Partner, Customer and Cooperation Partner Data File Data Protection Description

1 Controller

Helsinki Business Hub Ltd (business ID 2033887-7)
Mechelininkatu 1a
00180 Helsinki, Finland

2 Contacts about data files

Helsinki Business Hub Ltd Oy
Mechelininkatu 1a
00180 Helsinki, Finland

3 Name of data file

Partner, Customer and Cooperation Partner Data File

4 Purpose and grounds of processing personal data

Personal data are processed based on a contract or HBH’s lawful interest (e.g. direct marketing).

The purpose of use of the personal data is:

• maintaining, developing, analysing and creating statistics of a partner network
• tending to, maintaining, developing, analysing and creating statistics of relationships between HBH and customers or cooperation partners
• customer communications and collection customer feedback
• organising sales and marketing events
• implementing opinion and market surveys
• direct marketing, targeting online advertising and profiling
• planning and developing business operations and services
• identifying users and management of access rights

5 Content of the data file and groups of data subjects

The data file contains the following information about the decision-makers and contact persons (including subscribers of newsletters, persons who have submitted a request for contact and/or feedback, those participating in events) of partner, customer or cooperation partner companies and organisations:

• name, title, term of address, enterprise, postal address, e-mail address, telephone number
• data about the data subject’s work tasks and position in business life or a public task
• bans on direct marketing
• segmentation and profiling data
• login credentials and usage log of electronic services
• other possible necessary data for the data file’s purpose of use

6 Regular sources of data

The data in the data file is regularly collected from the data subject via telephone, in meetings or another similar way. The data file is compiled in connection with the creation of the partner, customer or cooperation contract with HBH and during the cooperation relationship from the data provided by the partner, customer or cooperation partners themselves and data collected in other manners during the relationship. Personal data may also be collected and updated from public and private registers.

7 Disclosure and transfer of data to outside the EU or the European Economic Area

HBH discloses the data of its customers to its cooperation partners in order to promote the development of its customer companies’ business operations, realization of investments and acquisition of solutions.

HBH uses services of external service providers for maintaining newsletter subscription lists, partner, customer and cooperation partner data and processing data of event participants and processing data for marketing purposes. In accordance with the data processing contract, each service provider processes employees’ personal data only in the extent required to provide the service.

Personal data is transferred to outside the EU and the European Economic Area to the United States when using the maintaining service of sending lists (MailChimp). The appropriate level of data protection of personal data is ensured in the transfer using the Privacy Shield system which the service provider has joined.

8 Data file protection principles and data retention periods

Only the employees who have the right to process personal data for their work performance are authorised to use the systems containing personal data. All users have personal login credentials for the used systems containing personal data. The data is collected into databases that are protected using firewalls, passwords and other technological measures. Databases and their back-up copies are located on locked premises, and the data can only be accessed by certain pre-appointed persons.

The personal data is retained for as long as is necessary for the purpose of use of the personal data. Primarily, personal data is retained permanently within the framework provided by legislation. HBH assess the necessity of retaining the data regularly, in addition to which HBH takes care of all reasonable measured used to ensure that the data file contains no incompatible, unnecessary, outdated or erroneous personal data of the data subject regarding the purpose of use of the data file.

9 The data subject’s rights

Right of access and right to request rectification of data

The data subject has the right of access to their data recorded in the personal data file and the right to request rectification or erasure of incorrect data. Requests concerning the matter must be submitted in writing to the address stated in Section 2.

Other rights

According to the General Data Protection Regulation (as of 25 May 2018 inclusive), the data subject has the right to object or restrict the processing of personal data and to file a complaint about the processing of personal data to a data protection authority.