Privacy notice

This notice explains how Invinite Oy processes personal data when you contact us, act as a contact person for a customer or partner, apply for a job with us or use our website. It is the information required by Articles 13 and 14 of the EU General Data Protection Regulation.

1. Controller

Invinite Oy, business ID 3347903-8
Peltokatu 34 B, 33100 Tampere, Finland
info@invinite.fi

Data protection officer: Tuukka Arola, CTO, info@invinite.fi

2. What the data is used for

Enquiries

Data: name, email address, organisation and the content of the message. Purpose: to respond to the enquiry and prepare possible cooperation. Messages sent through the contact form are stored in HubSpot customer relationship management. Legal basis: legitimate interest (responding to the enquiry) and steps taken at your request prior to entering into a contract. Retention: for as long as the matter is open, at most 24 months from the enquiry. If the enquiry leads to a customer relationship, the data is transferred to the customer records.

Customers and partners

Data: the contact person’s name, job title, organisation and contact details, the history of communication, and contract and invoicing details. Purpose: preparing and performing offers and contracts, communication and invoicing. Legal basis: legitimate interest (managing the customer or partner relationship), the contract, and statutory obligations such as accounting. Retention: for the duration of the relationship and 3 years after it ends. Accounting records are kept for the period required by the Accounting Act.

Job applicants

Data: the information you provide in your application and its attachments, such as contact details, education, work history and skills, and notes made in interviews. Purpose: recruitment and responding to open applications. Legal basis: steps taken at your request prior to entering into a contract and legitimate interest (recruitment). Retention: at most 12 months from the receipt of the application or the end of the recruitment, unless otherwise agreed. If you are hired, the necessary data is transferred to human resources administration.

We collect the data primarily from you. We contact referees only with your consent. Personality and aptitude assessments, personal credit data or security clearances are used only under the conditions laid down in law, and you are informed of them in advance.

Website

The site uses no cookies and no analytics or advertising tracking (see Cookies).

Data: IP address, browser identifier, requested address and time in the server’s technical logs. Purpose: the security of the site and the prevention of misuse. Legal basis: legitimate interest (security). Retention: 30 days.

LinkedIn company page

We maintain a company page on LinkedIn. LinkedIn provides us with aggregated statistics on the use of the page, and for these statistics Invinite and LinkedIn are joint controllers. We cannot see individual users in the statistics. LinkedIn’s other processing of data is described in its own privacy policy.

Assignments on behalf of customers

When we carry out an assignment for a customer, such as a study, interviews or the development of a data platform, the controller is usually the customer. Invinite then processes personal data on the customer’s behalf and according to its instructions. This processing is described in a separate privacy notice that you receive in connection with the assignment.

3. Where the data comes from

Mainly from you: messages, the contact form, meetings, events, contracts and applications. The details of organisations’ contact persons may also be obtained from the organisation itself and from public sources such as the organisation’s website and the Trade Register. Website log data is generated when a browser requests pages.

4. Recipients and service providers

We do not sell data or disclose it to third parties for marketing. We use service providers that process data on our behalf under a contract:

• Hetzner: the website’s servers in Finland
• HubSpot: the contact form and customer relationship management
• Microsoft: email, office software and Azure cloud services
• providers of accounting and payroll services.

Data is disclosed to authorities only when the law requires it.

5. Transfers outside the EU and the EEA

We store the data in the EU. The website runs on Hetzner’s servers in Finland, and HubSpot stores our data in an EU data centre. HubSpot and Microsoft belong to US-based groups, and data may be processed outside the EU and the EEA, for example in support and security services. Transfers are based on the European Commission’s adequacy decision (the EU–US Data Privacy Framework, where the recipient has committed to it) or on the Commission’s standard contractual clauses.

6. Data security

Data is processed only by the people whose duties require it, and they are bound by confidentiality. The systems are protected with access rights and personal credentials. Data processing agreements are in place with the service providers.

7. Your rights

You have the right to

• know whether we process your data and to receive a copy of the data
• request the correction of inaccurate data
• request the erasure of data
• request the restriction of processing
• transfer the data you have provided from one system to another, where the processing is based on a contract or consent and is carried out automatically
• withdraw your consent, where the processing is based on consent.

The right to object. You may object to processing based on legitimate interest on grounds relating to your particular situation. You may prohibit the use of your data for direct marketing at any time.

Send requests to the data protection officer at info@invinite.fi. We respond within one month at the latest. We may need to verify your identity.

8. Automated decision-making

We do not make decisions about you based solely on automated processing, and we do not profile.

9. Complaints to the supervisory authority

If you consider that we process your data in breach of data protection law, you may lodge a complaint with the Office of the Data Protection Ombudsman (tietosuoja.fi).

10. Changes

We update this notice when the processing changes. The date of the update is at the top of the page.