Privacy Policy

PRIVACY POLICY OF NOONA LABS EHF.

We at Noona Labs ehf. (hereinafter referred to as “Noona HQ” or “we”) take privacy very seriously.

In connection with customers’ use of the scheduling and service system Noona HQ and the use of the booking system Noona (hereinafter referred to as the “Systems”), Noona HQ processes personal data.

Noona Labs ehf. acts both as a data processor and as a data controller, within the meaning of the data protection legislation, in relation to different data processing activities.

Where Noona HQ acts as a data processor, we have concluded a special processing agreement with our customers.

This privacy policy, however, applies in relation to Noona HQ’s processing as a data controller.

This privacy policy describes what personal data Noona HQ processes, to whom that data belongs, for what purpose the processing takes place, for how long the data is stored, etc.

All processing of personal data is carried out in accordance with applicable law, including Regulation (EU) 2016/679 (the “GDPR”) and the Icelandic Data Protection Act No. 90/2018 on Data Protection and the Processing of Personal Data.

1. What personal data do we collect and why?

1. Customers and representatives of customers, Noona HQ and Noona

Our customers are in most cases legal entities, but in order to communicate and provide our services, we need to be in contact with our customers’ representatives. The data we process about our customers’ representatives includes:

• Contact information (e.g., name, position, email address and telephone number)

• Communication history (e.g., copies of e-mail communications and service requests)

Where our customers are individuals, we also process data about the customer’s ID number and address, as well as copies of invoices.

This processing is carried out on the basis of our agreement with the customers.

If a person requests a trial subscription to Noona HQ, we also process data about that person’s name and e-mail address in order to be able to create access to the system. This processing is necessary in order to comply with the request and provide the requested access.

2. Noona’s users 

When users book services through the Noona scheduling system, we process the user’s contact information and information about the requested services as a data processor for the company from which the user requests services (“service provider”).

The same applies to users ordering services from Noona HQ’s customers who use the Noona HQ scheduling system to manage appointments.

For information on how service providers process user data, please see the privacy policies of the relevant service providers. Noona HQ only processes this data on the basis of instructions from those providers.

To provide users with additional services—such as keeping track of all appointments with different service providers, proposing new products and services users may be interested in, and sending discounts or offers—we may request users’ consent for additional processing.

If you provide such consent, we will process:

• Your contact information (e.g., name, ID number, address, telephone number, and e-mail address)

• Your profile photo (if provided)

• Transaction history (e.g., appointments with different service providers)

• List of favourite service providers

  
  

This processing is carried out on the basis of your consent. You have the right to revoke your consent at any time, which will apply to future processing.

We may also process information about your communication history with Noona HQ (e.g., service requests) when necessary to provide our services or respond to inquiries.

You may also be invited to sign up for our mailing list to receive news and offers. Such processing is subject to your consent, and you may unsubscribe at any time.

 3. The website of Noona HQ and Noona - cookies

The websites hq.noona.app and www.noona.app use cookies.

On Noona’s website, cookies are mainly used for statistical purposes based on our legitimate interests.

On Noona HQ’s website, however, you can find both statistical and marketing cookies, the latter being subject to users’ consent.

Additional information about Noona HQ’s use of cookies can be found below in the Noona Cookie Policy.

3. Noona Cookie Policy

Noona uses cookies and similar technologies to make our website work properly, improve your experience, and (with your permission) help us understand how the site is used and show you relevant content.

You can always manage your cookie preferences via the “Cookie settings” link at the bottom of our website.

1. What are cookies?

Cookies are small text files stored on your device when you visit a website. They help websites remember your actions and preferences (like login or location) and can also be used for analytics and marketing.

We group cookies into three categories:

- Necessary: Required for the site to function (login, security, location settings).

- Analytics/Performance: Help us understand how people use Noona so we can improve it.

- Marketing: Used to show you relevant ads and measure campaigns.

2. Other storage we use

Besides cookies, some services store data in session storage or local storage:

Necessary

- `_next_scroll` (remembers your scroll position when navigating).

- `cookie-consent` (saves your cookie choice).

- `nextauth.message` (supports authentication).

Analytics/Performance

- `AMP_unsent` (temporary unsent analytics events for Amplitude).

- `sentryReplaySession` (used by Sentry for error monitoring/replay sessions).

These are used only for technical reasons and do not track you across other websites.

3. How we use cookies

Necessary cookies are always on because they enable core features like login, location, and security.

Analytics and Marketing cookies are only used if you accept them.

We never sell your data to third parties.

4. Managing your choices

When you visit Noona.is, you can:

- Accept all cookies (enables analytics and marketing), or

- Keep only necessary cookies

You can also change your choice at any time via Cookie settings in the footer.

4. Inquires

If you contact us for information or assistance, we process your contact details and any other information you send to respond to your inquiry.

2. Disclosure of data to third parties 

   Noona HQ may use external service providers (e.g., hosting and technical support). Such providers act as data processors under agreements ensuring data security.

   If users select favourite service providers, Noona HQ may share this information with the chosen provider.

   In connection with potential acquisitions or mergers, limited user data may be disclosed to investors or advisors when necessary.

   Apart from these cases, Noona HQ does not disclose personal data unless required by law or court order.

3. Use of Intercom Services

   We use third-party analytics services to help understand your usage of our services. In particular, we provide a limited amount of your information (such as sign-up date and some personal information like your email address) to Intercom, Inc. (“Intercom”) and utilize Intercom to collect data for analytics purposes when you visit our website or use our product. As a data processor acting on our behalf, Intercom analyzes your use of our website and/or product and tracks our relationship by way of cookies and similar technologies so that we can improve our service to you. For more information on Intercom’s use of cookies, please visit https://www.intercom.com/terms-and-policies#cookie-policy. We may also use Intercom as a medium for communications, either through email, or through messages within our product(s). The Intercom Messenger Apps and Apps in Help Desk products may also provide you with access to other third party applications such as Stripe. You should consult these third parties’ privacy notices for further information on their use of your personal data. As part of our service agreements, Intercom collects publicly available contact and social information related to you, such as your email address, gender, company, job title, photos, website URLs, social network handles and physical addresses, to enhance your user experience. For more information on the privacy practices of Intercom, please visit https://www.intercom.com/terms-and-policies#privacy. Intercom’s services are governed by Intercom’s terms of use which can be found at https://www.intercom.com/terms-and-policies#terms. If you would like to opt out of having this information collected by or submitted to Intercom, please contact us.

4. Retention period

   Noona HQ retains your data as long as it is necessary and legitimate, but generally no longer than for a year after a request has been processed. Accounting documents are stored for seven years in accordance with legal obligation.

5. Security measures

   The company seeks to take appropriate technical and regulatory measures to protect personal data, with special regard to the nature of such data. Examples of such security measures are access controls to the Systems where data is stored and the use of firewalls.

   These measures are intended to protect personal data from being accidentally lost or altered and from unauthorized access, duplication, use or disclosure.

6. Your rights

   You have the right to access and, in certain instances, to get a copy of the personal data we process about you, as well as information about the processing.  

   In certain instances, you may also have the right to have your personal data erased, or to have us restrict the processing. You also have the right to have your personal data rectified if the data is wrong or inaccurate. It is therefore important that you keep us informed of changes of the personal data, you have provided to us, as applicable. In most instances, the users can change their personal data in the System themselves.

   In addition, you may also have the right to receive your personal data, which you have provided to us in a machine-readable format, or have the data transmitted directly to a third party. 

   When we process your personal data on the basis of our legitimate interests, you may always object to such processing. In the instances where we process your data on the basis of a consent, you also always have the right to revoke such a consent.

   These rights are however not absolute. Thus, laws or regulations may authorize or oblige the company to reject your request to exercise the rights in question. However, your right to object to the processing of your personal data for direct marketing is unconditional.

   If you wish to send an inquiry directly to the Data Protection Authority, or in the event of a dispute regarding the processing of your personal data, you may always send a complaint to the Data Protection Authority. By sending an e-mail to postur@personuvernd.is or by sending a letter to:

   Data Protection Authority
   Rauðarárstígur 10
   105 Reykjavík
   Iceland

7. Contact information and our data protection officer

   If you wish to exercise your rights described in article 5 in this policy, or if you have any questions regarding how we process your personal data, please contact the company that will seek to answer your questions and guide you on your rights according to this privacy policy.

   The company has also appointed a special data protection officer, Kjartan Þórisson, who oversees the company's processing of personal data.

   The contact information of the company and the data protection officer is as follows:

   Noona Labs ehf.
   Skipholti 11-13
   105 Reykjavík
   General email address; timatal@timatal.is
   Email address of the data protection officer; kjartan@timatal.is 

8. Contact information and our data protection officer 

   If you wish to exercise your rights described in article 5 in this policy, or if you have any questions regarding how we process your personal data, please contact the company that will seek to answer your questions and guide you on your rights according to this privacy policy.

   The company has also appointed a special data protection officer, Kjartan Þórisson, who oversees the company's processing of personal data.

   The contact information of the company and the data protection officer is as follows:

   Noona Labs ehf.
   Skipholti 11-13
   105 Reykjavík
   General email address; timatal@timatal.is
   Email address of the data protection officer; kjartan@timatal.is 

9. Revisions to this privacy policy 

   The Company may from time to time make changes to this Privacy Policy in accordance with changes in applicable laws or regulations or due to changes in how the company processes personal data. If changes are made to this privacy policy, a revised version will be published on the company's website.

   Any changes to this privacy policy will be effective from the time the revised version has been published.  ‍