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Privacy Policy

1. Data Controller 
Kokouspiste Oy
Nuijamiestentie 5 C, 00400 Helsinki
Phone: +358 10 325 1850
Email: toimisto@kokouspiste.fi
Website: www.kokouspiste.fi

2. Contact Person for the Register
Kaisa Kangasmäki
Phone: 050 349 0421
Email: kaisa.kangasmaki@kokouspiste.fi

3. Name of the Register
Customer, User, and Marketing Register of Kokouspiste Oy

4. Purpose of the Register and Legal Basis for Processing
Personal data is processed in accordance with the following purposes and legal grounds:

  • Managing, administering, and developing customer relationships (Legal basis: contract and legitimate interest – Legitimate Interest Assessment, LIA performed)
  • Processing orders, event registrations, and payments (Legal basis: contract, consent)
  • Customer service and customer surveys (Legal basis: consent, legitimate interest – LIA performed)
  • Marketing and communication (Legal basis: consent or legitimate interest – LIA performed)
  • Profiling for targeted marketing and customer communication (Legal basis: consent)

5. Content of the Register and Categories of Personal Data
The register contains the following personal data:

  • Contact information: name, address, email address, phone number
  • Customer relationship-related data: order history, meetings, direct marketing consents and prohibitions
  • Event participation and registration data
  • Profile data (e.g., interests, service usage)
  • Website usage data (via cookies, based on consent)

6. Regular Sources of Data
Data is obtained primarily from the data subject themselves, through the customer relationship, or via cookies with the user’s consent. Kokouspiste Oy may add an professional to the register and direct marketing to them within the legal framework if, based on LIA, it can be determined that legitimate interest is fulfilled.

7. Data Disclosures and Transfers Outside the EU/EEA
Personal data may be disclosed as follows:

  • To Kokouspiste Oy’s partners, customers, and subcontractors for event management purposes.
  • To event partners for marketing purposes, if the data subject has given their consent during registration.
  • To authorities if required by law or governmental order.
  • Regarding on payments methods, Paytrail:

Payment Service Provider Paytrail Oyj serves as the payment intermediary and service provider in collaboration with Finnish banks and credit institutions and is an authorized payment Institution. Paytrail Oyj will be shown as the recipient on your bank or credit card statement and forward the payment to the merchant. For complaints, please contact the website the payment was made to. Paytrail Oyj Innova 2 Lutakonaukio 7 40100 Jyväskylä Business ID 2122839-7

As a rule, personal data is not transferred outside the EU/EEA. If a transfer outside the EU/EEA is necessary, we ensure adequate data protection by applying EU Commission-approved standard contractual clauses or other lawful safeguards. 

8. Retention Period of Data
Personal data is retained as follows:

  • Customer and marketing data: retained as long as the data subject provides consent or it is necessary for the customer relationship
  • Billing data and invoices: retained in accordance with the Accounting Act for at least six years

9. Data Protection Principles
Data is stored securely, with physical access restricted by access control and other security measures. Access requires appropriate rights and multi-factor authentication. Unauthorized access is prevented through firewalls and technical security measures. Only the data controller and designated technical staff have access to the data, and they are bound by confidentiality obligations. Data is securely backed up and can be restored if necessary. The level of data security is reviewed through regular internal audits

10. Rights of the Data Subject
The data subject has the following rights:

  • The right to access their data
  • The right to correct and delete data
  • The right to restrict processing and object to the use of their data
  • The right to withdraw consent at any time
  • The right to file a complaint with the Data Protection Authority (www.tietosuoja.fi)

Requests regarding data and other privacy-related inquiries should be submitted in writing to the contact person for the register. Requests will be processed within one month.

11. Changes to the Privacy Policy
We continuously develop our privacy practices, and therefore update this privacy policy as necessary. Changes may also be made due to changes in legislation.

Significant changes will be communicated to the data subjects.

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