PRIVACY NOTICE

This Privacy Notice was last updated on 02 June 2026

 

When you use our products, visit our website, apply for a job with us or otherwise are in contact with us we may collect, use, share, and process data relating to you (“Personal Data”). This Privacy Notice explains how we do so. A reference to “LeadDesk”, “we” or “us” is a reference to LeadDesk Plc (Business ID 2299022-8) and its affiliates involved in the processing activity.

Depending on the circumstances, we might process Personal Data both as a controller or as a processor. This Privacy Notice applies to when we process your Personal Data as a controller. For the avoidance of doubt, this Privacy Notice does not apply to scenarios where we process your Personal Data in the role of a processor; a common example is as a service provider on behalf of our customers. We are processors, for example, in situations where our customers or their affiliates use our products and services or otherwise collect, use, share or process Personal Data via our products and services. In these situations the applicable LeadDesk customer is the data controller and that customer’s privacy notice applies. We are not responsible for the privacy or data security practices of our customers, and they may differ from those explained in this Privacy Notice.

 

1. When and why we process your Personal Data

 

There are many reasons for why we might process your Personal Data. These might include, but are not limited to the following scenarios:

  • You visit our websites or social media pages;
  • We display to you personalised advertisements and content;
  • You register interest in, or attend our events, or visit our offices;
  • You communicate with us, including but not limited to emails, phone calls, and texts;
  • You are employed by a customer using our products and services and your information has been shared with us in our capacity as a controller (for example, to set up your account);
  • You send us a contact or user support request;
  • We provide and optimise the performance of our services;
  • You download our applications;
  • We invoice for our services and manage our accounts (including usage and licensing compliance);
  • We maintain the security of LeadDesk and its services;
  • You act as or work for a service provider or supplier to LeadDesk, to the extent where LeadDesk acts as a controller with respect to your Personal Data;
  • We administer surveys and conduct research; and
  • We comply with our legal obligations.

 

We only collect and process your Personal Data to the extent that is necessary for fulfilling the purpose for which it has been collected, and where we can rely on a legal basis for such processing. Where required, we will ask you for your prior consent to processing.

Below you can read in more detail how we process your Personal Data in different situations and your rights related to such processing.

 

2. Using LeadDesk services and products

 

We collect Personal Data directly from you when you register to use, and use, our services or products. This data may include information such as your name, company, telephone number, IP address and email. Furthermore, we collect data regarding your use of LeadDesk’s software services. This data includes information on your usage of the service (e.g. how often you log in and how long you use the service), and can include information and statistics on your sales activities (e.g. number of phone calls made and number of registered sales). This data is used to provide you with statistics.

When you use our services or products, we process your Personal Data primarily for purposes of providing you with the opportunity to use said products and services, and their functionalities. We process the Personal Data based on at least one of the following criteria:

  1. our legitimate interest;
  2. an agreement entered into with you or your employer;
  3. your consent; or
  4. a requirement for compliance with a legal obligation to which we are subject.

 

An example of our legitimate interest might be to improve the quality of our services, or to prevent and resolve possible misconduct.

You may at any time request removal of your registration to, and use of, our services or products. Removal of the registration will not impact Personal Data processed by your employer, when your employer is the controller of the Personal Data.

You might also use our products and services through our mobile application(s). When you use our standard mobile application(s) the Personal Data processed by us does not differ from that which would be processed if you use our services over your internet browser. Our standard mobile application(s) do not collect your location data. However, in some instances we might have provided our customer (your employer, client or similar entity) with a customized application. In these situations, our customer might have decided that the application will process location data of the users or other Personal Data specified by the customer. In these situations, our customer is the controller of the Personal Data and the privacy terms and notices of our customer will apply.

 

3. Visiting our website

 

You may use our website without providing any directly identifiable Personal Data about you. In this case, we will collect metadata that results from your use of our website, including referral page, date and time of access, data volume transmitted, status of transmission, type of web browser, IP address, operating system and interface, language, and version of browser software. Your IP address is processed to enable your access to our website, and the other metadata mentioned above is processed for purposes of obtaining information that helps us learn about your browser and operating system, and to help us analyze how the site is used. We are not able to directly identify you on the basis of the collected metadata.

The provision of your Personal Data as described in this Privacy Notice may partly be a contractual requirement and partly a statutory requirement. When you use our website, you may be required to provide us with certain Personal Data for purposes specified in this Privacy Notice. Not providing your Personal Data may result in disadvantages for you, e.g. you may not be able to use our website or certain functionalities of it.

In addition to metadata collected automatically, we also collect certain Personal Data directly from you when you provide information on our website voluntarily, for instance by requesting a LeadDesk demo, submitting support requests, or by subscribing to a free trial. In such cases, you are asked to provide basic information about yourself, such as name, phone number and email address.

Once you leave our website or are redirected to a third-party website or application, you are no longer governed by this Privacy Notice or our website’s terms of service. Our website may also contain links that may direct you away from our site. We are not responsible for the privacy practices of any other websites and encourage you to read their privacy statements.

 

4. Applying for a job

 

You might also provide us with information when applying for a job through the People section of our website or through other channels. The information related to processing the Personal Data submitted in connection with applying for a job is specified in LeadDesk’s Privacy Notice for Job Applicants.

 

5. Receiving marketing

 

We may send you emails or other communication about new products and other updates only where we are permitted to do so. If we ask for your Personal Data for a secondary reason, such as marketing, we will, where required, ask you directly for your consent. Where you have given your consent and change your mind later, you may withdraw your consent at any time, by contacting our Data Protection Officer (see Section 15, How to contact us).

 

6. Sharing your Personal Data

 

We use partners in business activities requiring the processing of Personal Data, and for the purposes of data processing defined in this Privacy Notice. We also occasionally engage other companies to provide certain limited services on our behalf, including e.g. marketing activities. We will provide these partners and companies only the data they need to deliver the agreed services, and they are prohibited from using that data for any other purpose.

We may share Personal Data with the following parties:

  • affiliates within our current or future corporate group that process Personal Data;
  • our subcontractors and sub-processors that process Personal Data on our behalf;
  • if you are using our services as a user, the LeadDesk customer responsible for your access to the service;
  • third-party networks and websites so that we can advertise on their platforms;
  • sponsors of events, webinars or contests for which you register with us;
  • specifically in relation to our LeadApp store, our partners who may contact you regarding their products or services; and
  • external advisors, for example in the fields of consultancy, banking, legal, insurance, and accounting services.

In general, the third-party providers we use will only collect, use and disclose your Personal Data to the extent necessary to perform the services they provide to us. Some of these providers have their own privacy notices governing the information we share with them, and we encourage you to review those notices to understand how they handle your Personal Data.

Except as mentioned in this Privacy Notice, we will disclose your Personal Data, without notice, only if required to do so by law or if we in good faith believe that such action is necessary to (a) conform to the provisions of the law or comply with legal process served on us; (b) protect and defend our rights or property; or (c) act in urgent circumstances to protect the personal safety of the public.

In case we sell our business or part of it, or otherwise reorganise our business, Personal Data processed by us as a controller may be disclosed to buyers and their advisors in accordance with applicable legislation.

 

7. International transfers of Personal Data

 

We process Personal Data primarily within the European Union and the European Economic Area (EU/EEA). In some cases, our service providers or other recipients may be located, or process Personal Data, outside the EU/EEA.

Where we transfer Personal Data to a country outside the EU/EEA, we ensure that the transfer is carried out using a valid transfer mechanism under the EU General Data Protection Regulation (GDPR). Depending on the recipient and country, this may be: (i) a transfer to a country, sector or framework covered by a European Commission adequacy decision – including, in respect of recipients in the United States that are certified under the EU–U.S. Data Privacy Framework; or (ii) appropriate safeguards, such as the standard contractual clauses approved by the European Commission, together with any supplementary measures required following a transfer impact assessment. To learn more about the appropriate safeguards we use, or to obtain a copy of the relevant clauses, please contact our Data Protection Officer (see Section 15).

 

8. Security of your Personal Data

 

We have taken appropriate technical and organizational measures to protect your Personal Data against loss, misuse, unauthorized access or disclosure, alteration, and destruction. Personal Data is stored on access-controlled systems, and access is granted only to such persons whose work requires the processing of Personal Data. No method of transmission over the Internet or electronic storage is 100% secure, but we follow generally accepted industry standards to protect your Personal Data.

 

9. Retention of your Personal Data

 

Our policy is to store and process your Personal Data only for as long as is necessary for providing our services or as is required by applicable law.

With respect to data pertaining to users who have registered to, and use, our services or products, we may delete Personal Data after you, as a user, have cancelled your registration, or where you have not logged into the LeadDesk online platform during the previous 24 months. Where you are working for our customer, the time might depend on a separate agreement between the customer and us.

Where the Personal Data is collected on the basis of an obligation under applicable law, the retention time of Personal Data may also be subject to an explicit statutory requirement.

We may also retain certain Personal Data after the termination of the initial processing purpose, should such retention be necessary to comply with other applicable laws or should LeadDesk need the Personal Data to establish, exercise or defend a legal claim, on a need-to-know basis only.

 

10. Your rights as a data subject

 

This section describes the rights that you, as a data subject, have regarding the processing of your Personal Data. Please note that some of the rights may be subject to restrictions – for instance, we may have a legal obligation to store some of our users’ Personal Data for certain periods, so even if you request its deletion, we will store it until we no longer have a legal obligation to do so.

 

Right to access your Personal Data

You have the right to ask, at any time, whether LeadDesk is processing your Personal Data. If LeadDesk is processing your data, you have the right to access the data processed by LeadDesk as a controller.

 

Right to rectification

If the information LeadDesk stores about you is incorrect, you have the right to have such inaccurate data corrected or completed.

 

Right to erasure (“right to be forgotten”)

You also have the right, at any time, to request us to erase Personal Data concerning you and processed by us, and we are obliged to erase the data if there is no longer a legitimate basis for processing it. Please note that certain data may be subject to statutory retention requirements, and regardless of a request for erasure, we cannot erase such data until the end of the statutory retention period.

 

Right to restrict processing or to object to it

You also have the right to object to or restrict the processing of your Personal Data where the data has been processed on the basis of legitimate interest, and we are obliged to stop processing such Personal Data unless we can demonstrate compelling legitimate grounds for further processing.

Right to data portability

Where the processing of your Personal Data is based on consent or on a contractual relationship and is carried out by automated means, you have the right to receive your Personal Data in a commonly used, machine-readable format so you can transfer such data to another company.

 

How to exercise your rights

If you wish to exercise the rights mentioned above, please contact our Data Protection Officer (see Section 15), or, in the event of requests related to the Personal Data provided through the website’s careers section, the contact person mentioned in LeadDesk’s Privacy Notice for Job Applicants. The request should contain the basic information needed for identifying you and finding the requested data. We may ask you for additional information where necessary to confirm your identity. After receiving and processing the request, we will respond within the timeframes required by applicable data protection law.

We will act on your request free of charge. However, where a request is manifestly unfounded or excessive, in particular because of its repetitive character, we may either charge a reasonable fee taking into account the administrative costs of acting on the request, or refuse to act on the request, in each case in accordance with Article 12(5) GDPR.

In addition, you have the right to lodge a complaint with the competent supervisory authority regarding our processing of your Personal Data. In Finland, the lead supervisory authority is the Office of the Data Protection Ombudsman (Tietosuojavaltuutetun toimisto). You may also lodge a complaint with the supervisory authority in the EU/EEA Member State of your habitual residence or place of work.

 

11. Automated decision-making and artificial intelligence

 

When we process your Personal Data in our role as a controller, we do not, as a rule, make decisions producing legal effects concerning you, or similarly significantly affecting you, that are based solely on automated processing, including profiling. Where we would do so, we will only act on a legal basis permitted under Article 22 GDPR and will inform you, and you will have the right to obtain human intervention, to express your point of view and to contest the decision.

Certain LeadDesk products and features make use of artificial intelligence. Where such features process Personal Data on behalf of, and under the instructions of, our customers, LeadDesk acts as a processor and not as a controller. That processing is therefore governed by the data processing terms agreed with the relevant customer, and the customer’s privacy notice applies, rather than this Privacy Notice.

 

12. Cookies

 

Like most websites, our site uses cookies and similar technologies (“cookies”), which are small files placed on your device, to make the site work and to improve your experience. More detailed information about the cookies we use, their purposes and durations is set out in our separate Cookie Policy.

 

Your choices

We use cookies that are strictly necessary for the website to function without asking for your consent. For all other cookies – such as analytics, functional and advertising cookies – we ask for your prior consent through our cookie banner when you first visit the site. You can accept or reject non-essential cookies and rejecting them is as straightforward as accepting them. You can change or withdraw your choices at any time via the cookie settings on our website or your browser settings (see your browser Help for how to do this). Disabling cookies may affect the functionality of this and other websites that you visit.

 

Analytics and advertising

Subject to your consent, we use analytics cookies to track and measure usage of this site so that we can improve our content, and to understand how visitors interact with the site – for example, how many request a demo, start a trial or otherwise convert. This helps us improve the site and monitor our marketing. We may also test new features and make changes to the way the site is delivered.

 

Social media

Subject to your consent, we use social media buttons and/or plugins on this site that allow you to connect with your social network. For these to work, social media providers (for example, Meta, X and LinkedIn) may set cookies through our site, which may be used to enhance your profile on their service or contribute to the data they hold for purposes outlined in their respective privacy policies.

 

The LeadDesk service

With regard to the LeadDesk service that you can log into on our website, we only use cookies necessary to ensure that the service functions properly, and we do not use any third-party cookies for that service. For example, we use cookies during the login process to verify the user. However, our customers may have taken into use third-party cookies with respect to the LeadDesk service. To find out more about any such cookies, please contact the relevant person at your employer.

 

13. Children

 

Our website and services are not directed at minors. We do not knowingly collect Personal Data from children under the applicable age limit in the relevant jurisdiction. If you are a guardian and believe your child has provided us with Personal Data without your consent, please contact our Data Protection Officer (see Section 15).

 

14. Changes to this Privacy Notice

 

We reserve the right to modify this Privacy Notice at any time. Changes and clarifications will take effect upon their posting on the website. Unless otherwise provided in mandatory applicable legislation, we will not personally inform you about changes to this Privacy Notice, and we therefore encourage you to check this Privacy Notice from time to time for possible changes. The date of the most recent update is shown at the top of this Privacy Notice.

 

15. How to contact us

 

If you would like to access, correct, amend or delete any Personal Data we have about you, register a complaint, or simply want more information on the processing of your Personal Data, you may contact our Data Protection Officer:

 

Data Protection Officer
c/o LeadDesk Plc
Address: Hämeentie 15, 00500 Helsinki, Finland
Email: privacy@leaddesk.com