Privacy Policy

Hausman holds two kinds of personal data, and each has a different party answerable for it. The distinction is not a formality: it decides who your request goes to and who decides what happens to the data.

Hausman processes a housing company's material solely on that company's behalf and on its instructions (GDPR art. 28). We do not decide which documents it uploads, whom it invites, or how long it keeps its material. If you want to know or change what its material says about you, the request goes to the board of the housing company. We assist the board with the technical side of answering it.

Controller

Hausman Oy

Address

Dosentintie 5 A 3

Data protection enquiries

tietosuoja@hausman.fi

Contact person

Otto Peura

Account data

Name, email address, phone number (if you provide one), account status and the times it was created and last changed. Passwords are not stored in Hausman’s database: authentication is handled by Firebase Authentication, and you can also sign in with a Google account.

Membership data

Your role in the housing company (board, shareholder or external partner), the permissions that role carries, any permissions granted on top of it, and the dates the membership started and ended.

Invitations

The invitee's email address, name where known, role, who sent the invitation and its status. The invitation link's token is never stored as such — only a hash of it is kept, so a stored invitation cannot be turned back into a working link.

Housing company documents

Uploaded PDFs: minutes, budgets, financial statements, condition assessments, articles of association, loan offers and the like. They typically contain names, apartment identifiers, ownership details, monetary figures and sometimes matters felt to be sensitive, such as arrears or disputes.

Data extracted from documents

Share and apartment data with owners, board composition, decisions, projects, budget lines and loans. The original AI extraction is kept alongside any edits, so an extracted value can always be compared with what the document said.

Messages and forms

The sender's name, email address, phone number and role at the time of sending, the apartment the message concerns, the message contents and the board's handling note. Sender details are stored as they stood when the message was sent, so a maintenance request from years ago still says who filed it and from which apartment.

Condition survey responses

The respondent's role and apartment reference, and the answers themselves, free-text fields included.

Technical data

The contents of the session cookie, usage events in analytics, and technical details of errors, which may include an IP address, browser details and the path of the request.

The service makes no automated decisions within the meaning of GDPR art. 22, and no profiling with legal effects for you. AI extraction is a proposal a person reviews — not a decision.

• —From you, when you create an account, fill in your profile or send a form.
• —From Google sign-in, if you use it: it supplies a name and an email address.
• —From the housing company's board when it invites you: email address, name where known, and role.
• —From the documents the housing company uploads, which the AI turns into structured data.

That last source also covers people who have no Hausman account. A shareholder named in a set of minutes, or an owner in the share register, ends up in the service without having done anything. The controller in that case is the housing company, which is already the controller of that data by law and is required to maintain a share register — Hausman is simply where the same data sits in structured form. Such data stays within that company's own workspace and is never combined with another housing company's data.

An uploaded document's contents are sent to Google's Vertex AI through its EU regional endpoint. The model returns a structured proposal, which is stored in the housing company's workspace as a draft.

• —Extraction is a proposal, not a decision: the board reviews and edits it, and an unapproved draft is not visible to shareholders.
• —The original extraction is kept alongside any edits, so a correction never destroys what the document said.
• —Every extraction records the model and prompt version used, so the provenance of an old extraction can be traced.
• —Hausman does not use housing companies' material to train AI models. Under Google Cloud's terms, material sent to Vertex AI is not used to train Google's models.

Personal data is never sold and never disclosed for marketing purposes. It is processed by the service providers listed below, who act on Hausman’s behalf under a data processing agreement.

Your housing company's data is in Europe. The database and documents are in Finland, AI extraction runs in the EU, email leaves from the EU and analytics runs in the EU cloud. For the sign-in service and the support functions of US-based providers, data may also be processed outside the EEA; those transfers rely on the European Commission's standard contractual clauses.

Within a housing company, visibility follows the role: the board’s internal preparation is not shown to shareholders, a shareholder sees the forms they sent and no one else’s, and a maintenance company or auditor is given only the permissions they need. Data is disclosed to authorities only where the law requires it.

A housing company’s data is long-lived: a decision from ten years ago can settle today’s dispute. So Hausman does not erase data when it is deleted in the interface — it marks it deleted and hides it from view. This is a deliberate choice, and it is stated here because it differs from what "delete" usually means.

User account

The profile is kept for as long as the account exists. When an account is closed, sign-in is blocked and live sessions are invalidated immediately. The profile is retained in a deleted state so that older records still say who did what; permanent erasure is done on request.

Housing company material

Retention is decided by the housing company. When the contract ends, the material is deleted or returned to the company within 90 days, unless the company asks for deletion sooner.

Invitations

An unused invitation expires, and an expired link gives no access to the service.

Analytics

PostHog events are retained under the provider's retention policy, and no longer than 12 months as far as identifiers are concerned.

Error reports

Technical error reports are kept for 90 days and then deleted automatically.

Accounting records

Billing records are kept for as long as the Finnish Accounting Act requires: six years from the end of the financial year.

• —Everyone sees only what they are entitled to. Access is checked on the server and again, separately, in the database.
• —Documents are opened through short-lived, signed links. There are no permanent public links.
• —Sign-in uses Google’s Firebase Authentication, so passwords are never stored in Hausman’s own database. You can also sign in with a Google account.
• —Sessions expire automatically, and closing an account ends all open sessions immediately.
• —Traffic and data at rest are encrypted.
• —Deleted data is marked as deleted rather than lost by accident, so something removed in error can be restored.

Analytics is deliberately narrow. Automatic click capture is off, because it would record the text that was clicked — which here would be a board member’s name, a document title or a figure in euros. Session recording is off by default in every environment; where it is deliberately turned on, every piece of visible text is masked in the browser before anything is sent, so a recording shows only page layout and the user’s clicks, scrolling and navigation — never a name, a title or a euro figure. Events carry identifiers, categories and counts only: no document titles, no names, no message contents, no monetary amounts.

No profile is stored for a visitor who is not signed in. A signed-in user is identified by their user id, and their email address is also sent to analytics — it is the only personal field that goes there. Analytics honours the browser’s Do Not Track setting, and analytics requests travel through the service’s own address rather than a third-party domain.

Marketing cookies and tags load only on public pages and only after you accept them in the cookie notice; until then nothing is sent to Google or any other ad platform. You can withdraw consent at any time from the Cookie settings link at the bottom of the page. You can also block analytics cookies in your browser settings or with a tracker blocker. The strictly necessary session cookie cannot be blocked without signing out: without it there is no way to sign in.

The data is always yours, or your housing company’s. You can get everything stored in a structured, machine-readable format whenever you like, which makes archiving and leaving the service easy. A request is all it takes, and we never lock data into the service.

• —The right of access: to know what data about you is processed, and to receive a copy of it.
• —The right to rectification: incorrect or incomplete data is corrected.
• —The right to erasure: data is deleted where there is no longer a basis for processing it and no legal obligation to keep it.
• —The right to restrict processing, and the right to object to processing based on legitimate interest.
• —The right to data portability in a structured, machine-readable format.
• —The right to withdraw consent where processing is based on consent. Withdrawal does not affect the lawfulness of processing before it.
• —The right to lodge a complaint with a supervisory authority.

To exercise these rights, send a request to tietosuoja@hausman.fi. We respond within one month. We verify the identity of the person making the request before handing over any data — otherwise an access request would be a way to read someone else's.

If your request concerns a housing company's material — minutes, the share register, messages — address it to the board of that company, which is the controller of that data. If you do not know whom to contact, send the request to us and we will pass it to the right party.

Supervisory authority

Office of the Data Protection Ombudsman, Lintulahdenkuja 4, 00530 Helsinki, Finland (P.O. Box 800, 00531 Helsinki), tietosuoja.fi

The service evolves and this policy changes with it. The date it last changed is shown at the top. We will tell you in the service or by email about material changes — a new purpose, a new service provider, a change in where data is held — before they take effect.

Controller

Hausman Oy

Postal address

Dosentintie 5 A 3

Data protection enquiries

Otto Peura, tietosuoja@hausman.fi