How Samna collects, uses and protects personal data, where it is stored, who it is shared with, and the rights you have over it under the GDPR.
How Samna collects, uses and protects personal data, and the rights you have over it.
Samna AS, Lilletorget 1, 0184 Oslo, Norway, is responsible for the personal data described here. Write to hello@samna.io, call +47 4612 4712 or use the contact form with any question about privacy.
When your organization uses Samna, your organization decides what is processed about its people, and Samna processes it on its behalf. For the data we hold about our own visitors and customers, Samna decides.
1. Contact details you send us: name, email address, company, phone number and your message.
2. Account details when you sign in: name, email address, phone number and the organization you belong to.
3. Calendar data for rooms and bookings, from Microsoft 365 or Google Workspace, only when your organization connects them.
4. Device and request data: IP address, browser, operating system and the pages and services you use.
5. Usage data about how often and how long the platform is used, so we can keep it fast and improve it.
1. To answer you when you get in touch, which is our legitimate interest.
2. To run the services your organization has agreed to, such as syncing calendars and showing live room availability, which is the contract.
3. To keep the platform secure, stable and fast, which is our legitimate interest.
4. To send news about Samna when you have asked for it, which is your consent. Every email lets you opt out.
We never sell or rent personal data. We share it only with the providers that help us deliver the service, such as hosting and email, with authorities when the law requires it, and with others you have agreed to. Messages, questions and newsletter sign ups from this site are also posted to our team's Slack, so the right person sees them quickly. When you sign up for news, we keep your email address until you unsubscribe.
Samna data is stored in Norway, in Azure's Norway East and West regions. Where a provider processes data outside the EEA, such as Slack, the transfer is covered by the EU standard contractual clauses.
We keep personal data only for as long as we need it to deliver the service, meet legal obligations and resolve disputes. Calendar data is kept for as short a time as the sync needs, and is deleted according to your organization's retention policy or when asked.
You may ask to see the data we hold about you, have it corrected or deleted, receive it in a portable format, object to how it is used, and withdraw a consent at any time. Write to hello@samna.io and we will answer. You can also complain to Datatilsynet, the Norwegian Data Protection Authority.
Data is encrypted in transit and at rest, keys are kept in Azure Key Vault, and access follows the least privilege principle through Samna Auth. No system is perfectly secure, but we test ours against recognised standards and work to close every gap we find.
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When this policy changes, the new version is published on this page. We let you know about significant changes.