Privacy Policy

Information on the Processing of Personal Data
This policy was last updated on November 5, 2025.

About Us
O3 Solutions AS is a B2B service provider that leverages personal data to deliver relevant services. Your privacy is important to us, and this policy explains the data we collect, the purpose of its use, and your rights under applicable data protection laws.
For questions or comments about this privacy policy, please contact:

O3 Solutions AS
Email: info@RoleRelay.email
Phone: +47 928 45 303
Organization Number: 935 324 548

We have appointed a Data Protection Officer (DPO), who can be contacted at:
DPO@RoleRelay.email or by mail at:

O3 Solutions AS, Data Protection Officer, Hovfaret 4, N-0275 Oslo.
You may also submit a complaint to The Privacy Protection Agency Imy.

Personal Data Collected
RoleRelay.email only collects personal data if:

1. You voluntarily provide the information.
2. It has been publicly disclosed by you or your employer (e.g., via email).

The categories of personal data we process may include:

1. Contact Information: First name, last name, title, email, department, phone number.
2. Company Information: Company name, email domain, country, organization number, company website, contact URLs, and email patterns.
3. Action History: Products purchased, prices, purchase dates, purchase channels, and product categories.
4. Email Activity: Opens, clicks, unsubscribes, and bounce rates.
5. Newsletters: Opens, clicks, unsubscribes, and link interactions.
6. Website Activity: Visits, interactions, clicks on newsletters, and navigation on the website.
7. Subscription Details: Product type, price, usage, login credentials, payment status, renewal date, and access modifications.
8. Payment History: Organization number, order details, payment timelines, and due dates.
9. Invoice Information: Order details, payment information, and customer contact information.
10. Survey Results: Names, emails, feedback responses, and evaluation dates.

Purpose of Data Collection
RoleRelay.email processes your personal data for the following purposes:

• Contact Information: Provide access to services, send newsletters, and share important updates.
• Company Information: Facilitate invoicing and deliver tailored business solutions.
• Action History: Improve products, enable invoicing, and target advertising and training.
• Email Data: Personalize newsletters based on your interests.
• Newsletter Interactions: Customize content for relevance and improve communication.
• Survey Feedback: Enhance products, measure customer satisfaction, and use testimonials.
• Subscription Management: Provide access to purchased services.
• Payment and Invoice Data: Manage accounting processes and ensure access to services.

Legal Basis for Processing
Our processing activities are grounded in GDPR provisions, including:

1. Legitimate Interest (GDPR Article 6.1(f)):
    o Contact and company information.
    o Marketing and product improvement activities.
2. Contract Fulfillment (GDPR Article 6.1(b)):
    o Subscription and service-related data.
    o Action history and invoice processing.
3. Consent (GDPR Article 6.1(a)):
    o Newsletters and survey responses.
4. Legal Obligation (GDPR Article 6.1(c)):
    o Retention of financial and payment records.

Use of Cookies
RoleRelay.email uses cookies to enhance website performance, analyze user activity, and tailor content.
Types of Cookies:
    • Essential Cookies: Necessary for website functionality.
    • Analytical Cookies: Used to improve user experience and website insights.
    •Third-Party Cookies: Google Analytics collects data to generate reports on website usage.

How to Manage Cookies:

You can block cookies in your browser settings. However, doing so may impact the functionality of some website features.
For more information on Google Analytics’ use of cookies, visit Google’s Privacy Policy.

Data Retention
We retain your personal data only for as long as necessary for its intended purpose:
    • Contact Information and Action History: Deleted 90 days after the end of the business relationship or unsubscription.
    • Emails and Newsletters: Retained for 90 days post-unsubscription.
    • Payment and Invoice Data: Retained for 5 years to comply with legal obligations.
    • Survey Results: Anonymized after 12 months, except for approved testimonials.

Data Sharing
We may share your data with:
1. Third-Party Service Providers:
    o Email systems, cloud storage providers, and accounting software.
    o Payment solution providers and  legal firms.
2. Public Authorities:
    o In compliance with legal and regulatory requirements.

Data Security
We implement the following measures to protect your personal data:
    • Encryption: SSL encryption for secure communication.
    • Two-Factor Authentication: Access control for sensitive systems.
    • Audits: Regular reviews of data storage and processing procedures.
    • Data Minimization: Personal data is updated and removed when no longer relevant.

Your Rights
You have the following rights regarding your personal data:
    1. Access: Request a copy of the data we hold about you.
    2. Correction: Update incorrect or incomplete data.
    3. Deletion: Request data erasure, unless legally required otherwise.
    4. Restriction: Limit how your data is processed.
    5. Portability: Transfer data to another provider.
    6. Objection: Opt-out of specific processing activities.
    7. Withdraw Consent: Revoke consent for newsletters or marketing activities.
    8. Complain: Lodge a complaint with The Privacy Protection Agency Imy.

Legitimate Interest Assessment
RoleRelay.email processes data under legitimate interest for:
    • Marketing activities that are crucial for business sustainability.
    • Ensuring communication between professionals in relevant fields.

We do not process sensitive data, and any data used is publicly available or shared voluntarily by the individual or their employer.

Unsubscription
To stop receiving communications from us, click on the Unsubscribe link in the newsletter or email us at info@RoleRelay.email.

Changes to This Policy
We reserve the right to modify this privacy policy. The latest version will always be available on this page.

 

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