Hiiohoi's privacy policy

Updated 23.5.2018

Privacy policy in brief:

  • Customer focus and quality are our core values: we process your data responsibly and want to be worthy of your trust.

  • This privacy policy describes how your personal data is collected, processed and protected at Hiiohoi Oy. This privacy policy applies when you use our services described in the privacy policy.

  • Your information is saved during transactions, for example when you subscribe to a newsletter, participate in a marketing campaign, provide feedback or request a quote from us by filling out an online form or directly by email.

  • The information we collect may be information we receive from you, for example when you participate in a campaign, or that is saved when you use the services.

  • We process your data to implement our services, in our marketing and customer communications, and in customer service. The collected information helps us to understand our customers better.

  • You can influence how your data is processed. In this privacy statement, we will inform you of your rights and how you can use them.

In this privacy statement, we will cover the following topics:

  1. General information

  2. Where do we collect information from?

  3. What kind of information do we collect?

  4. What is the data used for?

  5. How long do we keep your data?

  6. Who can process your data and do we disclose it to third parties?

  7. Do we transfer your data outside the EU (to a so-called third country)?

  8. How can you influence the processing of your personal data?

  9. How do we protect your personal data?

  10. Can we change the privacy statement and how do we announce it?

  11. Who can you contact with questions regarding the processing of your data?

  12. Data controllers

 

1. General information

Hiiohoi is committed to protecting your privacy and processing your personal data in accordance with the laws and best data protection practices in force at any given time.

This privacy policy describes how your personal data is collected, processed and protected at Hiiohoi Oy. This privacy policy applies when you use our services described in the privacy policy.

If you do not accept our practices in accordance with the privacy statement, we do not recommend that you provide your information to Hiiohoi.

2. Where do we collect information from?

We collect information about you, for example, when

  • You subscribe to the newsletter

  • You participate in our marketing campaign

  • You give us feedback or leave a contact request

  • You request an offer for our services via an online form or by email

3. What kind of information do we collect?

The information we process may vary depending on which of our services you use and how you use them. You can influence what kind of information we collect. We receive some of the information directly from you when you participate in our campaign. We receive some of the information through cookie technologies and other similar technologies. This is how we learn, for example, how you use our services and we can offer you the best possible service experience.

We collect the following information about you, depending on the services you use:

Name and contact information: We collect your first and last name, address, email address, telephone number and other similar contact information.

Customer relationship information: We collect information about subscribed newsletters, customer feedback and other contacts.

Representation information: We collect the position of the service user in the company or other organisation they represent, as well as the name and contact information of that organisation.

Campaign information: When you participate in our marketing campaign, such as a raffle or competition, we collect the information provided in connection with this, as well as information about participation in the campaign.

Market and opinion research: When we conduct market and opinion research, we collect information in connection with these, through which we learn to develop our services and products.

Interest and profiling information: We collect information about your interests. In addition to this clearly provided information, your interests may be inferred or derived from other information we collect.

Marketing permissions and opt-outs: We collect information about granting marketing permission and marketing opt-outs.

Image recording: We may take photos or videos at Hiiohoi events, in addition to which your image may be recorded by our security cameras when you visit Hiiohoi's premises or event spaces.

You can influence the information we collect. However, the use of certain services, such as participation in a campaign, requires the provision of personal data. If you decide not to provide us with your personal data, we may not be able to provide you with all offers or content or give you as targeted and personalised service as if we had your information available.

In addition to the above information, we collect the number of visitors to our website and browsing information when you use our websites or receive communications from us. This information includes, for example:

  • information related to the implementation and receipt of communications, such as information about which links in email messages have been used

  • information about the terminal device, such as IP address, operating system, browser version and terminal device model

  • the website from which you have been redirected to Hiiohoi's website

  • the time you entered and left the website and the duration of use

  • data collected by web service analytics systems

  • other information that has been stored about us from the use of the website

We may collect information about the use of our online services, for example, through cookies. A cookie is a small file that a website stores on a visitor's browser, which sends information to the website administrator when the visitor returns to the site. We use cookies on our website that function as intended - they improve the user experience or track traffic to Hiiohoi's website. We may also use cookies to improve, personalise and advertise the pages. You can disable cookies or set an alert for cookies in your browser settings.

4. What are the data used for?

We process your data for business needs or if the data is necessary for the implementation of Hiiohoi's legitimate interests. In some situations, we may also ask for your consent to process your data. We combine the information we collect in order to provide you with the best possible service.

Legitimate interest means Hiiohoi's right to process personal data when there is a relevant and appropriate relationship between the data subject and Hiiohoi. When assessing legitimate interest, the interests of the data subject and Hiiohoi are weighed, such as the realisation of fundamental rights, the nature and purposes of the data collected and data security. In Hiiohoi's services, legitimate interest means one or more of the following uses.

  • Online services: You can subscribe to our newsletters and give us feedback or leave a contact request via our website. In such contexts, we process your data to identify you in order to establish a customer relationship or other contractual relationship and to implement the agreement, such as to send you the newsletter you ordered, respond to your feedback or implement your other request. We may also target the content of our online services as described below.

  • Customer service and communication: We use your information in customer service and its development, as well as in customer communications.

  • Direct marketing and marketing and opinion research: We use your information to market our products and services. Our electronic direct marketing is always based on prior consent, which you can withdraw at any time. We may also use your information in marketing and opinion research to increase our customer understanding and serve you better.

  • Analysis, statistics and business, product and service development: We use data for analysis, statistics and reporting purposes and for the development of our business, products and services. We strive to use the data in a form that does not identify an individual.

5. How long do we store your data?

We will not store your data for longer than is necessary to fulfill the purposes described in this privacy statement and to comply with any other mandatory legislation, such as accounting legislation. The storage period of your data is also affected by, for example, in which context and for what purpose your data has been collected. You can read more below about how the storage periods are determined.

The storage period of your data is determined based on the following criteria:

  • If you have given us marketing permission, we will process your data for as long as the permission is valid, and for a reasonable time thereafter. Please note that if you have unsubscribed from a specific newsletter, you may still have a general marketing permission in effect, unless you have specifically denied it (see more in the section "How can you influence the processing of your personal data?").

  • If you have participated in a campaign, but have not given us marketing permission or other customer relationship or other contractual relationship with Hiiohoi, we will delete your data within a reasonable time after the end of the campaign.

Please note that, despite the above-mentioned criteria, we may have an obligation based on mandatory legislation to process certain data concerning you for a longer period, in which case we will only process the data to comply with that legislation.

In addition to the above, we may process data in an unidentified form for, among other things, analysis and statistical purposes and for the development of our business, products and services.

6. Who can process your data and do we disclose it to third parties?

Your data is processed within Hiiohoi Oy. We may disclose your data to authorities, for example, if legislation obliges us to disclose the data. In addition, we may disclose your data in connection with a possible sale of business or other corporate restructuring to the buyer of the business or other relevant party related to the corporate restructuring.

We use services provided by third parties in the processing of personal data, but in this case we do not disclose your data to them in such a way that they could use it for purposes other than those defined by Hiiohoi Oy.

We use subcontractors and service providers for the processing of your data, such as technical maintenance or the implementation of campaigns and direct marketing, in which case we oblige them with appropriate contractual arrangements to ensure a sufficient level of data security to protect your personal data and to otherwise comply with the applicable personal data legislation. The subcontractors and service providers we use only use your data to fulfill the Hiiohoi defined purposes described above. We do not disclose your data to them in such a way that they could use it for other purposes.

7. Do we transfer your data outside the EU or the EEA (so-called third country)?

If we use your data for electronic direct marketing, your data may be transferred in this connection to our service provider located in the United States. The service provider we use complies with the rules based on the EU-US Privacy Shield agreement.

We use an electronic tool offered by our US-based service provider to implement electronic direct marketing. Our service provider is committed to complying with the rules based on the so-called EU-US Privacy Shield agreement, which guarantees an adequate level of data protection. These rules guarantee strict conditions and liability regulations if our service provider uses third parties in data processing. You can read more about the EU-US Privacy Shield agreement on the EU Commission's website.

We may also transfer your data outside the EU in cases other than those mentioned above, if it is necessary to fulfill the aforementioned data processing purposes or for technical maintenance of the data, provided that the conditions mentioned in the EU General Data Protection Regulation are met (we agree on the transfer, for example, by using the standard clauses approved by the European Commission).

 

 

8. How can you influence the processing of your personal data?

Your rights are important to us. You can control how Hiiohoi Oy collects and uses your data. Below you can find out about your rights and the ways in which you can exercise them.

You have the right to influence the processing of your data in the following ways:

  • You have the right to prohibit the processing of your data for direct marketing at any time (right to object). If you do not want to receive direct marketing from us, we will also not process your data for profiling. You can then withdraw your general consent by contacting the representative of the controller mentioned in section 11.

  • In some situations, you may have the right, for reasons related to your particular personal situation, to object to the processing of your personal data other than direct marketing. Your right only applies to your data that we process based on Hiiohoi's legitimate interests. When you ask us to stop processing your personal data on this basis, you must tell us what is the specific personal reason why your data processing should be stopped.

  • You have the right to request access to your own data or to receive confirmation that we are not processing your data (right of inspection). You can make an inspection request by sending us a written and signed inspection request to the controller's address mentioned below or by making an inspection request in person at the visiting addresses mentioned in section 11. In certain situations, you also have the right to receive the personal data you have provided to us in electronic form, in which case you can also transfer it to another controller if you wish (right to transfer data from one system to another).

  • You have the right to rectification of data (right to rectification of data). This means that if your data is incorrect, inaccurate or incomplete, you have the right to ask us to correct or supplement the data. In certain situations, you may have the right to restrict processing (right to restrict processing). This means that if you dispute the accuracy of your data, you have the right to restrict the processing of data for the time it takes us to verify the accuracy of your data.

  • You have the right to have your data deleted in certain situations, for example, if the processing of your personal data is no longer necessary for the purposes for which it was collected, or if the processing of your personal data has been based on consent and you want to withdraw your consent, and there is no other basis for the processing of your personal data (right to be forgotten). Please note that if the processing of your personal data is necessary, for example, to comply with a direct marketing ban, we cannot delete your data.

If you want to exercise your above-mentioned rights, you can contact the representative of the controller using the contact information mentioned in section 11.

9. How do we protect your personal data?

Your personal data is processed only by those Hiiohoi employees who need to process the data due to their job duties. Each user has their own username and password to systems containing personal data. Hiiohoi has appropriate technical and organisational security practices and processes in place to protect personal data from loss, misuse or other similar unlawful access.

The data is collected into databases that are protected by firewalls, passwords and other technical means. The databases and their backups are located in locked premises and are accessed only by pre-designated individuals. The servers are strongly protected.

Written agreements have been made with external service providers that require confidential handling and protection of data.

10. Can we change the privacy statement and how do we announce it?

We are constantly developing our privacy practices and services, and therefore reserve the right to change this privacy statement as necessary. Changes in applicable laws or their interpretations may also cause changes in our privacy statement. Our up-to-date privacy statement can always be found on our website.

11. Who can you contact with questions regarding the processing of your data?

You can contact the representative of the controller with questions regarding the processing of your data.

Representative of the controller: Teemu Jokinen
Phone: +358 40 063 8585
Email: teemu@hiiohoi.fi

If you believe that, despite the principles set out in this privacy statement, we have violated your rights under data protection legislation, you may also lodge a complaint with your local data protection authority. However, we recommend that you first contact the controller's representative to resolve the matter.

12. Controllers:

Hiiohoi Oy

We organise maritime events and memorable experiences in fine archipelago destinations. We believe that encounters in the midst of pure nature, shared experiences and authentic tastes offer an opportunity to break away from everyday life and focus on what is essential.

 

Change history of Hiiohoi Oy's privacy statement:

May 2018

In May 2018, Hiiohoi Oy is preparing for the EU General Data Protection Regulation. We have harmonised and centralised the processing of personal data in order to protect your personal data as well as possible. In the updated privacy statement, we specify how your personal data is processed and how you can exercise your rights as easily and efficiently as possible.