Ambientia Group Ltd’s marketing data file

Updated 14th of July 2020.

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:
• Name
• Organisation and position
• Organisation’s contact information
• E-mail address
• Telephone number
• Other information disclosed by the data subject

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, 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.

10. Use of cookies

Cookies are small files saved on the hard disk of the user’s computer. Cookies help navigation on our internet pages and make them easier to use. Our web pages use cookies in order to remember your preferences.

Cookies can also be used to verify whether our web pages have previously been contacted from your computer. In that case, only the cookies on your computer are recognised. Among others, cookies can be used to collect information on the page from where you moved to our address, the web pages you have browsed and when you have visited them, the browser you are using, your screen resolution and your computer’s IP address, i.e. the internet address from which the data you have sent was sent and where it is received. The data does not reveal the name of the user or other personal information, nor can the user be identified on the basis of cookies alone.

If you use our web pages, you accept the use of cookies and that they are saved onto your computer, Most browser programs accept cookies automatically.
As a visitor, you have the possibility to prevent the use of cookies by changing your browser settings, so that the browser does not allow the saving of cookies. In that case, you accept that, for some services, preventing the use of cookies may affect the functionality of the service.

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 ([email protected]). Ambientia’s Service Desk checks the identity of the person making the request before processing the request.

 

Ambientia Group Ltd’s recruitment marketing data file

Updated 10 December 2019.

1. Controller

Ambientia Group Ltd (business ID FI16474489), which acts as the data controller on behalf of other companies belonging to the same Group.
Address: Vankanlähde 7, 13100 Hämeenlinna
Tel. +358 29 001 0500.

2. Contacts in matters concerning the data file

Questions about the data file should be sent to the address [email protected]

3. Name of data file

Ambientia Group Ltd’s recruitment marketing data file

4. Purpose of data file

Ambientia Group Ltd’s recruitment marketing data file is used for the direct marketing of Ambientia Group Ltd’s vacancies, as well as distributing content related to applying for jobs.

5. Content of data file

The data file contains the following data submitted by the data subject:
• First name
• Surname
• E-mail address

6. The data file’s regular sources of data

The data file only contains data disclosed by the data subject and entered in the form available on Ambientia Group Ltd’s website (www.ambientia.fi).

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 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

The data subject can personally update the data submitted by them and exit the data file by following the instructions included in the direct marketing message (e-mail). An internet browser and internet connection is needed for the functions.

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.

10. 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.

11. 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.

12. 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.

13. 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.

14. 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.

15. Right to oppose

The data subject has 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 only if there is a very important, justified, demonstrable reason for the processing.

16. 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 failure to follow the GDPR in the processing of their personal data.

17. Exercising rights and submitting requests to Ambientia

All request for exercising the data subject’s rights must be submitted in writing to Ambientia’s Service Desk ([email protected]). Ambientia’s Service Desk checks the identity of the person making the request before processing the request.

Ambientia Group Ltd’s recruitment data file

Updated 10 December 2019.

1. Data controller

Ambientia Group Ltd (business ID FI16474489), which acts as the data controller on behalf of other companies belonging to the same Group.
Address: Vankanlähde 7, 13100 Hämeenlinna
Tel. +358 29 001 0500.

2. Contacts in matters concerning the data file

Questions about the data file should be sent to the address [email protected]

3. Name of data file

Ambientia Group Ltd’s recruitment data file

4. Purpose of data file

The purpose of the data file is to process and retain job applications received by the Ambientia Group. The applicant can address their job application to a specific position or submit an open application. Persons involved in recruitment can connect the application with some other suitable position.
The data submitted by the job applicant is retained in the data file for a maximum of two (2) years from the submission of the application and can be returned to in connection with subsequent applications. Applications can be removed and changed upon the job applicant’s request. The data submitted by the job applicant can be retained until further notice upon the applicant’s consent.
The applicant’s data is retained confidentially and it is only available to persons involved in the recruitment process. We also collect anonymous statistical data about the applicants in connection with recruitment, such as the number of applicants, replies to feedback inquiries and the number of replies.

5. Content of data file

The data file contains personal data needed for applications and selections (such as …), which is retained and processed during the recruitment process and after the deadline indicated in Section 4.
• Position applied for
• Applicant’s basic information (name, contact information)
• Applicant’s education and work experience data
• Applicant’s wishes about the future position
• Data describing the applicant’s experience and competence profile
• Free-form additional information written by the applicant
• References to other competence validating materials provided by the applicant, such as LinkedIn and GitHub profiles, as well as certificates

6. The data file’s regular sources of data

Job applicants.

7. Regular disclosure of data

The data is not disclosed outside of Ambientia Group Ltd. The data can be disclosed to the authorities for the fulfilment of their statutory obligations, for example.
The anonymous statistical data we collect in connection with recruitment is stored in cloud services outside of the EU, and employees of the service provider outside of the EU may view the data. 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

9.1 Manual material

Possible manual material is disposed of immediately in accordance with data privacy material disposal instructions.

9.2 Electronic material

Electronic material is retained in Atlassia’s Jira-based system, especially set aside for the recruitment process. Only some of Ambientia Group’s personnel involved in the recruitment process are authorised to access the system.
Access to the system is limited to Ambientia’s internal network only.

10. 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.

11. 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.

12. 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.

13. 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.

14. 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.

15. Right to oppose

The data subject has 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 only if there is a very important, justified, demonstrable reason for the processing.

16. 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 failure to follow the GDPR in the processing of their personal data.

17. Exercising rights and submitting requests to Ambientia

All request for exercising the data subject’s rights must be submitted in writing to Ambientia’s Service Desk ([email protected]). Ambientia’s Service Desk checks the identity of the person making the request before processing the request.