Privacy
Privacy notice
Learn why we use personal data, how we retain it and how you can exercise your rights. This privacy notice describes AI Payroller Oy’s own processing of personal data as a controller, including customer communications, demo bookings and processing related to the use of this website.
Updated 6 October 2026
Controller
AI Payroller Oy (Finnish business ID 3497473-5) is the controller for the processing described in this notice. You can contact the controller’s contact person at samuli@aipayroller.com or +358 45 152 0680.
Who this notice covers
This notice covers personal data relating to AI Payroller Oy’s customers, partners, own employees, demo attendees and marketing contacts.
Customers’ personnel and payroll data
The employer generally acts as the controller of its personnel and payroll data. AI Payroller processes this data on the customer’s behalf and in accordance with documented instructions.
When an accounting firm processes data on an employer’s behalf and uses AI Payroller to provide that service, AI Payroller may act as the accounting firm’s sub-processor. The parties’ roles and the terms of processing are described in the agreements governing the service.
For requests concerning your own personnel and payroll data, contact your employer first. Your employer may direct you to the accounting firm responsible for payroll.
Read about the service’s processing principles on our Privacy and AI page.
Purposes and legal bases
We primarily process personal data to provide and deliver services to customers, including order management and maintaining customer relationships. We also use personal data for invoicing and payments and to fulfil legal obligations. Marketing is based on our legitimate interest in customer acquisition or the individual’s consent. We retain personal data only for as long as necessary for the purposes described in this notice, unless the law requires a longer period.
Personal data we process
We process details such as a person’s name, organisation, position, phone number, email address and postal address. Customer information also includes order and support history and invoicing details. For our own employees, we also process employment information such as employment contracts and payroll details. For marketing contacts, we primarily process contact details and marketing permissions.
Where data comes from
We primarily obtain personal data from individuals themselves. Customers and employees provide information when a customer or employment relationship begins and during that relationship. We also receive information when you contact us through our website, by email or by other means. Information may also come from your employer and from public sources or registers. We may combine information from different sources.
Website measurement and cookies
Google Analytics and Google Ads measurement on this website are based on consent. You can accept or reject them separately and change your choice through Cookie preferences in the footer. Declining does not prevent you from using the website or booking a demo. Names, email addresses and other booking form responses are not sent to these measurement services. Our cookie information describes the services, cookies and retention periods.
Booking a demo
We use booking details to arrange the demo you requested and communicate about it. Processing is based on our legitimate interest in responding to enquiries about our business services and arranging requested demos. Technical verification records protect booking against duplicates and abuse. Your name, email address and selected date and time are required. Providing your company and discussion topics is optional. Please do not enter payroll details or other sensitive information. Booking works without consent to analytics or advertising measurement.
When you confirm a booking, your details are sent to Microsoft 365. A 45-minute Teams meeting is created in the Outlook calendar, and a calendar invitation with a joining link is sent to your email address. Availability checks retrieve only the times and booking statuses needed to determine availability. They do not retrieve the titles, descriptions or attendees of other calendar events. Only available times are returned to the website.
The booking service retains technical verification records for 60 days from the booking request to prevent duplicate bookings and abuse. These include a booking identifier, time and status, and a protected identifier derived from the email address. Your name, company, message and email address are not stored in their original form in the booking service’s own data store. They are included in the meeting invitation processed in Microsoft 365.
Automatic deletion of verification records 60 days after the booking request does not delete calendar invitations or emails. Their retention depends on the needs of the demo, related correspondence and any resulting customer relationship. The general principle in this notice applies: we retain data only for as long as necessary for its purpose or to fulfil a legal obligation. For changes and cancellations, contact hello@aipayroller.com. Send personal data requests to the controller’s contact person.
Recipients and disclosures
Personal data is processed by people within our company who need it for their work and by service providers we use. Calendar invitations and Teams meetings for bookings are processed in Microsoft 365. In addition to using service providers, we may disclose information with the individual’s consent, as required by law or authorities, or in connection with a sale of the business.
Transfers outside the EU or EEA
AI Payroller Oy primarily processes personal data in the European Union, but also uses trusted service providers outside the EU, including in the United States. Personal data may be transferred outside the EU only when data protection requirements are met and adequate safeguards are in place.
Your rights
You have the right to access your personal data and request correction of inaccurate data. You may also request erasure or restriction of processing and object to processing. Marketing contacts may withdraw their consent to marketing. To exercise these rights, contact the controller. You can also lodge a complaint with the Finnish Data Protection Ombudsman.
Security
AI Payroller Oy uses appropriate technical and organisational measures to protect personal data. These include encryption, access management and staff training on privacy. Our Security and continuity page describes service protection and preparation for disruptions.
Updates to this notice
We update this notice when necessary, for example following changes in legislation or our business. The updated notice is published on the AI Payroller Oy website and takes effect when published.
Could your payroll process run more smoothly and cost less?
Let’s explore where your payroll process could run more smoothly and which tasks could be automated. In a 45-minute demo, we’ll discuss how you currently manage employee data, collect payroll inputs, calculate pay, submit reports and reconcile results.
We’ll also identify duplicate work, separate services and software costs. You’ll gain a clearer picture of what could be brought into AI Payroller, what is worth keeping and where it makes sense to start automating.
Contact us by email to arrange a demo. hello@aipayroller.com
Can’t find a suitable time? Let us know when you’re available: hello@aipayroller.com.