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Privacy Policy

Online users and business customers

Updated Dec 19th, 2023

Flow Modules Oy respects your privacy and is committed to protecting your personal data. The purpose of this Privacy Policy is to inform you about how we collect, process, and share your personal data when you, as a representative of a business customer, contact us and purchase our products or services, or when you, or another online user, visit our website or communicate with us on social media. We also explain the influencing options available to users. This Privacy Policy specifically covers the processing of personal data of business customer representatives and online service users.

We handle personal data confidentially and in compliance with the new EU data protection regulation.

This privacy statement describes what information we collect about representatives of our company’s business customers and online users, how the information is used, and the options available to the user.

The data controller for the processing of personal data described in this statement is

Flow Modules Oy
Address: Itämerentori 2, 00180 Helsinki, Finland
Phone number: +358 75 75 562
Business ID: 2793929-6

In the contact register of business customers, we process carefully defined information, which we use to provide benefits and services.

If you have any questions regarding this Privacy Policy, you can contact us by email at timo.haapaviita@flowmodules.com.

If you visit our website, communicate, or interact with us on social media such as LinkedIn, Facebook, or other platforms, we ask you to familiarize yourself with the Privacy Policy of those social media services. You should be aware that in some situations, we act as joint controllers with such social media platforms.

1. What personal data do we collect?

1.1. Information provided by the user, for example

Generally, this information is collected directly from you on our website or social media channels when you contact us, for example, through customer service, when requesting marketing from us, purchasing our services, or considering their purchase. We may collect and update personal data based on services provided by authorities and companies (e.g., from the Post).

1.2. Information obtained from the use of online services

When you use our website or services, we may automatically collect technical information and usage data from the devices you use, your browsing behavior, and interactions with services to statistically monitor visitor numbers and measure the effectiveness of advertising. We collect this information using cookies and similar technologies. We may also receive technical information about you when you visit other websites or social media channels that use our cookies. We only use cookies if you have given your consent, except for technically necessary cookies for the operation of the site.

2. For what purposes are my personal data collected?

We process personal data only for predefined purposes:

With the user’s consent, we collect their email address to send them news and information about our services and products. If the user has joined our mailing list or otherwise consented to direct marketing, or it is in the legitimate interest, we may send them direct digital marketing.

We collect information about the use of our website to improve and develop our site, services, and products using data analytics. The processing of personal data in these contexts is based on our legitimate interest. With the user’s consent, we collect personal data so that users can participate in competitions by providing raffle or competition response information, or download materials offered on the website or other online services.

We collect information about website visitors and employees of companies belonging to our target groups to target them with advertising for products, services, and offers that may be of interest to them, using various communication channels. The processing of personal data is based on the performance of a contract, consent, or our legitimate interest.

With the user’s consent, we collect information to offer or provide them with offers and information about Flow Modules Oy’s products and services.

To the extent that the processing of personal data is based on our legitimate interest, we have conducted a balancing test. The purpose of the balancing test is to ensure that your interests, fundamental rights, or freedoms do not override our legitimate interest. If you would like more information about the balancing tests performed, you can contact us by email at timo.haapaviita@flowmodules.com.

3. Third parties

We use services from a few third parties. These parties are always carefully selected to ensure that they also comply with EU data protection law. We do not transfer your data to countries outside the European Union or the European Economic Area unless we have ensured that the transfer meets the requirements of Chapter V of the General Data Protection Regulation. To ensure that your personal data receives adequate protection, we have ensured that in such situations, appropriate safeguards have been implemented for secure transfer. These safeguards include, among other things, standard contractual clauses approved by the European Commission. These measures are considered to provide the same protection for the data as it receives within the European Economic Area. Some of these third parties may be located in the USA and adhere to the  EU-U.S Privacy Shield Framework, which complies with EU data protection law.

Our website may also include cookies from measurement and tracking services, advertising networks, or other third parties. Please read our Cookie Policy for more information.

3.1. WP Engine

The hosting service for this website is provided by WP Engine. WP Engine is committed to complying with EU data protection law. The site is protected through measures such as continuous monitoring, HTTPS protection, regular updates, data retention in databases protected by firewalls, encryption techniques, and limited access control and user rights.

More information about WP Engine’s terms can be found here.

3.2. Google Analytics

We use Google Analytics to measure the use of our online services. Google Analytics may set cookies on the user’s device to collect data, such as the number of site visitors. The data may also be used to display advertising that is likely to be of interest to the visitor. A cookie is a small text file that the browser stores on the user’s device. Cookies often contain an anonymous, unique identifier that can identify and count browsers visiting our site.

Please read our Cookie Policy for more information.

More information about Google Analytics terms can be found here.

3.3. Hubspot

If you subscribe to our newsletter or fill out a contact or other form on our website, your email address is transmitted to the CRM system and the sales and marketing automation tool we use, HubSpot. Your information is stored in HubSpot’s database as long as it is necessary for your newsletter subscription or, for example, due to the legitimate interest related to your employer or professional role. If you wish, you can request that we delete your information by contacting us. Each newsletter also includes a link (unsubscribe) that you can click to indicate that you no longer wish to receive newsletters or other email marketing from us.

More information about HubSpot’s privacy practices can be found here.

3.4. Social plugins

Our website uses social plugins such as Facebook’s or LinkedIn’s Like or Share buttons. These social plugin buttons appear on our service, but their content comes directly from the button’s source. The social plugin recognizes that the user is logged into that service, so the page displays customized content in the plugin. Social plugins do not show customized content if the user is not logged into that service. Social plugins services may collect information about the visitor’s visit in accordance with their valid privacy terms. These services do not transfer the information they collect to Flow Modules Oy unless the user has given their explicit consent.

4. How long will my data be stored?

We retain the personal data we collect for as long as we have a continuous legal basis for such retention. When the legal basis for processing ends, we delete or anonymize your personal data.

Information collected for marketing purposes is removed from the register after the person has withdrawn their consent. For inactive email addresses in the marketing register, personal data is retained for a maximum of one (1) year.

Contact details are kept for as long as needed for communication with the company you represent. Information is deleted, for example, when Flow Modules Oy becomes aware that a person has changed jobs. Transaction information is kept to demonstrate an existing contract and for accounting and tax purposes for six (6) years from the end of the year in which the transaction was last made. Regarding customer feedback containing personal data, the information is kept as long as necessary for the purpose of using the data, i.e., processing the feedback given by the customer. Feedback is deleted when necessary actions have been taken based on it, and the customer has been given a reasonable time to respond to any contact related to them. The storage period for customer receivables is three (3) years. Technical and usage data is kept for three (3) years from the date of data collection.

Information may be retained longer if we have a legal obligation to retain the information or if retention is necessary to establish, exercise, or defend legal claims in legal proceedings.

5. How is my personal data protected?

We use necessary technical security measures to protect personal data. These measures include the use of firewalls, encryption techniques, secure device locations, proper access control, managed permission granting and usage monitoring, the use of encryption techniques, and training for personnel involved in processing personal data. We also ensure that all our subcontractors comply with EU-defined data protection laws.

6. Links to other websites

We are not responsible for the privacy practices or content maintained by external parties linked to our website, nor for their legality and administration. If you notice that linked websites contain illegal or offensive content, we appreciate your feedback.

7. What options do I have?

We are committed to providing our users with choices and control over data privacy.

7.1. Direct marketing opt-out

Users have the right to prohibit the use of their information for direct advertising, distance selling, and other direct marketing activities by contacting us by email at timo.haapaviita@flowmodules.com.

7.2. Data inspection, use limits, data deletion, transfer, and withdrawing your consent

Users have the right to inspect the personal data stored about them. Upon the user’s request, we delete, correct, or supplement personal data that is incorrect or outdated for the purpose of processing.

You can also object to the processing of your data when the processing is based on our (or a third party’s) legitimate interest, and you have a personal special reason to object to the processing of data.

You can request the restriction of the processing of your information. This right allows you to request that we stop processing your information, for example, while you ensure the accuracy of the information or processing basis.

You can request the transfer of your information from one system to another.

If the processing is based solely on your consent, you have the right to withdraw that consent at any time. However, withdrawing consent does not affect the legality of processing personal data based on consent before the withdrawal.

If you want to exercise any of the above rights, you can contact us by email at timo.haapaviita@flowmodules.com. After your contact, we will implement your wishes to the extent permitted by law.

7.3. . Blocking cookies

Users can clear cookies stored in their browsers through browser settings. Blocking the use of cookies may affect the functionality of our services.

Please read our Cookie Policy for more information.

8. Changes to the Privacy Policy

This Privacy Policy may be updated as needed to reflect changing legal and operational requirements. We recommend regularly visiting our website to stay informed about updated privacy practices.

If significant changes are made to this Privacy Policy, registered customers will be notified of the changes by email before they take effect.