1. The Information Administer Collects in eFina
In order to have an eFina account you need to give your first and last name and email address (optional). To be eligible to have an eFina account you have to be a client of Administer Oy or either employed or contracted by a client company. As a standard, eFina logs the user’s actions, such as login, logoff and also what the user does inside the system itself.
2. How the Information is Collected
When a user first gets his or her eFina account, we manually enter the information into the eFina database. The information is usually obtained by either requesting it in a client ramp-up meeting, or it is entered into the system by the client’s main eFina user, who by default has access rights to add eFina users to their company. We also have a web form at www.administer.fi, which offers the user the possibility to enter and send their contact information to Administer in order for us to contact the person later. The information requested by the form includes a company name, first and last names, a phone number and an email address. Optionally, the user can fill in statistics about their approximate financial volumes regarding purchase and sales invoices and how many paychecks they write per month. Information is also collected by eFina through secure integrations with other financial software. The nature of the collected information through this method is always related to end-customer information, such as their billing address, names and all the invoice information that flows between the integrated systems.
3. How the Collected Information is Used
Personal information such as first and last name and email address are used to identify eFina users in the system and set different access rights based on the user’s role in the respective company or companies. The same information is also used to inform eFina users about scheduled maintenance times and send the users similar informative items. Information sent through the website www.administer.fi is used by our sales department in contacting the person who sent the information. Information regarding the user’s actions when using the eFina service is stored in eFina’s database and is used to resolve problems and improve eFina as a service. Information obtained through integrations with other financial software is used to handle our client’s billing and/or reporting. Administer does not share any information with third parties.
4. The Customer’s Control Over Their Personal Information
Active eFina users can change their first and last names, phone numbers, email addresses and opt out of any newsletters and other such communications online through the eFina user interface. In order to remove a user account from the system entirely, the user needs to either contact Administer Helpdesk or request their company’s main eFina user to remove the user account in question.
5. How the Collected Information is Protected
All interfaces to eFina are secured by commonly used secure web standards. The eFina servers are located in a secure location with proper access restrictions. Employee access to Administer customers is restricted and access is granted only when it is needed.