At Renki, we are committed to building trust and protecting your privacy in every user interaction. We take the handling of personal data seriously and process your information responsibly and transparently. In our Privacy Policy, we explain in clear terms what personal data we collect, for what purposes we use it, and what rights you have as a user regarding your personal information. The Renki system only uses essential functional cookies, and we fully comply with the EU General Data Protection Regulation (GDPR). As a user, you have full control over your own data and can decide how and to what extent your information is visible to other users within the system. For more detailed information, please read our full Privacy Policy below.
The provider of the Renki system (“we”, “Renki Communications”, or “Service Provider”) is committed to protecting the personal data of its users and complying with the EU General Data Protection Regulation (GDPR) as well as applicable national legislation. This Privacy Policy explains what personal data we collect about users, for what purposes, and under which legal bases it is processed. The terms “Service Users” (registered individuals in the Renki system), “Community Members” (users who belong to the same organization or social group), and “Service Provider” (the site admin operating the service) are used throughout this document for clarity.
The Data Controller for personal data processing is the Service Provider maintaining the Renki system (acting in the Site Admin role). The Service Provider is responsible for the lawful processing of personal data, maintaining the registry, and handling data subject rights.
We collect and process users’ personal data primarily to enable the core functionalities of the Renki service. These include user account management, authentication, community operations (companies, groups, sites), customer support, and system maintenance. The main legal bases for processing are:
In some cases, processing may also be based on legal obligations.
We collect the following categories of personal data about users:
Data is collected either directly from the user or automatically through system activity (e.g., login events, presence detection).
Users can control the visibility of their data within the system. For example, “Connections” refers to users with whom they share a community membership (same company or group). By default, profile data such as name and image is visible only to relevant Community Members or Connections. Users may limit the visibility of certain data (e.g., presence history, calendar view) through their privacy settings. Administrative and technical data is accessible only to the system (Renki) and the Service Provider (Site Admin role).
The Renki system only uses strictly necessary functional cookies required for the technical operation of the service (e.g., session handling, language settings). No analytics or marketing cookies are used. These cookies are essential for providing the service and do not require user consent under applicable laws. Users may disable non-essential cookies via browser settings, though this may affect functionality.
Some user data may be transferred outside the European Economic Area (EEA), especially when using third-party authentication services (Apple ID, Microsoft ID, LinkedIn). Data shared with these providers (e.g., name and email) may be processed in jurisdictions such as the United States. To ensure GDPR compliance, we rely on EU-approved transfer mechanisms like Standard Contractual Clauses (SCCs) and participation in the EU–US Data Privacy Framework (DPF) where applicable.
Personal data is retained only as long as necessary to fulfill the purposes outlined in this Privacy Policy. When data is no longer needed (e.g., after account deletion), it will be deleted or anonymized without undue delay unless legal obligations require longer retention (e.g., accounting laws).
Under GDPR, users have the following rights regarding their personal data:
Users can exercise these rights by contacting the Service Provider with a clear request. Additionally, users may complain to their national Data Protection Authority if they believe their data protection rights have been violated.
We implement appropriate technical and organizational security measures to protect personal data. This includes encryption, strict access control, firewalls, software update management, and backup procedures. Access to personal data is limited to authorized personnel with specific roles in maintaining the service. We also monitor for misuse and ensure prompt response in case of data breaches.
The Renki system is not intended for children under the age of 18. We do not knowingly collect data from users under this age without parental consent. Users below 18 must obtain parental permission before registration. If we discover unauthorized data collection from minors, such data will be promptly deleted.
