Register Statement
Data protection policy
Kytola Instruments Oy customer register
Version 2.0, created 2nd of May 2022. One previous version.
2. Data controller
Olli Kytölän tie 1
FI-40951 Muurame, Finland
Tel.:+358 (0)207 790 690
Fax: +358 (0)14 631 419
Email: kytola@kytola.com
Business ID: FI16396572
2. Contact person responsible for the register
Kytola Instruments Oy: marketing
PO Box 5
Olli Kytölän tie 1
FI-40951 Muurame, Finland
Tel.:+358 (0)207 790 690
Fax: +358 (0)14 631 419
Email: marketing@kytola.com
3. Register name
Kytola Instruments Oy’s customer register
4. Legal basis and purpose of processing personal data
Under the EU’s General Data Protection Regulation (GDPR), the lawful basis is a contract, in which the data subject is an employee of a customer organisation of Kytola Instruments Oy and/or has contacted our company in a professional context. The basis for the processing of personal data may also be the person’s consent (documented, freely given, specific, informed and unambiguous).
The purpose of the data processing is marketing by traditional means, such as direct marketing, and marketing by electronic means (newsletters), if the customer has not separately prohibited marketing. A further purpose for processing personal data is maintaining contact with customers, maintaining customer relationships, profiling of customer segments, and collection of other data essential to the business operations of Kytola Instruments Oy.
5. Data contained within the register
Data stored in the register is: the person’s name, work-related contact details (company, telephone number, email address, postal address), customer number if applicable, IP address of network connections, cookies from our website, information on services/products ordered and any related amendments, complaints, billing information, behavioural data relating to marketing communications and website content, information on business-related joint customer meetings and communications, other data relating to the customer relationship and services ordered. The data will be processed for as long as the data subject is in contact with Kytola Instruments Oy for business purposes relating to their job. At the data subject’s request, processing of their data may stop earlier.
The register is intended solely for the retention of data on adults, therefore it does not contain the personal data of anyone under the age of 18.
6. Systematic data sources
The data stored in the register is collected from the customer primarily following queries or transactions made by the customer, but it may also include data collected through electronic forms (e.g. on the website), by email, by phone, through agreements, and from customer meetings and other events at which the customer provides their data. Contact and customer data can also be collected through competitions and marketing campaigns. A prohibition on direct marketing will be stored on the basis of a separate notification from the customer.
7. Systematic disclosure of data and data transfer outside the EU or EEA
We do not disclose or sell data to third parties. If so required by an applicable piece of legislation, personal data may, however, be transmitted or disclosed to the authorities.
Data may be made public to the extent agreed upon with the data subject.
8. Protection principles applicable to the register
Due diligence will be exercised in processing the register, and data systems will be used to ensure appropriate protection of any data processed. When register data is stored on internet servers, the physical and digital data security of the equipment in question will be appropriately ensured. The data controller will ensure that any data stored, the access rights to the servers, and any data considered critical from the perspective of the security of personal data, are processed confidentially, and only by employees or partners who are required to do so as part of their job description.
Employees who process information contained within the customer register are bound by professional secrecy. Data will be provided or disclosed to third parties only as the result of a statutory notification obligation, such as at the customer’s own request or following a statutory request submitted by the authorities. The system is protected with technological solutions.
9. Your rights as a data subject
The right of access
Kytola Instruments Oy provides you with the right to access the personal data we process concerning you. You can contact us to request details of the personal data we process concerning you, as well as the grounds for this processing. If less than 12 months has passed since your previous information request, we may charge a fee for the measures required to fulfil your request. Requests should be submitted in writing to marketing@kytola.com and will be responded to within 14 days of our acknowledgement of receipt of your message.
The right to rectification
You also have the right to have any incorrect, inaccurate, incomplete, outdated or unnecessary data rectified or supplemented. Data subjects’ requests should be submitted in writing to marketing@kytola.com and will be responded to within 14 days of our acknowledgement of receipt of your message.
The right to erasure
You can also request that we remove your personal data from our systems. We will carry out measures in accordance with your request if we do not have a legitimate reason to refuse deletion of your data, such as fulfilment of our statutory obligations. Data will not necessarily be deleted immediately from all back-up or similar systems. Data subjects’ requests should be submitted in writing to marketing@kytola.com and we will aim to react without delay, however at the latest within 14 days of our acknowledgement of receipt of your message.
The right to object
You can also request limitations on the processing of your personal data, if the data is processed for purposes other than providing our service or fulfilling any statutory obligations. You can also object to future processing of your personal data, even if the processing is based on consent provided at a prior date.
The right to restrict processing
You can request that we restrict the processing of particular elements of personal data. Requests concerning the restriction of processing may lead to restrictions in the use of our website and services.
The right to data portability
You have the right to receive your personal data in a structured and commonly used format, in order for you to transmit this data to another controller.
You can exercise your rights by sending an email to the following address: marketing@kytola.com
or by contacting us via one of the addresses provided above. The data subject must submit their request in the first instance from the email address they use in their communications with Kytola Instruments Oy, and that Kytola Instruments Oy has stored in the user data it holds on the person in question. The response to the request will also be sent to this email address.
In addition to the aforementioned rights and your other rights, you also have the right, guaranteed by law, to lodge a complaint with a supervisory authority, in particular in your Member State of habitual residence, place of work or place of the alleged infringement.