Ambientia Group Ltd’s marketing data file
Updated 25th of Jan 2022.
1. Data controller
Ambientia Group Ltd (business ID FI16474489), Vankanlähde 7, 13100 Hämeenlinna, tel. +358 29 001 0500. Ambientia Group Ltd also acts as a data controller on behalf of its subsidiaries and affiliates.
2. Contacts in matters concerning the data file
Questions about the data file should be sent to the address markkinointi (at) ambientia.fi.
3. Name of data file
Ambientia Group Ltd,s marketing data file
4. Purpose of data file
Ambientia Group Ltd’s marketing data file is used for the direct marketing of Ambientia Group Ltd’s, its subsidiaries’ and affiliates’ products, solutions, expert services, events and campaigns, as well as comparable purposes.
5. Content of data file
The data file can contain the following information:
• Organisation and position
• Organisation’s contact information
• E-mail address
• Telephone number
• Other information disclosed by the data subject
• Information regarding user activity on the websites and services
• Data from publicly available sources, such as company key figures
• Consent status regarding marketing consent
6. The data file’s regular sources of data
The data in the marketing data file is obtained through customer relationships and from Ambientia Group Ltd’s website (contact forms, customer service window, material downloads) and registrations in Ambientia Group Ltd’s events, Alma Talent company database as well as from publicly available internet sources.
7. Regular disclosure of data
As a rule, your personal data is processed by persons in Ambientia Group Ltd’s service. In certain situations, your data may be transferred outside of the EU. Some of the cloud services that we use (such as Hubspot) are located outside of the EU or the data may be viewed by the service provider’s employees outside of the EU. If data is transferred outside of the EU, we make sure that the country has arranged for sufficient data protection, as required by the EU Commission, or that the party is Privacy Shield certified (parties located in the United States).
8. Removal of data from the data file
Data can be removed and edited upon the data subject’s request. Requests must be sent to the e-mail address indicated in Section 2.
9. Principles of data file protection
Personal data is retained confidentially. Only Ambientia Group Ltd’s employees who need the data in their work are authorised to use the data file. The information network, and the hardware in which the data file is located, of the controller and its possible IT partners are protected with a firewall and other necessary technical measures.
We collect user data on our website to create analyses and improve the website functionality. Part of the software is used to create analyses and compile statistics on the use of the site and user experiences. Part of the software makes it possible to provide targeted advertising on third-party services to users on the basis of how they use the site. The tools that we use to further improve our website are Google Analytics and Hotjar. These tools do not save any personal information regarding the user. Use of such user data is processed under legitimate interest. We use HubSpot, Google Ads, AdForm, Facebook’s advertising software, LinkedIn’s advertising software and Twitter’s advertising software for targeted advertising and personalisation of the user’s browsing experience. This is done with the user’s consent.
The software described above utilise different technologies to implement their functions and services. They may store data on the user’s terminal device with the help of cookies or other Web Storage technologies. This data is used, among other, to identify the user’s browser and merge separate page views into a single session. Some cookies are used to implement the site’s technical functionality, such as remembering the language version selected by the user or identifying and preventing harmful traffic to the site. Based on the user’s consent, the site may utilise software that uses the data stored in the user’s browser to target and personalise ads and contents in third-party services.
11. Right to inspect the data
The data subject has the right to know whether or not their personal data is processed and what types of personal data about them has been saved.
Based on the data subject’s request, Ambientia will submit the data as soon as possible without undue delay. The deadline for submitting the data or providing additional information related to the data request is one month from receiving the request. If the data request is exceptionally complex and large, the deadline can be extended by two months.
As a rule, the data subject’s data is submitted free of charge. If several copies are requested, Ambientia can charge a reasonable fee for them based on administrative costs. If the data request is apparently unfounded and unreasonable, and especially if data requests are presented frequently, Ambientia can charge administrative costs for submitting the data or refuse to submit the data altogether. In such a case, Ambientia must indicate in writing that the request is unfounded or unreasonable.
If Ambientia does not submit the data or part thereof, a written certificate must be issued of the matter. This concerns situations, for example, where the data cannot be submitted due to contractual relations between Ambientia and third parties and the terms of such agreements, such as confidentiality undertakings.
12. Right to correct data
The data subject has the right to insist that any incorrect, inaccurate or inadequate personal data is corrected or complemented without undue delay. In addition, the data subject has the right to insist that unnecessary personal data is deleted. Whether the data is unnecessary or incorrect is assessed according to the time when the data was saved.
If Ambientia does not accept the correction request, a written certificate will be issued of the matter, stating the grounds on which the requirement was not accepted.
13. Right to be forgotten
The data subject has the right to have their personal data completely deleted from Ambientia’s data files (right to be forgotten). However, this right does not exist in cases where
the processing of personal data is necessary for the fulfilment of a statutory obligation or for safeguarding Ambientia’s justified interest (such as the ability to defend itself in disputes). If the processing is based on safeguarding Ambientia’s justified interest, the data processed is kept to the minimum in order to protect the data subject’s interests and freedoms.
Statutory data retention periods are followed in retaining the data.
14. Right to restrict processing
The data subject has the right to request the restriction of the processing of their personal data until the data has been properly checked and corrected or supplemented.
15. Right to transfer data from one system to another
The data subject has the right to request their personal data in such an electronic form that it can be transferred from one system to another. The disclosure of such data is subject to the same restrictions as the right to inspect data according to Article 15.
16. Right to oppose
The data subject has the right to oppose the processing of their personal data at any time, based on a specific personal situation. In such a case, data can only be processed if there is a very important, justified, demonstrable reason for the processing.
17. Right to lodge an appeal to an authority
The data subject has the right to lodge an appeal to the supervisory authority of the location of their permanent place of residence or employment if they consider that the EU’s General Data Protection Regulation 2016/679 has been violated in the processing of their personal data. Furthermore, the data subject has to right to use other administrative appeals and legal remedies.
The data subject also has the right to initiate proceedings against the controller or an organisation processing the personal data if they feel that their rights have been violated due to a failure to follow the GDPR in the processing of their personal data.
18. Exercising rights and submitting requests to Ambientia
All requests for exercising the data subject’s rights must be submitted in writing to Ambientia’s Service Desk (firstname.lastname@example.org). Ambientia’s Service Desk checks the identity of the person making the request before processing the request.