Ambientia Group Ltd’s marketing data file

Updated 25th of Feb 2021.

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
• 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, 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. User statistics, targeted advertising and use of cookies

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.

If you are visiting the site for the first time, you will receive a notification where you will be prompted to either approve the use of different software on the site or change your settings to prevent the software from running on the website and storing new data in your browser. If you do not see the notification, it is because you approved it previously or you have blocked the Google Tag Manager tool from downloading any software that requires approval.

You can change these settings or revoke your consent at any time here:

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 (servicedesk@ambientia.fi). 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 19 October 2021.

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 jobs@ambientia.fi.

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 G roup 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
  • Telephone
  • LinkedIn and portfolio links
  • Informal additional information and annexes submitted by the data subject.

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). The controller may add to the disclosed data subject´s contact information from publicly available 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 we use (such as Hubspot) might be 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 submitted by the data subject shall be retained two years time after the data is submitted or edited. The controller may use the data for the purpose of the recruitments withing the retaining time.

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 (servicedesk@ambientia.fi). 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 September 2021.

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 jobs@ambientia.fi.

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. The controller may add to the data job applicant´s contact information from publicly available sources.

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 may be 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

The data submitted by the data subject shall be retained two years time after the data is submitted or edited. The controller may use the data for the purpose of the recruitments withing the retaining time.

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 (servicedesk@ambientia.fi). Ambientia’s Service Desk checks the identity of the person making the request before processing the request.