The collection, storage, collation, disclosure and other handing of personal data is regulated by privacy legislation. The legislation requires strict confidentiality and security when handling personal data. “Personal data” are information and assessments that can be linked to a natural person, e.g., name, residential address or email address.
Which types of personal information are collected and processed
When you are our client, we store your contact information (including your name, national identity number, sex, residential address, telephone number and email address).
We also store e-mails and other written communications received from you, including the feedback you provide us about your client relationship, our services or our customer service.
If we receive data from you related to your agreement to (i) participate in any of our surveys or competitions, (ii) receive newsletters or updates, or (iii) take part in similar activities, we will store this information.
When you use the products and/or services we provide, information about usage, navigation, internet connection, technical equipment and devices used will be automatically registered by analytical software and technical logs.
The purpose of processing – what data will be used for
Contact information and any additional services and information we otherwise receive from you will be stored first and foremost so that we are able to manage our relationship with you and provide you with the services you receive from us. This regards supplying of products and services, invoicing, the handling of payments and communicating with you in connection with your being our customer, as well as providing you with necessary help and useful information. Moreover, the data enable us to analyze, adapt and improve our services and our communication with you.
In addition, the data that are automatically registered by analytical software and technical logs about use, navigation, internet connection and technical equipment is used to manage customer relations, but it also helps us to ensure that our services always function as they ought to and to maintain the quality of our services. We can proactively solve possible technical problems before you notice them, minimize the risk of errors and prevent others from misusing your subscription or our services. The data also allow us to give you the best possible statistics and to map trends so that we can develop, renew and improve our services, offer our clients desired content, and communicate with our providers about this.
How long data is stored
We store personal data only as long as necessary for the purposes described above or to comply with specific legal requirements. This means that the storage times for different types of information may vary. We need to store your contact information as long as you are our client (and for a certain period of time thereafter, e.g., to be able to provide you with the best possible service should you choose to return to us), while we may store other data (e.g., e-mails and chat logs from your discussions with customer service) for a shorter period of time.
Generally, to the extent permitted by applicable laws and regulations, the information is stored at most ten (10) years after the latest Business Activity with the person in question. Additionally, as the case may require, the retention of the information may be extended on the grounds of establishment, exercise or defense of legal claims or the execution of internal investigations. This retention period is justified due to obligations or needs related to e.g. product and service warranty, product liability statutes as well as burdens of proofs in possible litigation situations.
Who we share data with
Our mother company, Mid-Matic Oy as a Group and our sister companies belonging to the same Group; Polarmatic AB in Sweden and Polarmatic Ltd. in USA, are part of our business. Relevant data is shared with them, to be used for the same purposes as described above in order to provide better service to our clients.
In addition, some third-party providers perform services on our behalf and help us with business operations and service delivery. Such third parties may be given access to relevant data, to be used for the same purposes as described above.
We enter into written agreements with third parties with whom we share data and make it clear that they are required to follow applicable privacy legislation, including the requirements for data security.
To the extent required by law or judicial decree, or necessary for the investigation of a possible criminal offence against our business, relevant data is provided to public authorities or other legitimate entities.
How we protect data
We work systematically to ensure data security and use technical and organizational security measures to protect stored data from unauthorized access or use. In the event we share personal data with a third party, we require equivalent data security measures be taken by them.
When we transfer personal data to lands outside the EEA or outside other regions with comprehensive privacy and data protection legislation, we will ensure that the data are transferred in accordance with this privacy statement and as permitted by applicable legislation regarding the protection of personal data.
Cookies and web beacons
When you visit our website, we automatically register cookies, web beacons and your IP address. Cookies are small data files that are stored on your device when you browse and use websites and online services. Web beacons, or tracking pixels, are invisible tags places on some websites.
You can set your internet browser to notify you before you receive a cookie so that you can decide whether you want to accept it. You can also set your browser to automatically de-activate cookies. Please note that you cannot use all of the features on our website if cookies are disabled.
Links to other sites and services
Our website may contain links to other websites, and some of our services may provide you with access to third-party services. Polarmatic Oy is not responsible for such external websites.