Ficolo Marketing Register Privacy Notice

Protecting your privacy is important to Ficolo – we want to keep your personal data secure. This is the privacy notice for Ficolo’s Marketing Register conforming to the EU General Data Protection Regulation 2016/679 (GDPR). Drawn up in 16.5.2018. The latest change in 16.5.2018. We may change this privacy notice from time to time by posting a new version on the Web. That is why we encourage you to visit our Privacy Notice on a regular basis.

1. The data controller
Ficolo Oy
Business ID 1574703-5
Konepajanranta 4
28100 Pori
info@ficolo.com
+ 358 2 624 8500

2. Responsible contact person
Jarmo Harno
jarmo.harno@ficolo.com
+ 358 44 77 44 315

3. Name of the register
Ficolo Marketing Register

4. Purpose of processing personal data

The Marketing Register is a register of current and potential Ficolo customer companies and their contact persons.

The register is maintained during the term of the customer relationship or for the B-to-B marketing for a new customer relationship. The marketable thing is related to a person’s duties.

The register is based on the legitimate interests of the controller in order to develop a customer relationship and to fulfill the related agreements.

The information contained in the register may be used in accordance with the law for direct marketing of Ficolo and its partners, opinion or market research, or other comparable communication. Disclosing information to partners only takes place for uses that support the business purpose of the register.

5. Information content of the register
The information to be stored in the register is:
• the name of the person
• title
• email address
• phone number
• company name and address
• IP address information
• consent to data retention in the register and use in marketing
• a possible contact topic
• information on ordered services and their changes
• direct marketing means, e.g. newsletter
• information collected through social media channels
• collected information about activity through webpages
• billing information
• other information related to customer relationship and ordered services

6. Regular sources of information
The personal data stored in Ficolo’s marketing register can be obtained from customers themselves on the basis of customer relationship and when using Ficolo’s services. The register can also include a potential customer representative who, for example, wants to join the mailing list, requesting consent for data retention in the register.

In addition, publicly available sources, such as media channels, may be used in customer acquisition, as well as the names of companies that have visited Ficolo’s website, based on the IP address information obtained from the site. Consent to registration is requested from the person when the personal data is obtained or the person is approached by B2B marketing for the first time. More information can be collected from different social media channels.

7. Ordinary deliveries of information
At the discretion of the controller, the data may be disclosed to the partners, within the limits permitted and mandated by the law in force. Disclosing information to partners only takes place for uses that support the business purpose of the registry. A potential partner is required to obtain legal consent for their personal data registration.

8. Transfer of data outside the EU or EEA
Data is not transmitted outside the EU or EEA.

9. Principles of register protection
The information is located in the Ficolo CRM System.
Access to the register requires entering a username and password.
Only designated employees of the controller and designated employees of a contracting company who are working for the controller have access to the information contained in the register.

Movements in work spaces are monitored by identity cards and passes. Manually processed documents with personal data will be properly destroyed after processing. Information is collected in databases protected by firewalls, passwords and other technical means. Databases and their backups are located in locked and controlled areas.

10. Right of inspection
Everyone in the register has the right to check his / her data stored in the register and to demand that any incorrect information be corrected or incomplete information supplemented.

A person may make an inspection request either by writing in person by posting a self-signed request with a personal address to the contact person for Ficolo’s marketing register to Ficolo’s postal address or by sending a scanned self-signed request by email to Ficolo’s e-mail address. The controller responds to the customer within the time limit set in the EU Data Protection Regulation (usually within one month).

11. Right to request information to be corrected
A person has the right to demand that any erroneous information he discovers is corrected.

12. Other rights related to the processing of personal data
A person in the register has the right to request the removal of his / her personal data from the register. Also, registered persons have other rights under the EU’s general data protection regulation, such as restricting the processing of personal data in certain situations. Requests should be sent as in clause 10 to the controller’s responsible contact person who responds to the customer within the time limit set in the EU Data Protection Regulation (usually within one month).

Unless otherwise requested by the person, personal data will be retained as long as the person is employed by the customer or potential customer. If a person leaves the customer’s business, his / her data will be made passive or transferred to the information of his new employer (Ficolo’s customer or potential customer). The passivation date is recorded in the CRM system. If a passive person does not transfer to a new Ficolo customer or potential customer in 5 years, his or her data will be deleted.

For more information, contact the contact person for the register.