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Privacy Policy - Kaiden Oy

This privacy policy outlines how Kaiden Oy (3391833-6) processes personal data, what types of personal data the company collects, the purposes for which the data is used, and to whom the information may be disclosed. It also explains how the data subject can influence the processing. This privacy policy is in accordance with the General Data Protection Regulation (GDPR) of the European Union.

Kaiden Oy has a website on a platform called Hubspot. The platform operates by its own privacy policy.

We reserve the right to make changes and updates to the privacy policy.

1. Contact Information

Data Controller
Kaiden Oy (3391833-6)
c/o Kodan
Vilhonkatu 5
00100 Helsinki
FINLAND

Contact Person or Data Protection Officer
Name: Pyry Kovanen
Email: pyry.kovanen@kaiden.fi

2. Processing and Purpose of Personal Data

2.1. Legal Basis for Processing Personal Data

We process your personal data in a lawful, fair, and transparent manner. We collect and process information about you only when we have a legal basis for doing so.

The processing of personal data is based on legal obligations. We collect and use your information only if:

  • You have given us consent to use the data for a specific purpose;
  • It is necessary for the performance of a contract to which you are a party, or for taking pre-contractual measures at your request.

3. Purpose and Legal Basis for Processing Personal Data

3.1. We collect and process personal data for the following purposes:

  • Customer relationships
  • Customer service
  • Customer communication
  • Maintenance of customer and partnership relationships
  • Contractual relationships
  • Marketing purposes
  • Targeted marketing for customers and potential customers.

3.2. Personal data is collected from:

  • The individual or company themselves, who voluntarily provide information.

3.3. The company processes the following types of data:

  • Personal or company information
  • Contact information
  • Billing or payment details
  • Information related to customer relationships
  • Contractual information
  • Product and order information
  • Customer feedback
  • Correspondence and communications
  • Marketing-related consents
  • Information related to online behavior

4. Disclosure of Data and Data Transfers

4.1. We adhere to diligence in the storage and processing of data, ensuring data security through firewalls, passwords, and various generally accepted technical methods. Manually maintained materials are kept in locked spaces with unauthorized access prevented. Data storage and processing take place through service providers known for their security. Information is carefully protected with restricted access rights and is only processed for the purpose for which it was collected. All personal data is treated confidentially.

4.2. As a general rule, we do not disclose or transfer data to third parties without explicit consent. An exception may occur if there is an obligation related to legislation or an authority, the legality of which is always assessed on a case-by-case basis. Another exception may involve the transfer of information based on a contractual relationship with service providers or subcontractors who may process data for the performance of a service. In such cases, the proper and lawful processing of personal data is ensured through contracts and, if necessary, confidentiality agreements.

4.3. Data may be transferred outside the EU or EEA if necessary.

5. Data Retention

5.1. Personal data is retained until the customer requests for them to be removed. After the retention period expires, the information will be deleted or anonymized within 6 months. Information may also be deleted at the customer's request after the termination of the relationship. We reserve the right to specify either a shorter or longer retention period.

5.2. Personal data is not used for profiling. We do not use personal data for automated decision-making.

We use artificial intelligence on a platform called HubSpot CRM, which stores customer information and retrieves the information if requested.

6. Data Subject Rights

6.1. The data subject has the right to access their own information and review it. They can request the delivery of information in writing or electronically.

6.2. Correction and Deletion of Data
The data subject has the right to demand the correction of inaccurate information and request the deletion of their data. The data controller actively ensures the removal, correction, and completion of incorrect, unnecessary, incomplete, or outdated personal data for the purpose of processing.

6.3. Data Portability
The data subject has the right to request the transfer of their data to another data controller. They can also request the restriction of the processing of their personal data in certain situations.

6.4. Objection to Data Use
The data subject has the right to object to the use of their data for certain purposes. They can prohibit the disclosure and processing of their data for direct marketing.

6.5. Withdrawal of Consent
If the processing of personal data is based on consent, the data subject has the right to withdraw their consent at any time. This does not affect processing performed prior to withdrawal.

6.6. Right to Lodge a Complaint
If the data subject believes that the processing of their personal data violates the General Data Protection Regulation of the EU or national laws and regulations governing data protection, the data subject has the right to lodge a complaint with the supervisory authority.

6.7. Requests for Data Subject Rights
All requests related to data subject rights are made electronically and addressed to the data protection officer. Identity is verified before providing the information. Requests are processed within a reasonable time, as soon as possible after the request and verification of identity. If the request cannot be fulfilled, the data subject is notified in writing.