Data Protection Policy

This Data Protection Policy describes what personal data is collected in the Pontos Communications, Marketing and Visitor Registry and how it is processed.

Your privacy is important to us. If questions arise for you, you can always contact us with the contact details described in the next paragraph.

Who is the data controller and what contact details you can use if necessary?

Data Controller: Pontos Oy
ADDRESS: Aleksanterinkatu 46 A, 00100 Helsinki, Finland
TELEPHONE: +358 45 343 4004
E-MAIL: pontosgroup@pontos.fi

What personal data is processed and why?

We process the following personal data we receive from you:

• Name
• Email address
• Organization and work title
• Any direct correspondence with Pontos (for example feedback)
• Possible consent to the processing of personal data (where processing is based on consent)

Additionally we process the following personal data automatically through our website:

• IP address;
• Device type and model (computer, phone or tablet);
• Operating system;
• Time of visit;
• Browser type and version;
• Metadata relating to your use of the website;
• Cookie data, trackers and device identifiers.

In addition, we may collect the following information from the participants in our events:

• Phone number
• Information on food allergies

Personal data is used for Pontos communications and campaigning and marketing activities. Analytics data from our website may also be used for trend detection and quality improvement.

In addition, we use information from the participants in our events for travel, accommodation, food and security arrangements. Upon completion of the event, the processing of participants’ data may continue for campaigning and marketing purposes.

We generally process personal data relating to marketing and analytics based on our legitimate interests.

In certain cases you may be requested to grant your consent for the processing of your personal data. In this event, the legal ground for such processing is your consent. You may withdraw your consent at any time.

Who is processing the data and is it being transferred outside the EU or the European Economic Area?

Your personal data is handled primarily by the Public Relations Department of Pontos. In addition, personal data can be processed by people or service providers involved in the maintenance of the Pontos website.

When sending newsletters, we use the US-based MailChimp email service. In addition, personal data may be processed and stored in Microsoft’s Office 365 service.

When using service providers located outside of the European Economic Area, we will take steps to ensure that your personal data receives an adequate level of protection in the jurisdictions in which it is processed. We provide adequate protection for the transfers of personal data to countries outside of the European Economic Area through a series of agreements with our website providers based on the Standard Contractual Clauses and through other appropriate safeguards, including case-by-case transfer risk assessments and the use technical safeguards such as encryption.

How long will personal data be stored?

Pontos does not store personal data longer than is legally permitted and necessary for purposes for which your personal data is being processed. The storage period depends on the nature of the information and the purposes of processing.

If the processing is based on your consent and you withdraw your consent, the personal data will be deleted as soon as possible, however, no later than one month after receiving the request for withdrawal. You can make this request by emailing pontosgroup@pontos.fi.

What rights do you have?

You can ask us at any time

• to confirm whether or not we are processing personal data relating to you, and to request a copy of it
• to correct any incorrect personal data
• to delete your personal data
• to limit/object the processing of your personal data.

You can cancel newsletters at any time by clicking on the link at the end of the newsletter. Other requests referred to in this paragraph and the withdrawal of consent for the processing of personal data can be made by emailing pontosgroup@pontos.fi.

If you are not satisfied with the solution we have reached on the basis of your request, or believe that your data protection rights have been violated, you may lodge a complaint with the national data protection authority. In Finland, the Data Protection Authority is served by the Office of the Data Protection Ombudsman.

Notwithstanding any consent granted beforehand for the purposes of direct marketing, you have the right to prohibit us from using your personal data for direct marketing purposes, market research and profiling made for direct marketing purposes by contacting us on the addresses indicated above.

Amendments to this Data Protection Policy

This Data Protection Policy may be updated from time to time, for example as applicable legislation changes. This Data Protection Policy was last updated on March 30th 2022.