VERTIA OY PRIVACY POLICY

Privacy Policy in accordance with data protection legislation (EU General Data Protection Regulation 2016/679)

CUSTOMER REGISTRY

1. Data Controller

Vertia Oy (hereinafter ”Vertia”)

Business ID: 2406942-4

3 A Nuijamiestentie, 00400 Helsinki

Phone: 044-7500-600

 

2. The person responsible for registry matters

Topi Jokinen

c/o Vertia

Email: topi.jokinen@vertia.fi

 

3. Name of the registry

Vertia's customer-based customer registry

 

4. Purpose of Use of Personal Data

Personal data is processed for the purposes of managing and analyzing our partnership, providing and personalizing services, developing and planning business operations, as well as for marketing, sales, and partnership communications. These activities may be carried out electronically and in a targeted manner. Personal data is processed in accordance with applicable laws.

 

5. Basis for the collection and processing of data

Customer data is collected and processed with the customer’s consent or for the purpose of fulfilling a contract with the customer.

 

6. Data Content of the Registry

The following information regarding all data subjects may be processed in the registry:

• first and last name
• contact information (mailing address, phone number, email address)
• the start and end dates and manner of the customer relationship and/or business relationship
• processing permits
• information regarding the use of electronic services and content
• information related to sales promotion
• information related to customer relationship management and communication (e.g., purchase and cancellation details for paid products and services, delivery information, feedback, complaints, and records of customer service interactions, such as emails and text messages)  

 

The following may be processed in the registry of those who have purchased the product and/or service In addition to the information listed above, the following information:

• billing and collection information

 

7. Standard sources of information

Personal data concerning the data subject is collected and updated directly from the data subject and from registers maintained by public authorities, within the limits permitted by law (e.g., ytj.fi). Data is also collected using the Google Analytics analytics tool.

 

8. Retention period for personal data

Personal data will be retained for the duration of the agreement. In addition, personal data will be retained in the backup copies of the operations management system used by Vertia.

 

Accounting records must be retained in Finland for at least six years from the end of the year in which the fiscal year ended.

 

9. Disclosure and Transfer of Data

At the discretion of the data controller, data may be disclosed, within the limits permitted and required by applicable law, for example to selected partners who process data on behalf of the data controller, based on a cooperation agreement between the parties, unless the data subject has prohibited the disclosure of the data. In such cases, the data processor does not have the right to process the transferred data on its own behalf in its own personal data files.

As a general rule, data may only be disclosed for purposes that support the purpose of the customer registry. Data subjects will be notified of any data transfers.

 

Information may also be disclosed in accordance with requests made by competent authorities or other entities, based on applicable law, as well as for historical or scientific research purposes, provided that the information has been anonymized.

 

Data will not be transferred outside the territory of the Member States of the European Union or the European Economic Area, unless it is necessary for the purposes of processing personal data or for the technical implementation of data processing, in which case the transfer of data will comply with the requirements of personal data legislation.

10. Use of Cookies

We use cookies on our website. A cookie is a small text file sent to and stored on the user’s computer that allows the website operator to recognize frequent visitors, facilitate user login, and compile aggregate data about visitors. This feedback helps us continuously improve the content of our site. Cookies do not harm users’ computers or files.

 

We use them to provide our customers with information and services tailored to their individual needs. If a user visiting our website does not want us to collect the aforementioned information via cookies, most browsers allow you to disable cookies. This is usually done through the browser settings.

 

11. Security of the Registry

The data contained in the electronically processed registry is protected by firewalls, passwords, and other technical measures generally accepted in the information security industry.

 

Access to the data is restricted to those employees of the data controller who need the information to perform their duties. Only specific employees of the data controller and companies acting on its behalf and for its account have access to the data contained in the register, based on access rights granted by the data controller.

 

12. Automated Decision-Making

No automated individual decisions (Article 22 of the EU General Data Protection Regulation) are made.

 

13. Rights of the Data Subject

The data subject has the right to inspect the personal data stored in the personal data file that pertains to him or her. However, if the controller has reasonable grounds to doubt the identity of the natural person making the request, the controller may request additional information necessary to verify the data subject’s identity. If the data subject submits the request electronically, the information shall be provided in a commonly used electronic format. Responses to requests for access shall be provided no later than one month after the request is submitted.

The data subject has the right to request the correction or deletion of inaccurate or outdated data, or the transfer of data from one system to another. The data subject also has the right to restrict or object to the processing of their data.

 

The data subject has the right to withdraw their prior consent to the processing of their data or to lodge a complaint with the supervisory authority regarding matters related to the processing of their personal data.

The data subject also has the right to object to the use of their personal data for direct marketing purposes.

 

Contact information for the Data Protection Ombudsman:

 

Visiting address: Ratapihantie 9, 6th floor, 00520 Helsinki

Mailing Address: P.O. Box 800, 00521 Helsinki

Switchboard: 029 56 66700

Email: tietosuoja(at)om.fi

 

14. Changes to the Privacy Policy

Vertia is constantly developing its business and therefore reserves the right to amend this Privacy Policy by providing notice on its services. Changes may also be based on changes in legislation. Vertia recommends that data subjects review the contents of the Privacy Policy on a regular basis.

 

15. The Lifecycle of Personal Data