Effective date: October 13, 2022
Using Kubios software products in short
When you use Kubios software products, we may collect personal information from you. The purpose of Kubios is not to collect any other personal information than those necessary for providing you the use of our software products. Kubios does not disclose, give, or sell your personal data to any other third parties than server administrators unless we are required to do so pursuant to a mandatory provision of law. We may use some of the data in research and development work to improve our services, but for such purposes we always use the data in a fully anonymized form (so that the person cannot be identified from the data).
Kubios is a company based in Finland, with customers all over the world. Your data is stored on servers located in the EU/EEA area and can be accessed only by authorized persons from Kubios or its direct subcontractors.
What data we collect from you
The use of our software products and services requires your registration. Upon registration, Kubios may collect personal information (such as name, address, email, phone number, age, weight, height, gender, maximal heart rate etc.), that is connected to your user account. The purpose of Kubios is not to collect any other personal user information than those necessary for maintaining user accounts, handling invoicing (if any). In addition, we collect data via the software as described below in order to provide you with the services and for providing personalized user experience.
You directly provide Kubios with most of the data we collect. We collect and process data when you: 1) register online or place an order for any of our products or services, 2) voluntarily complete a customer survey or provide feedback on any of our message boards or via email, 3) use or view our website via your browser’s cookies, 4) subscribe to our newsletter.
Data collected on specific software products:
- Kubios HRV Standard, Premium and Scientific software: Kubios shall not collect, and the use of these software products shall not cause Kubios to receive the measurement data (such as electrocardiogram, pulse waveform or heart rate data, or any metadata included in the data files) uploaded locally to the software by the user or results thereof. These software products may however collect information about your computer hardware (such as IP address, operating system version, and hardware information) as well as usability information (such as operating time, input data types, features used, error messages etc.).
- Kubios HRV mobile application: When you use the mobile application, the measured data (heart rate, electrocardiogram, pulse waveform, and given metadata) are sent to Kubios server, where the data may be stored and/or processed.
How the collected data is used
The purpose of Kubios is not to collect any other personal information or data than those necessary for providing you the best possible experience in using our software products.
Kubios may use the personal information collected from you (such as name, address, email, phone number etc.) only for the purpose of processing your order and managing your user account. Kubios shall not transfer any personal information to third parties unless made anonymous and respects personal data rights in relation to applicable legislation. In addition, during registration you may be asked to provide us with personal information such as your gender, age, weight, height and maximal heart rate. This information is used for example to provide you an accurate calculation of energy expenditure and we trust that the information you give us is accurate.
When using certain Kubios products and services, your measurement data may be stored and processed on Kubios administered servers. The purpose of storing and processing your data is to provide you with user-friendly and appropriate use of our software products.
If you decide to link your user account to a specific team (in any Kubios product supporting the team functionality), the team owner(s) shall have access to the information collected from you and the linking completed by you via your account will be the necessary consent provided by you. Information to which the team owner(s) have access may include personal information (such as your name, age, gender, weight, height, maximal heart rate etc.) and data measured from you (such as your heart rate, electrocardiogram, or pulse waveform recordings) as well as results extracted from the measured data. The team owner(s) will only have access to data that is necessary to provide the use of the team version products and services. Personal information required for handling your own orders (such as your mailing address, phone number, credit card number etc.) are not disclosed for the team owner(s).
We would like to keep you updated on the latest news, offers, software and service updates, new products, etc., thus we ask for your consent for marketing messages. Given that you select to consent to receive marketing messages from us, we may send you email newsletters. The default setting for digital marketing is opt-in, i.e., you only receive digital marketing from us if you have selected this. You can change your selection from your account settings or by unsubscribing from the list using a given link.
Data collected from you may be used in research and development work to improve our products and services, but for such purposes we always use the data in a fully anonymized form (all personal identifiers have been removed from the data).
We would like to support scientific research and improve the accuracy and reliability of our software products and services through participation in scientific research studies. Therefore, we may also ask your consent to share anonymized data collected from you with third party research organizations. The default setting for allowing this research use is opt-in, i.e., access to anonymized data collected from you may be given for researchers only if you have selected to allow research use for your data. This research use is limited to non-commercial, academic research use only.
Kubios may deliver statistical data collected from its customers, sales, software usage, and similar website information to reputable third parties. These statistical data do not contain identifiable personal information and are not in the form of personal data.
How we store your data
Kubios is a company based in Finland (member of European Union (EU) and European Economic Area (EEA)), with customers all over the world. Your data is stored on Kubios administered servers which are located in the EU/EEA area. Your data will not be transferred outside the EU/EEA area. Only authorized personnel of Kubios or its subcontractors will have access to your data. Kubios only stores the information collected from you as long as it is necessary to fulfil the purpose for which it was collected or required by law.
Unless transferred into general and anonymized or pseudonymized form, Kubios does not disclose any of your personal information without a separate written permission from you, unless it is necessary for handling your order or carrying out your request. Under no circumstance will Kubios disclose any personal information to any third party for direct sale or marketing purposes. Kubios may however disclose information if we are required to do so pursuant to a mandatory provision of law, a court order, or regulation or request issued by authorities.
Kubios shall not be held responsible for the personal information collected directly by one of its distributors or resellers, no matter in which country they operate.
Kubios would like to make sure you are fully aware of all of your data protection rights. Every user is entitled to the following:
The right to access – You have the right to request Kubios for copies of your personal data. We may charge you a small fee for this service.
The right to rectification – You have the right to request that Kubios corrects any information you believe is inaccurate. You also have the right to request Kubios to complete the information you believe is incomplete.
The right to be erased – You have the right to request that Kubios erases your personal data, under certain conditions set out in the applicable legislation, in which event you are unable to use services.
The right to object processing – Kubios is allowed to handle your personal information when there is a legitimate interest for doing so. You have the right to object to the processing of your personal data for these purposes. However, your right to object is not absolute. The data used in our research and development work is anonymized and cannot be associated with you. This type of processing of anonymized data is vital for Kubios to develop and offer you better software products and services.
The right to data portability – You have the right to request that Kubios transfers the data (in machine-readable format) that we have collected from you to a third party, or directly to you, under certain conditions. Kubios is not responsible for the third party’s system’s ability or your own ability to process the information in the format that is used for the transfer.
If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact customer support at firstname.lastname@example.org.
Cookies and how we use them
Cookies are text files placed on your computer to collect standard Internet log information and visitor behavior information. When you visit our websites, we may collect information from you automatically through cookies or similar technology.
There are a number of different types of cookies, however, our website uses:
- Functionality – Kubios uses these cookies so that we recognize you on our website and remember your previously selected preferences. These could include what language you prefer and the location you are in. A mix of first-party and third-party cookies are used.
- Advertising – Kubios uses these cookies to collect information about your visit to our website, the content you viewed, the links you followed and information about your browser, device, and your IP address. Kubios sometimes shares some limited aspects of this data with third parties for advertising purposes. We may also share online data collected through cookies with our advertising partners. This means that when you visit another website, you may be shown advertising based on your browsing patterns on our website.
You can set your browser to not accept cookies, and the above website tells you how to remove cookies from your browser. However, in a few cases, some of our website features may not function as a result.
Privacy policies of other websites
How to contact us
Data Protection Officer: