Mainder Partner App – Privacy Policy

Last Updated: 23.1.2024

By using the Mainder Partner App, you agree to this privacy policy. This privacy policy can be updated from time to time without prior notice. All changes will take effect immediately, yet they are communicated to users through the Mainder app and email provided during the registration process. User has the option to decline updated privacy policy. You can find an up-to-date privacy policy statement in the Mainder Service or from the website

1. Controller of the personal data file

Ameria Ltd.
Pitkämäenkatu 11
20250 Turku
Business ID 3303404-7

Contact person:
Jarkko Koskinen
+358 40 070 9622

2. Name of the register

Mainder User Registry

3. Processing conditions

Mainder’s customer service representatives, property managers, or other entities that use the service in their work grant the right to use Mainder. The service manages information about the housing companies, their shareholders, residents, and board members, and maintenance partners. The basis for data collection is the consent of the data subject, the superior of the data subject and, to some extent, other data sources from which information can be retrieved, which according to the law must be found on the residents and owners of housing companies.

When processing users’ personal data, Ameria Ltd. complies with the EU General Data Protection Regulation (GDPR), national legislation, and good data processing practices. When processing personal data, the controller of the data follows the principle of data minimization, according to which the data is only used to the extent necessary and only for the purpose for which it was collected.

4. The purpose of processing personal data

Personal data is used for:

  • User authorization to the Service (strong authentication for supervisor, lighter authentication for employees)
  • Holding the list of residents, owners, board members within a housing company
  • Communication, maintenance, invoicing, and other matters related to the user’s residency and/or share ownership
  • Communication-related to the service

Personal data in the log files of the server is used for:

  • Monitoring the load and capacity of the server and the network
  • Working out technical problems, developing the service, and investigating abuse of the service
  • Analyzing the service usage
  • Reporting

5. Information content of the register

The following information is stored during the registration process for supervisors (voluntary information marked with * symbol).

  • First and last name
  • Email address
  • Phone number
  • Social security number or date of birth, if there is no social security number
  • Gender*
  • Address
  • Information about the company supervisor is working on including company name, business ID, email address, phone number, website)

The following information is stored during the registration process for employees.

  • First and last name
  • Phone number

In addition, we store the following information:

  • Service requests made by the residents, owners, board members, customer service, property manager and/or partners
  • Documents related to the management of the housing company, which are either mandatory by law or otherwise necessary for the operation of the housing company, and which may contain information about individual residents, owners, boards members and/or other users or the services they use.
  • Communication between users through comment sections of service requests.

In addition to user-related information, we store information about the housing company in the service, which is either required by law or otherwise necessary in connection with the administration of the housing company.

6. Regular sources of information

Information is retrieved from users themselves or from their supervisors when they are selected, and registered as maintenance partners for the housing company using Mainder. Supervisor is in charge of providing above mentioned information to Mainder.

Other information is retrieved from users while using the service.

7. Storage to access documents and images

It is voluntary to allow access to the user’s documents and images, which are used as additional information for service requests such as problems in the housing company. Service requests can, however, be sent even without allowing access to users’ documents and files.

Users are asked in advance if they allow Mainder to access photos or other files, and users have a possibility to decline the request without affecting the use of the application.

We use expo-image-picker and expo-file-system to access and save image and document data.

8. Camera to access documents and images

It is voluntary to allow access to the user’s camera to share documents and images within an app. These are used as additional information for service requests such as problems in the housing company. Service requests can, however, be sent without allowing access to the camera.

Users are asked in advance if they allow Mainder to use users’ camera, and users have a possibility to decline the request without affecting the use of the application.

9. Notification permission

Users can opt-in push notifications in our app. Permission to receive push notifications is asked once, when the user has installed the app for the first time. Users can opt-out push messages in any given time without affecting use of the application.

10. Use of cookies

Mainder is only using cookies that are necessary for running the app. Mainder do not collect cookies for analytics purposes or marketing. User have to accept the minimum cookies for using the app.

11. Storage period of personal data and deletion of user data

Information about maintenance partners are kept as long as they are partners of a housing company (employed or act as entrepreneur).

User cannot request deletion of data, if the user is still working in the company providing maintenance for the housing company using Mainder.

When an employee is not working in the partner company anymore, the supervisor deletes the profile of the user.  When the supervisor is not working in the partner company anymore, Mainder customer services deletes the profile of the user.

Information created in service requests (such as comments and added files) are stored even after termination of the user as housing company need to have historical data of the maintenance activities of the housing company. The personal data is stored for a maximum of 6 months after the end of the most recent accounting period, unless the law or another compelling reason obliges to store the data longer.

If the housing company stops using the Service, all data will be deleted at the latest when all the necessary data has been transferred to another system, unless the law or other compelling reason obliges it to keep the data longer.

The personal data will remain in backups for one week, after which they will be permanently deleted from the service. The data is backed up so that we can ensure that technical disruptions will cause as few problems as possible for users of Mainder.

12. User rights to rectify, restrict and delete user data

The user of the Service has the right to request rectification, the right to the restriction of processing of personal data, the right to object to the processing of personal data, the right to transfer data from one system to another, the right to ask for data deletion and the right to appeal to the Data Protection Officer within the above mentioned conditions.

In case a user wishes to review, correct, or delete any data that has been collected from the user to the registry of the Service, the user is advised to contact the Controller by email (contact information can be found in Chapter 1 in the Privacy Policy). When requesting anything mentioned, it must be noted that it is the responsibility of the Controller to verify the identity of the requester before disclosure of the data.

13. Regular transfer of personal data to third parties

Personal information will stay within Ameria Ltd. and partner organizations confirmed by agreements (e.g. property maintenance, property management, technical services integrated to Mainder) and will not be transferred to other third parties.

Information can be used in analyzing and reporting in a form that does not allow individual users to be identified. In case of abuse of the Service, user data can be used to solve the case and in extreme cases, user data can be given to authorities.

In Mainder partner app, we use carefully selected digital service providers that are necessary for the use of Mainder. We hand over personal data to the services only to the extent that is necessary for the use of the service:

These services are:

  • Amazon Web Services – Database & servers
  • Auth0 – 2-factor authentication
  • Expo – Photo and document tools
  • Signicat – Strong authentication

14. Information transfer outside the EU and ETA

Personal information will not be transferred outside the European Union or European Economic Area.

15. Principles of protecting personal data

The service is protected by the technical protection methods normally used in business operations. Only designated persons have access to the information stored in the service, and they have 3-factor authentication (incl. Email, Authenticator, Finnish Trust Network).

We strive to protect all personal information to the best of our ability, but we cannot guarantee complete protection. In the event of a data breach, the appropriate authorities will be informed, and this will be notified to those affected.