Privacy policy
Last updated: October 23, 2026
1. Controller
Aivomaa Oy, business ID 3592993-6, Kankarepolku 5F B335, 00770 Helsinki, Finland. Contact for data protection: info@aipoweredsolutions.fi.
2. Two roles
For the accounts of our customers and their users, sign-up, billing and support we are the controller. For the data a customer enters about its owners, residents, guests, cleaners and staff we are the processor: we process it only on the customer's instructions, to provide the service. Questions about such data are best sent to the management company or owner who uses OwnerHub.
3. What we process
Account data (name, e-mail, password stored as a hash, language, role), cabinet and invoicing details (legal name, address, VAT or tax number, invoices and payments), use of the service (sign-ins, actions recorded in the cabinet's log, technical logs with IP addresses), and the content customers enter (apartments, owners' contact details and shares, charges and payments, bank statement lines, receipts and photos, requests and messages, meeting records, bookings and cleaning tasks).
4. Why and on what basis
To provide the service under the contract (GDPR art. 6(1)(b)); to invoice and keep accounts as the law requires (art. 6(1)(c)); to keep the service secure, prevent misuse and improve it (legitimate interest, art. 6(1)(f)); to send service e-mails such as confirmations, invoices and notices. We do not sell personal data and do not use it for advertising.
5. Who else processes it
Servers and backups: UpCloud Ltd, data centre in Helsinki, Finland. E-mail delivery: an e-mail service provider that sends our messages. Machine translation of texts entered in the service (requests, notices, descriptions): texts are sent to an AI translation service (OpenAI) through our own automation server; they are used only to return the translation. Where a provider is outside the EU/EEA, the transfer is protected by the European Commission's standard contractual clauses or an adequacy decision. All providers are bound by data processing agreements.
6. How long
Account and cabinet data for as long as the contract lasts and up to 90 days after it ends; our invoices and accounting records for the period the Finnish Accounting Act requires (up to ten years); technical logs for up to 12 months. A customer can delete data it entered earlier, within what its own legal duties allow.
7. Your rights
You may ask for access to your data, correction, deletion, restriction, data portability, and object to processing based on legitimate interest. Write to info@aipoweredsolutions.fi; for data a customer entered, we pass the request to that customer. You may also complain to the Finnish Data Protection Ombudsman (tietosuoja.fi).
8. Security
Data is encrypted in transit, each cabinet's data is separated in the database by row-level security, passwords are stored as hashes, access is logged, and backups are kept. Only the people who need it to run the service have technical access.
9. Cookies
We use only cookies needed for the service: the sign-in session, the chosen cabinet and language. No advertising or tracking cookies.
10. Changes
We update this policy when the service changes; the date below shows the latest version. Material changes are announced in the service.