Privacy statement – BI Book Planning
Last updated: 7.3.2025
1. Introduction
This privacy statement concerns processing the data necessary for proper functioning of the BI Book Planning, which is Power BI Custom Visual. This tool is designed to be used in conjunction with the BI Book service (“BI Book” or “Service”) for financial planning, budgeting, and forecasting.
This BI Book Planning feature does not grant BI Book access to the Power BI model or its data. Only the data that the BI Book end-users voluntarily enter into the input fields within the BI Book Planning interface is transmitted to BI Book’s API endpoint to enable the writeback functionality.
2. Why do we process your data?
Purpose of the processing operation:
Renance - Automated Financial Services Oy (“Renance” or the “Data Controller”) collects and uses your personal information with the sole purpose to provide the Service to the customer.
Lawfulness of the processing operation:
The data processing is considered lawful because it is necessary for the performance of tasks carried out on the basis of the consent and contractual relationship. In addition, the Data Controller has legitimate interest based on the customer relationship.
The purposes of processing personal data include access rights management, customer relationship management as well as performance and usage optimisation.
3. Which data do we collect and process?
The personal data collected and further processed are:
- work email addresses and IP addresses of applicable BI Book end-users with the timestamp of the login
- Additionally, we may automatically gather information about your usage of the BI Book Planning, including your interactions with its features, the data you input or edit, and log data such as browser types and access times.
- BI Books API also gets access to the data you save to your planning & budgeting database.
4. How long do we keep your data?
We keep the personal data only for the time necessary to fulfil the purpose of collection or further processing. Personal data associated with the provision of this Service shall be retained as long as it is necessary for the purpose for which the information is collected. At the end of this period, the Data Controller will delete or anonymise the data in accordance with the deletion processes it follows.
5. How do we protect your data?
It is important to Renance to take care of data security. Renance has at its disposal current technical, organisational and administrative security protocols that safeguard all personal data against disappearance, misconduct, unlawful conduct, transfer, changes and erasure.
6. Who has access to your data and to whom is it disclosed?
Access to your data is granted to authorised personnel specified below according to the “need to know” principle. All staff members are obligated to comply with relevant statutory laws and confidentiality agreements.
- User management is handled by the customer, so users that you grant access to the data.
In addition BI Book Admin users can access the information if necessary:
- BI Book administrators
- IT and quality control
7. What are your rights and how can you exercise them?
According to the GDPR (Regulation (EU) 2016/679), you are entitled to access your personal data and rectify, block or delete it in case the data is inaccurate or incomplete. You can exercise your rights by contacting the Data Controller, or in case of conflict the Data Protection Officer and if necessary, the Data Protection Supervisor using the contact information given at point 8 below.
8. Contact information
If you have comments or questions, any concerns or a complaint regarding the collection and use of your personal data, please feel free to contact the Data Controller using the following contact information:
The Data Controller:
- Renance - Automated Financial Services Oy, Business ID: 2697751-4, Keilaranta 5, 02150 Espoo, Finland
The Data Protection Officer (DPO): security@bibook.com
The Data Protection Supervisor in Finland: tietosuoja@om.fi