1 Data controller
KOWAC S.À R.L., a Luxembourgian limited liability company with business ID B240412, Address: 40 rue de la Vallée , 2661 Luxembourg.
Hereinafter “we”, “us” or “our” shall refer to the data controller(s). “You” or “your” shall refer to the data subject.
2 Contact details
Privacy Coordinator of Technopolis Group, email: firstname.lastname@example.org, tel: +358 46 712 0000 (customer service), address: Energiakuja 3, FI-00180 Helsinki.
3 Name of register
Customer and partner register.
4 Legal basis and purpose of processing your personal data
We process your personal data because you are a decision-maker or contact person of our current or potential customer, supplier or partner, or a newsletter subscriber. We process your personal data based on
- the performance of rights and obligations of a lease and/or service agreement between us and the customer, or a supplier or cooperation agreement between us and the supplier or partner;
- the performance of rights and obligations of an agreement between us and you;
- performance of any measures required for such agreement as mentioned in item (i) above or negotiations thereon; and/or
- for the purposes of the legitimate interests of us (including any company belonging to the Technopolis Group).
We collect your personal data to manage, develop, and maintain the customer and potential customer relationship and to develop our business operations, in all cases you are being either representative of our customer (incl. potential), supplier or partner, or in direct relationship with us. Measures include analysis of business relationship, compilation of statistics, customer communication, organizing of events, customer experience evaluation, identification of the customer’s, supplier’s or partner’s users, user management, troubleshooting of electronic services, and management of relationships between the customers, suppliers and partners. In addition, we use your personal data for direct marketing (including electronic newsletters), targeting and profiling of online advertising, and for designing and development of our products and services. The above form the legitimate contractual and economic interests for us to process your personal data.
5 Types of your personal data we collect
We collect your following personal data:
- First name
- Last name
- Position in the organization (title)
- Language of communication
- Company address
- Email address
- Phone number
- Electronic services username and password
- Communication information (such as emails and e-forms)
- Marketing and promotional data (such as marketing measures targeted at you, participation in events)
- Data on the use of electronic services (e.g., browsing and search data, IP addresses, and cookies)
- Direct marketing consent and prohibition
- Any other information provided by you directly
6 Regular sources of your personal data
Your personal data is regularly collected directly from you or from a customer, supplier or partner company by telephone, email, via the internet, in meetings, and while concluding agreements and business relations with you or the company you represent. Your personal data can also be collected and updated by us from public and private data bases, such as the population register, data bases of other authorities, credit information companies or contact information providers, and other similar trustworthy parties.
7 Regular disclosure and transfer of your personal data, and transfer outside the EU or EEA
We regularly disclose personal data to Technopolis Holding Plc, a Finnish public limited liability company with business ID 0487422-3, which acts as an asset manager for us. We do not regularly disclose your personal data to third parties.
We use external subcontractors to perform tasks described in this policy, and in such cases, the subcontractors act on behalf of us. Subcontractors are recipients of personal data, and they include for example marketing and communication agencies, event organizers, data system suppliers and partners in property services and services for space. We are responsible for the activities of our subcontractors as for our own activities. We will ensure that the subcontractors are committed to protecting your personal data in the manner stated in this policy. In addition, we may disclose your contact details to our subcontractors and business partners for marketing purposes.
Some of your personal data mentioned in this policy will be processed outside the EU and the EEA, whereby we ensure that our subcontractor is covered by adequate data protection requirements (e.g EU Commission Model Clauses). Your personal data may also be disclosed and transferred to the subsidiaries and associated companies of Technopolis Group for their use, for the purposes specified in this policy.
8 Principles of protection of your personal data and data storage period
The only persons who have access rights to the data system where your personal data is processed are our employees (including companies belonging to the Technopolis Group) or our subcontractors and their employees who have the right and need to process your personal data for the purposes described in this policy. Your personal data is protected by such technical and organizational measures that ensure a sufficient and appropriate level of security.
Your personal data is stored for as long as it is necessary to fulfil the purpose of the processing of your personal data. As a rule, the data is kept for the full duration of the customer or partner relationship, and for six (6) months after it ends. However, we have the right to store or otherwise process your personal data after the period of storage in the circumstances permitted by the law in force from time to time, such as accounting and tax laws. The personal data of you as a decision-maker of a company will be stored permanently for direct marketing purposes, however, within the limits of the law.
We will regularly assess the need for the storage of your personal data and will also take reasonable measures to ensure that incompatible, obsolete or inaccurate personal data on you is not saved in the register.
9 Your privacy rights
You have the right to inspect your personal data that is stored in the register, as well as to demand correction of any incorrect personal data and deletion of your personal data. Any such requests must be submitted by you in writing to Technopolis reception services or to email@example.com, and you must verify your identity.
You have the right to prohibit the use of your personal data for the purposes of direct advertising, market research, opinion polling or related profiling. You can give such a prohibition via firstname.lastname@example.org or, for example, by opting out of the mailing list in the manner instructed in the marketing messages themselves.
In accordance with the General Data Protection Regulation (Regulation (EU) 2016/679), you have the right to object or request the restriction of processing your personal data at any time, and to file a complaint against the processing of your personal data to the relevant supervisory authority.
Updated 20 January 2022