicate with us:

Account Information. When you create an account with us, we may collect email addresses, your names, your company name, phone numbers, user ID, IP addresses, and login timestamps. Note that we use a third-party authentication service provided by Kinde Australia Pty Ltd (kinde.com) (“Kinde”) to securely manage user registration, facilitate login authentication and protect against unauthorized access to our Sites and Software features. Your authentication information is securely managed and stored by Kinde, in line with clause 5.” Data storage and retention” of this Privacy Policy. Refer to the Kinde Privacy Policy to see exactly how Kinde handles and protects your information.

Kinde and we have a legitimate interest to use provided data for product fulfilment, order processing, fraud prevention, and product support.

Communication Information. If you communicate with us, we collect your name, contact information, and the contents of any messages you send.

Social Media Information. We may have pages on social media sites like Instagram, Facebook, Medium, X, YouTube, LinkedIn etc... When you interact with our social media pages, we collect Personal Data that you choose to provide to us, such as your contact details. In addition, the companies that host our social media pages may provide us with aggregate information and analytics about our social media activity.

Other Information You Provide. We collect other information that you may provide to us, such as when you participate in our events or surveys or provide us with information to establish your age or identity.

#Usage Information

Certain data about the devices you use to connect with us and your use of the Site and/or Product are automatically or on demand logged in our or your systems (“Usage Data”), including:

Location information. This is the geographic area where you use your computer and mobile devices (as indicated by an Internet Protocol [IP] address or similar identifier) when interacting with our Site and/or Product. This information might be necessary to determine your general geographic location, applicable data protection legislation and provide you with customized, localized and personalized content.

Sites Log Data. As with most websites and technology services delivered over the Internet, our servers automatically collect data when you access or use our Site and/or Product and record it in log files. This log data may include the IP address, browser type and settings, the date and time of use, information about browser configuration, language preferences, and cookie data. This information is needed to ensure security of our systems, prevent detect and investigate potentially prohibited or illegal activities, including fraud, and to enforce our Subscription EULA.

Software Diagnostic Data. As most applications running on your local computer our Software may generate logs, crash report and other diagnostic reports, for identifying and fixing Software defects. Logs, entire reports and sometimes User’s working files (Content) are important to analyse user problems, application malfunctions and crashes. This Data is essential and often the sole source for understanding and resolving application issues.

Site Specific Data. This is information about the Site and/or Product you use and how you use them. We may also obtain data from our third-party partners and service providers to analyse how users use our Site and/or Product. For example, we will know how many users access a specific page on the Site and which links they clicked on. We use this aggregated information to better understand and optimize the Site.

Device information. These are data from your computer or mobile device, such as the type of hardware and software you are using (for example, your operating system and browser type), as well as unique device identifiers for devices that are using VLANSCO Products. This is needed to provide you with the best experience, ensure compatibility and update our Products and Services.

The detailed information on the basis for collection, storage and processing of each type of Personal Data is provided in the Lawful Basis for Personal Data Processing section of this Privacy Policy.

#Cookies

VLANSCO uses cookies and similar technologies in our Site and Services that help us to provide, analyse, understand and enhance the use of our Services, enforce our terms, prevent fraud, improve Site performance, monitor visitor traffic and actions on our site, deliver and tailor our marketing or advertising, and understand interactions with our emails, marketing, and online ads on third party sites. The Site and Services may also include cookies and similar tracking technologies of third parties, which may collect information about you via the Site and Services and across other websites and online services.

#Third Party Data

VLANSCO may receive data about Site visitors, marketing campaigns and other matters related to our business from affiliates and subsidiaries, our partners or others that we use to make our own information better or more useful. This data may be combined with other information we collect and might include aggregate level data, such as which IP addresses correspond to zip codes or countries. Or it might be more specific: for example, how well an online marketing or email campaign performed.

#Payment Information

Our order process is conducted by third-party payment service providers as designated by us from time to time (“Payment Service Providers”). Payment Service Providers are the Merchants of Record for all our orders. Payment Service Providers provide all customer service inquiries and handle returns.

Payment information (this includes name, location, contact details, and billing information) provided by you is stored and processed by Payment Service Providers. All such information is subject to the privacy policy of the respective Payment Service Provider.

Payment Service Providers and we have a legitimate interest to use provided data for product fulfilment, order processing, fraud prevention, and product support.

3. HOW WE USE YOUR PERSONAL DATA#

We may use your Personal Data for the following purposes:

To provide, maintain and administer our Sites and/or Products, authenticate users for security purposes, provide personalized user features and access, process transactions, conduct research, develop new features, and improve the features, algorithms, and usability of our Sites and/or Products.

To calculate aggregated statistics on the number of unique devices using our Sites and/or Products.

To send emails, notices and other communications. We may send you service, technical and other administrative emails, text message/SMS, or mobile push messages and other types of communications. We may also contact you to inform you about changes in our Products, our Products offerings, and important Products-related notices, such as security and fraud notices. These communications are considered part of the Products, and you may not opt out of them. In addition, we sometimes send emails about new product features, promotional communications or other news about VLANSCO. We will only send you marketing information if you provide a respective consent to us.

For billing, account management and other administrative matters. We may need to contact you for invoicing, account management and similar reasons and we use account data to administer accounts and keep track of billing and payments.

To prevent fraud, criminal activity, or misuses of our Services, and to protect the security of our systems and Services; and

to comply with legal obligations and to protect the rights, privacy, safety, or property of our users, us, our affiliates, or any third party.

We may aggregate or de-identify Personal Data so that it can no longer be used to identify you and use this information to analyze the effectiveness of our Products, to improve them and add features, to conduct research and for other similar purposes. In addition, from time to time, we may share or publish aggregated information like general user statistics with third parties. We collect this information through the Products, through cookies, and through other means described in this Privacy Policy. We will maintain and use de-identified information in anonymous or de-identified form, and we will not attempt to re-identify the information, unless required by law.

4. DISCLOSURE OF PERSONAL DATA#

We may disclose your Personal Data in the following circumstances:

Vendors and Service Providers: To assist us in meeting business operations needs and to perform certain services and functions, we may disclose Personal Data to vendors and service providers, including providers of hosting services, customer service vendors, cloud services, content delivery services, support and safety monitoring services, email communication software, web analytics services, payment service providers, transaction processors, and other information technology providers. Pursuant to our instructions, these parties will access, process, or store Personal Data only while performing their duties to us.

Government Authorities or Other Third Parties: We may share your Personal Data, including information about your interaction with our Products or Sites, with government authorities, industry peers, or other third parties in compliance with the law (i) if required to do so to comply with a legal obligation, or in the good faith belief that such action is necessary to comply with a legal obligation, (ii) to protect and defend our rights or property, (iii) if we determine, in our sole discretion, that there is a violation of our terms, policies, or the law; (iv) to detect or prevent fraud or other illegal activity; (v) to protect the safety, security, and integrity of our products, employees, users, or the public, or (vi) to protect against legal liability.

Business Transfers: We need to do so in connection with a merger, acquisition, bankruptcy, reorganization, sale of some or all our assets or stock, public offering of securities, or steps in consideration of such activities (e.g., due diligence). In these cases, some or all your Personal Data may be shared with or transferred to another entity, subject to this Privacy Policy.

Affiliates: We may disclose Personal Data to our parent companies and affiliates, meaning an entity that controls, is controlled by, or is under common control with VLANSCO. Our affiliates may use this Personal Data in a manner consistent with this Privacy Policy.

Business Account Administrators: When you use our Products as a Business Customer, the administrators of your account may access and control your VLANSCO account. In addition, if you create an account using an email address belonging to your employer or another organization, we may share the fact that you have an account and certain account information, such as your email address, with your employer or organization to, for example, enable you to be added to their business account.

We neither sell nor rent your data. We also do not share your personal data or personally identifiable information to the third parties for their advertising purposes.

5. DATA STORAGE AND RETENTION#

#Data Storage

Information submitted to VLANSCO, or our service providers is transferred to, processed, and stored in the United Kingdom of Great Britain and Northern Ireland, the states of the European Economic Area (EEA), Switzerland, and the United States of America. Data stored and processed by VLANSCO may occasionally be moved between these zones securely.

Additionally, our content delivery network providers may store our site or software data and files close to your location. In such cases, data transfers will occur through these locations. However, the final data destination and storage locations remain as specified above.

#Retention

We’ll retain your Personal Data for only as long as we need provide our Products or Services to you, or for other legitimate business purposes such as resolving disputes, safety and security reasons, or complying with our legal obligations. How long we retain Personal Data will depend on several factors, such as:

Our purpose for processing the data (such as whether we need to retain the data for you to use our Products or Sites);

The amount, nature, and sensitivity of the data.

The potential risk of harm from unauthorized use or disclosure of the data.

Any legal requirements that we are subject to.

6. YOUR RIGHTS#

You have the following statutory rights in relation to your Personal Data:

Access your Personal Data and information relating to how it is processed.

Delete your Personal Data from our records.

Rectify or update your Personal Data.

Transfer your Personal Data to a third party (right to data portability).

Restrict how we process your Personal Data.

Withdraw your consent—where we rely on consent as the legal basis for processing at any time.

Lodge a complaint with your local data protection authority (see below).

You have the following rights to object:

Object to our processing of your Personal Data for direct marketing at any time.

Object to how we process your Personal Data when our processing is based on legitimate interests.

You can exercise some of these rights through your VLANSCO account. If you are unable to exercise your rights through your account, please send your request to support@vlans.co and we will process it in accordance with this Privacy Policy and within response timeframes stipulated by GDPR.

We hope that we can address any questions or concerns you may have. If you have any unresolved complaints with us, you can reach out to the Norwegian Data Protection Authority (Datatilsynet), as our lead supervisory authority, or your local supervisory authority⁠. For any unresolved complaints relating to the UK you can reach out to the Information Commissioner's Office⁠ and for Switzerland, to the Federal Data Protection and Information Commissioner⁠.

7. CHILDREN#

Our Products are not directed to, or intended for, children under 13. VLANSCO does not knowingly collect Personal Data from children under the age of 13. If you have reason to believe that a child under 13 has provided Personal Data to VLANSCO through our Products or Sites, please email us at privacy@vlans.co⁠. We will investigate any notifications and, if appropriate, delete the Personal Data from our systems.

8. LEGAL BASIS FOR PERSONAL DATA PROCESSING#

When we process your Personal Data for the purposes described above, we rely on the following legal bases, depending on the processing activity:

8.1 Purpose of processing: To deliver and maintain our Products and Sites.