Privacy Policy

Effective from 4 November 2026.

This Privacy Policy explains how OVERVIS OÜ (“Overvis”, “we”, “us”, and “our”) collects, uses, shares, and protects personal data, and what privacy rights you have.

This Privacy Policy applies to all natural persons who use, have used, have expressed an intention to use the Overvis products or services, or are otherwise related to us and (or) our services. This Privacy Policy also applies to employees and representatives of Overvis’s clients.

This Privacy Policy applies to personal data of natural persons, it does not apply to legal persons data. The Privacy Policy is made public on Overvis’s website https://www.overvis.com/.

Specific categories of personal data and actions taken with respect to your personal data may differ depending on which website or system you use, but Overvis will not process personal data beyond the scope described in this Privacy Policy.

1. INFORMATION WE COLLECT AND HOW WE USE IT

1.1. Information we collect automatically through Overvis websites, services, applications or our emails

When you visit our website such as https://overvis.com/, interact with our emails, use our service or use our mobile applications we may use cookies to collect certain information automatically from your browser or device.

The information we collect automatically includes:

persistent identifiers (IP addresses, browser type, Internet Service Provider (ISP), referrer URL, exit pages, operating system, date/time stamp);
diagnostic data (mouse movement, searches, visited web pages);
approximate location (e.g., nearest city or town);
log data (our web servers keep log files that record data each time a device accesses them).

We use this information for conducting analytical and profiling activities, which include improving the efficiency of our internal processes and procedures and overall quality of the products and services that we provide, and creating customer profiles to prepare relevant products and services.

The legal basis for collecting this information is our legitimate interest in improving our products, services and offerings, so that our clients and site visitors get the best possible experience.

1.2. Information we receive from you

The personal information we receive about you depends on the context of your interactions with Overvis and the choices you make, including your privacy settings.

1.3. Direct marketing

We use your email which you provide when subscribing to our newsletter, or which you gave us as a customer of our services, for the purpose of sending you our updates, offers and other marketing material. We may also ask you to complete a customer survey or send other messages related to our business. We do not use the details you send through the forms on our website for marketing.

The legal basis for using your email for this purpose is your consent, when you provide your email address by subscribing to our newsletter, or our legitimate interest to inform our customers about news related to Overvis, when you use our services.

You may object to such use of your email at any time by clicking “unsubscribe” in the message you receive from us.

Overvis’s focus is the B2B market, but we must collect personal data of employees or representatives of our clients.

If you act in the capacity of an employee or a representative of our client (or a potential client) and communicate with us or otherwise have relations with us, we may process your contact and other details such as first name, last name, job title, organization, phone number, email address, payment identifiers, and any other personal information you provide to us in your communication (alone or in combination with other data we source) for various purposes relating to our business activities, such as:

to enter into a sales or service contract with you or the organization for which you work;
to communicate with you in relation to the contract we have entered into with you or with the organization for which you work;
to bill and collect money owed to us by you (or the client you represent). This includes sending you emails, invoices, receipts and alerting you if we need to clarify information about payments;
to follow up after correspondence (email, website form or phone inquiries);
to communicate with you about our products and provide customer support;
to verify financial transactions and undertake compliance screening checks;
to cooperate with public and government authorities, courts or regulators in accordance with our legal obligations under applicable laws to the extent this requires the processing or disclosure of personal data;
to protect personal property or ensure safety, and pursue remedies available to us and limiting our damages;
to share content of your communication with our customer services representatives to ensure we deliver high-quality service, assist in the training and development of Overvis representatives, and generally improve our customer service to you.

We may collect personal information about you (e.g., your position, specialty and publications) from publicly-available resources and combine it with personal data we have collected about you, to enhance our customer profile of you in support of our sales and marketing activities.

Depending on the specific actions we take during use of your personal data, processing of your personal data is based on one of the following legal bases, i.e.:

when processing is necessary for the performance of a contract or in order to take steps prior to entering into a contract;
processing is necessary for compliance with a legal obligation to which we are subject;
processing is necessary for the purposes of the legitimate interests pursued by us or a third party. Most commonly, we process personal data to pursue legitimate interests of improving, maintaining, providing, and enhancing our technology, products, and services, and ensuring the security of the products and services, as well as supporting our marketing activities;
when you give us your consent.

1.5. Forms on our website

Our website has forms to request gateways, to contact us about an enterprise installation and to apply as a partner. We receive what you enter in them: your name, email address, company and message, and for an order also your phone number, VAT number, delivery address and invoice address.

We use these details only to answer your request: to prepare and confirm your order, invoice it and deliver it, or to reply to your enquiry. Legal basis is the performance of a contract or steps taken at your request before entering into a contract, and for invoices our legal obligation to keep accounting records. We share your name, phone number and delivery address with the carrier that delivers your order.

The forms are received and stored by Netlify (see section 2.1). We keep enquiries that do not lead to an order for up to 12 months, and orders and invoices for as long as accounting laws require.

1.6. Provision of our services

When you use our services, the data controller of your personal data is generally your employer or other entity which is using our products and services. In these cases, we generally act as the data processor in accordance with our Data Processing Agreement, which forms part of our agreement with the customer regarding provision of service. This includes the content of workspaces and all conversations with the AI assistant, which Overvis HMI records and stores.

However, there are certain limited types of personal data which we process in the capacity of a data controller. When you use our product service platforms, we may automatically collect or receive certain information about your device and usage of the service. We use cookies and other tracking technologies to collect some of this information. The personal data we collect may include:

account log-in credentials (such as your email address, username and password);
account profile data (your name, company, position and application area);
contact details for notifications (phone numbers and linked Telegram accounts);
billing data (balance, top-ups, payments, invoices and VAT number);
the activity history of your account;
your correspondence with our support;
user experience data (user interaction with the system, such as your visited pages or mouse movements), including recordings of a sample of sessions and of sessions in which an error occurs. All text and input fields are masked and media is blocked in these recordings;
device information (your IP address, your operating system, your browser ID, and other information about your system and connection);
log data (our web servers keep log files that record data each time a device accesses those servers and the nature of each access, including originating IP addresses and your activity in the service (such as the date/time stamps associated with your usage, viewed pages and files, searches and other actions you take);
movement data;
other service-related data.

We use the aforementioned personal data in order to enable you to use our services and functionality of Overvis products and systems. We may also use the personal data to conduct usage analysis, implement improvements, and make business decisions. The personal data may also be used to provide you with service support and ensure stability of our service.

The legal bases we rely on to process data for the above mentioned purposes are necessity to perform contract (when we seek to ensure availability and functionality of our services) and our legitimate interests to improve our services (when we conduct usage analysis).

We put our best efforts to keep your data safe and always require a high level of security and confidentiality from our employees, partners and service providers. We will only disclose your personal information to third parties in compliance with the law, including in the following circumstances:

2.1. Third-party service providers

We use third-party service providers to provide our services and to support our business. Those companies may receive and store some of your personal data, including your IP address and/or email. Please refer to their privacy policies for more information on how they handle your personal data.

We use Netlify for hosting the site www.overvis.com and for receiving the forms sent from it. Netlify stores the details you enter in the forms and the logs of visits to the site. Netlify is a company residing in the United States.

We use Google Cloud for direct email communication and additional services like Google Maps. Google is a company residing in the United States.

We use Hetzner for hosting some of our services, including the data storage for our applications. Hetzner is a company residing in Germany.

We use Sentry to collect error and crash reports from our services and the session recordings of Overvis HMI described in section 1.6, to find and fix faults. Text and input fields are masked in the recordings before they are sent. Sentry is a company residing in the United States.

We use OpenRouter to send the requests you make to the AI assistant in Overvis HMI to the provider of the AI model that answers them. Your messages and the data the assistant reads to answer them pass through OpenRouter to that provider. OpenRouter and most model providers are companies residing in the United States.

We use Stripe to process card payments in Overvis HMI. We do not receive or store your card details. Stripe is a company residing in Ireland and the United States.

We use Mailgun mailing system for our automatic emails. Your email address and other data will be stored on Mailgun’s servers. Mailgun is a company residing in the United States.

We use seven to send SMS notifications from Overvis HMI. Your phone number and the text of the notification are passed to seven. seven is a company residing in Germany.

If you link a Telegram account to receive notifications from Overvis HMI, they are delivered through Telegram, which you use under its own terms and privacy policy.

2.2. Subcontractors

Overvis shares your personal data with other partners when services are provided by partners authorized by Overvis. For example, before sending your order from Overvis, we must share your information with our logistics provider to arrange shipment.

Your personal data may also in some cases be shared with various types of professionals providing services to us, such as auditors, lawyers, financial consultants and other service providers.

2.3. Corporate transactions

If we are participating in a corporate transaction such as an acquisition or a sale or are otherwise involved in any capacity in any such transaction, your personal data may be shared with entities involved in the transaction, including sellers, buyers, or other investors, as well as consultants related to the relevant transactions.

In addition, as a global company, we may share your personal data with Overvis’s affiliates and subsidiaries, divisions, and groups worldwide.

2.4. For legal reasons

In response to a legal request, if we have a good-faith belief that the response is required by law, we may share your personal data with public authorities, courts, legal officers, government entities, law enforcement agencies etc.

3. INTERNATIONAL TRANSFERS

Overvis may transfer personal data outside the EU or the EEA countries where appropriate safeguards are in place or otherwise in accordance with applicable law. For providers in the United States, transfers rely on the EU-U.S. Data Privacy Framework where the provider is certified under it, and otherwise on the Standard Contractual Clauses adopted by the European Commission. You can ask for a copy of these safeguards at support@overvis.com.

4. HOW LONG WE KEEP YOUR DATA

We retain personal data where we have an ongoing legitimate business or legal need to do so, and our retention periods will vary depending on the type of data involved. The criteria used to determine our retention periods generally include:

the length of time we have an ongoing relationship with you (for example, for as long as you have an account with us or keep using our services);
whether we have a legal obligation to keep the data (for example, certain laws require us to keep records of your transactions for a certain period before we can delete them).

In some cases, personal data may be stored for a longer period if storage of personal data is required in order to protect our or any third parties’ legitimate interests, e.g. in case of a legal dispute.

5. YOUR RIGHTS

As the data subject, you have the right to:

obtain confirmation as to whether or not personal data concerning you is being processed, and, where that is the case, access to the personal data;
request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected;
request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us to continue to process it. You also have the right to ask us to delete or remove your personal data where you have exercised your right to object to processing (see below);
object to processing your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes;
withdraw your consent;
request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example, if you want us to establish its accuracy or the reason for processing it;
request the transfer of your personal information to another party in certain formats, if practicable;
make a complaint to a supervisory body. The lead supervisory authority for Overvis is the Estonian Data Protection Inspectorate (Andmekaitse Inspektsioon). If you are domiciled in the EU and you think your privacy rights were breached, you may also lodge a complaint with the data protection authority of the country of your domicile. You may find the list and contact details of EU data protection authorities here.

To exercise any of these rights, write to support@overvis.com. We answer within one month of receiving your request. Where the GDPR allows it, for example for complex or numerous requests, we may extend this period by two further months and will tell you so within the first month.

6. CHANGES TO THIS PRIVACY POLICY

We review our Privacy Policy regularly and we will place any updates on this web page.

7. CONTACT DETAILS

If you have any privacy-related questions, complaints, or issues, and want to contact us, please send an email to support@overvis.com. When submitting a request, please identify yourself and specify your request.

You can also contact us by writing to this address:

OVERVIS OÜ

Harju maakond, Tallinn, Mustamäe linnaosa, Ehitajate tee 110, 13517

Registry code: 14451255