Privacy policy

We collect personal information from our website, online services, interactions with customers, potential hires, partners, and other sources. We gather this information to support our business operations and to enhance the services and experiences we provide to everyone we engage with.

Our customer database, known as the "Business partner registry," is dedicated to managing the data of our past, current, and potential business partners. Additionally, we have another register, referred to as the "Recruitment registry," which handles the data of potential future employees and hires.

Registry holder and point of contact

Kodan Oy
Vilhonkatu 5, 00100 Helsinki, Finland
Phone: +358 (0)44 552 5952
marko.loukkola@kodan.fi

Recruitment registry

The recruitment registry of Kodan Oy is designed to manage and keep track of job applications and information of potential hires.

When an applicant provides their data, it will be securely stored for a period of two (2) years. Confidentiality is maintained, and only individuals involved in the recruitment process have access to this data. If an applicant grants permission, their information can be stored for a longer duration beyond the initial two-year period.

Contents of the registry

We collect various types of information from applicants, including their basic details like name and contact information. The information we collect includes essential information such as email address and phone number. Additionally, we gather data related to education, work experience, and the applicant's preferences for their prospective job.

We also take note of the applicant's experience, competence profile, and interview observations. Any additional information provided by the applicant is also recorded.

Data protection principles

We treat all personal information as confidential and ensure that only a restricted group of Kodan Oy employees have access to the registry for recruitment purposes. The registry holder and its partners have implemented necessary security measures to protect the network and equipment.

Information within the registry is not shared with external parties outside of Kodan Oy.

Candidate information is stored in Trello, a cloud service based in the US. In certain cases, applicant data may be transferred outside the EU/EEa to fulfill the application processing requirements. When data needs to be transferred outside the European Union (EU) or the European Economic Area (EEA), Kodan ensures the use of suitable safeguards.

Information removal and inquiries

Applicants have the right to access, correct, or request the removal of their personal data stored in the registry. If you would like to exercise these rights, please send your requests to the email address of the point of contact.

Business partner registry

The business partner registry of Kodan Oy has been created to manage our current, past, and potential business partners. We utilize customer and partner management databases that assist us in organizing sales, project management, marketing activities, and maintaining business partner relationships.

Our primary method of data collection is through direct contact with the individuals representing our business partners. Additionally, we may gather personal data from the companies and other legal entities represented by our business partner contact persons, as well as from their respective websites. Furthermore, we may obtain personal data from other public sources or third-party providers.

Contents of the registry

We gather a range of information about our business partner contact persons, including basic details such as names, email addresses, and phone numbers. Additionally, we may collect information regarding any prior discussions that the business partner contact persons may have had with Kodan Oy, whether through phone calls, emails, or other communication channels.

Data protection principles

We treat all personal information as confidential and ensure that only a restricted group of Kodan Oy employees have access to the registry for sales, project management, and marketing purposes. The registry holder and its partners have implemented necessary security measures to protect the network and equipment.

Information contained within the registry is not shared with external parties beyond Kodan Oy.

We may use third-party service providers and utilize their digital services to assist in managing our customer and partner databases. As a result of utilizing SaaS-based CRM software and similar services, it is possible that the personal data of our business partner contact persons may be transferred to countries outside the European Union (EU) and the European Economic Area (EEA), including the United States.

When data needs to be transferred outside the European Union (EU) or the European Economic Area (EEA), Kodan ensures the implementation of appropriate safety measures.

Information removal and inquiries

Business partner contacts have the right to access, correct, or request the removal of their personal data stored in the registry. If you would like to exercise these rights, please send your requests to the email address of the point of contact.

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