Privacy Policy

Information regarding the processing of personal data at Kipinä Software Oy.

Updated: August 26, 2024

Our company stores and processes personal data in accordance with the EU General Data Protection Regulation (GDPR).

Data Controller:

Company Name: Kipinä Software Oy

Business ID: 3201079-9

Address: Erottajankatu 2, 00120 Helsinki

Phone: +358 40 535 2265

Contact Person for Registry Matters:

Name: Kari Kellokoski

Email: kari.kellokoski@kipina.fi

Name of the Registry:

Customer and Business Operations Registry

Legal Basis for Maintaining the Registry

The retention of data in the registry is based on a contractual relationship with our company, consent provided by the individual for data storage, or our legitimate interest in gathering data necessary for conducting business operations.

We collect and store data based on customer and employment relationships, as well as business interactions with prospective clients. The collection of prospective data is business-driven and sourced directly by us.

Purpose of Processing Personal Data

We process personal data for the management, analysis, and marketing of customer relationships and other professional engagements.

Our operations are built on lawful business practices, and we fully comply with EU regulations concerning the storage of personal data:

  • The data we store regarding individuals is processed lawfully, fairly, and transparently. This means you have the right to access your stored data at any time.

  • Data is subject to purpose limitation—meaning that the information we collect is strictly tied to specific purposes. We do not disclose your data to unauthorized third parties without a valid legal basis.

  • We minimize the amount of data we store – we only collect what is strictly necessary.

  • We strive to keep our data accurate and up to date.

  • We limit data retention – information is assigned a specific lifecycle, after which it is either automatically or routinely deleted, unless there is a legal obligation to retain it.

  • We store accurate and reliable data, verified for integrity through mechanisms such as backups.

Data content of the registry (fields in personal data forms)

  • First and last name

  • Title

  • Contact information

  • Other text-based information related to the customer relationship

  • Marketing consent or restriction

  • Data collected via cookies

  • Data collected from social media channels

  • We store the minimum required information regarding customer relationships, which typically includes the individual's name, potentially the company, and contact details such as email and phone number.

Data sources

Data collected from website forms.

Additionally, in connection with business operations such as customer acquisition, we may use names gathered from media sources whom we may contact for business purposes.

Disclosure and transfer of data

At the discretion of the data controller, data may be disclosed to our partners within the limits permitted and mandated by applicable legislation, unless the data subject has prohibited such disclosure. Data is only disclosed to partners for purposes that support the operational objectives of the registry.

Transfer of data outside the EU or EEA

Data is not disclosed to parties operating outside the territory of the European Union member states or the European Economic Area.

Data is transferred to services operating outside the territory of the European Union member states or the European Economic Area. Such data transfers comply with the requirements of personal data legislation, and we share data with these services while adhering to the principles of data minimization and risk mitigation. We utilize companies that participate in the Privacy Shield framework.

Security of the registry

The data contained in the registry is stored in CRM and HR services, protected by firewalls, passwords, and other generally accepted technical safeguards in the information security industry. Manually maintained materials are kept in premises accessible only by authorized personnel.

Access to the data contained in the registry is restricted to authorized personnel of the data controller and companies acting on its behalf and instruction. All processing activities involving personal data are logged, enabling us to verify when and by whom personal data has been processed.

Right of access

In such cases, we kindly ask you to contact the designated contact person of the register.

Contact details of the Data Protection Officer:

Kari Kellokoski, phone: +358 40 535 2265, kari.kellokoski@kipina.fi

The best way to review, correct, delete, or object to the processing of your personal data is to contact Kipinä Software Oy's data protection representative by email.