Privacy policy

This policy explains what personal data Provilia processes when you use the website provilia.com, contact us, book a meeting or are our client, and what we use that data for. It has been prepared in accordance with the EU General Data Protection Regulation (2016/679) and the Finnish Data Protection Act (1050/2018).

1. Controllers

Provilia is a joint service of Arctic Nexus Oy and Untamed Marketing. We act as joint controllers of personal data and are jointly responsible for data protection matters. You can exercise your rights by contacting either of us.

2. Name of the register

Provilia customer and marketing register

3. Websites related to the register

https://provilia.com

4. What personal data we process

• Enquiries: name, company name, email address, phone number, the content of your message, and the page from which and the time at which the enquiry was sent. If you ask us to remind you later, we process your email address.
• Meeting bookings: name, email address, the booked time and any information you provide when booking. Bookings are made through the Calendly service.
• Clients: names and contact details of contact persons, contract and invoicing details, and communication relating to our work together.
• Business contact persons: name, job title and work contact details collected from public sources for business-to-business communication.
• Website usage data (only with your consent): browser and device information, IP address, pages visited, the source and campaign parameters that brought you to the site, and your interactions on the site, such as button clicks.

5. Purposes and legal bases for processing

• Responding to enquiries and arranging meetings: legitimate interest and steps taken prior to entering into a contract.
• Managing the client relationship, delivering the service and invoicing: contract.
• Accounting and other statutory obligations: legal obligation.
• Website analytics and the measurement and targeting of marketing: consent.
• Business-to-business marketing and communication with business contact persons: legitimate interest. You can object to the use of your data for marketing at any time.

We do not make automated decisions or carry out profiling based on personal data that would have legal effects.

6. Our clients’ performance data

In our commission-based partnerships, we verify results using data from the client’s own booking system. For this purpose we process only the data that is strictly necessary, primarily aggregated summaries that contain no personal data. If we process personal data of our client’s end customers, we act as a processor on behalf of the client and agree on the processing with the client in a separate data processing agreement. This data is not part of this register.

7. Regular sources of data

• From you directly, when you submit a form, book a meeting or are in contact with us.
• When a client contract is concluded and during our work together.
• From your use of the website through cookies and similar technologies, based on your consent.
• From public sources, such as company websites and the Trade Register, for business-to-business communication.

8. Service providers and data transfers

We use trusted service providers that process personal data on our behalf:

• Cloudflare: website hosting and security
• Resend: delivery of form messages to our email
• Calendly: meeting bookings
• Google: email, calendar, Google Meet, Google Tag Manager, Google Analytics and Google Ads
• Trello: client project management
• Advertising platforms such as Meta, Microsoft, OpenAI, TikTok and LinkedIn: measurement and targeting of advertising, only with your consent

Some service providers are located outside the EU and EEA, in particular in the United States. In such cases, transfers are based on the EU–US Data Privacy Framework or on standard contractual clauses approved by the European Commission. Advertising platforms also process data in accordance with their own privacy policies.

We do not sell personal data or disclose it to third parties for their own marketing purposes.

9. Retention periods

• Enquiries that do not lead to a client relationship: up to 24 months from the last contact.
• Client data: for the duration of the client relationship and up to three years after it ends.
• Accounting records: for the period required by the Finnish Accounting Act.
• Cookies: for the lifetime of each cookie, which you can see in the cookie settings.

We delete or anonymise data when it is no longer needed.

10. Data security

Personal data is stored in services that can be accessed only with the controllers’ personal user accounts. We use strong authentication wherever the service allows it. Connections to the website are protected with encryption (HTTPS).

11. Your rights

You have the right to:

• be informed of what personal data we process about you and receive a copy of it
• request the correction of inaccurate data
• request the erasure of your data, unless we have a legal obligation to retain it
• request the restriction of processing or object to processing, including direct marketing
• withdraw your consent at any time. Withdrawal does not affect the lawfulness of processing carried out before it.
• receive the data you have provided in a machine-readable format and transfer it to another service

You can exercise your rights by contacting either of the contact persons listed in section 1. We will respond to your request within one month at the latest.

If you believe that the processing of your personal data infringes data protection legislation, you can lodge a complaint with the Office of the Data Protection Ombudsman in Finland (www.tietosuoja.fi).

12. Cookies

The website uses cookies and similar technologies. A cookie is a small text file that is stored in your browser.

• Essential: needed for the website to work, for example to store your cookie choice. In addition, your browser’s local storage records whether the popup has already been shown and whether a form has been submitted or a meeting booked. These are not used for tracking.
• Analytics: help us understand how the website is used. Used only with your consent.
• Marketing: enable the measurement and targeting of advertising. Used only with your consent.

You can give or withdraw your consent at any time via the Cookie settings link at the bottom of the website. Pages of other services opened through links on the website, such as Calendly, follow their own cookie policies.

13. Changes to this policy

We may update this policy when our service or the law changes. The date of the latest update is shown at the top of the policy.