Privacy Policy

This is a privacy policy and record of processing activities in accordance with the EU General Data Protection Regulation (GDPR).

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Drafted: May 7, 2025

Last updated: May 7, 2025

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Fairness & Friends Oy is committed to ensuring the confidentiality and protection of the personal data in its possession. This Privacy Policy applies to the personal data collected in our customer register (hereinafter the "Register"). This document describes the types of personal data we collect and how it is processed. For further information regarding the processing of personal data, please contact our designated contact person. We may update this Privacy Policy as necessary, for example, due to changes in legislation.

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1. Data Controller and Contact Information

Data Controller: Fairness & Friends Oy

Business ID: 3434833-9

Phone: +358 40 554 6385

Website: www.fairnessandfriends.com

Contact person for data protection matters: CEO, Fairness & Friends Oy

Email: minna.nylander@fairnessandfriends.com

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2. Name of the Register

The company's customer register, marketing register, and stakeholder register.

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3. Legal Basis and Purpose of Processing Personal Data

The purpose of the personal data contained in the customer register is to manage customer relationships and tasks related to the business operations of Fairness & Friends Oy. This includes:

• Providing, delivering, and billing products and services.

• Payment monitoring.

• Marketing, advertising, and distance selling of products and services.

• Development of business operations and services.

The processing of personal data is also based on legal obligations, such as when the controller retains customer data to comply with accounting or other mandatory legislation.

Personal data is not used for automated decision-making or profiling.

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4. Data Content of the Register

The following information may be stored in the Register:

• Name and job title.

• Company/organization.

• Contact information (phone number and email address).

• Website addresses.

• Information regarding ordered services and changes to them.

• Billing information.

• Other information related to the customer relationship and ordered services.

Personal data is stored in the Register for a maximum of 10 years from the end of the customer relationship. Please note that personal data may be stored longer if applicable legislation requires a longer retention period.

IP addresses of website visitors and cookies essential for the service's functionality are processed based on legitimate interest, for purposes such as ensuring information security and collecting statistical data on website visitors, in cases where they can be considered personal data. Consent for third-party cookies is requested separately when necessary.

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5. Regular Sources of Data

Data stored in the Register is obtained from the customer via:

• Messages sent through website forms.

• Email and telephone.

• Social media services.

• Contracts and customer meetings.

• Other situations where the customer provides their information.

Contact information for representatives of companies and other organizations is also collected from public sources, such as websites, directory services, and other companies.

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6. Regular Disclosure of Data and Transfer Outside the EU or EEA

Data is not regularly disclosed to third parties. Information may be published only to the extent agreed upon with the customer.

Personal data may be disclosed for the purposes described in this policy within the limits permitted by current legislation and authority regulations (e.g., to authorities). Our partners and subcontractors may process personal data only on our behalf for tasks related to the management of the customer relationship.

Data is not transferred outside the European Union (EU) or the European Economic Area (EEA) unless it is necessary for the provision of the service. Data will not be transferred to the United States without the express consent of the data subjects.

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7. Principles of Data Protection

Due diligence is observed in the management of the Register, and data processed through information systems is appropriately protected. When register data is stored on internet servers, the physical and digital security of the hardware is managed appropriately.

The Data Controller ensures that stored data, server access rights, and other information critical to the security of personal data are handled confidentially and only by employees whose job description requires it.

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8. Right of Access and Right to Rectification

Fairness & Friends Oy guarantees data subjects all legal rights regarding the processing of their personal data. In accordance with applicable data protection legislation, a data subject has the right to:

• Obtain information about the processing of their personal data.

• Access the personal data concerning them.

• Request the rectification of inaccurate or incorrect data and the completion of data.

• Request the erasure of their personal data from the register ("right to be forgotten").

• Exercise other rights under the EU General Data Protection Regulation, such as the restriction of processing in certain situations.

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Please note that Fairness & Friends Oy may decline a deletion request if the processing is necessary, for example, to comply with a legal obligation or to verify a contractual obligation.

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Any request for access or rectification must be submitted in writing to the Data Controller. We may request the person making the request to prove their identity if necessary. We will respond to the request within the timeframe set by the GDPR (generally within one month).

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Data subjects also have the right to lodge a complaint with the relevant supervisory authority if they believe we have not processed their personal data in accordance with applicable data protection laws.

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Office of the Data Protection Ombudsman (Finland): Postal Address: P.O. Box 800, 00521 Helsinki, Finland

Street Address: Ratapihantie 9, 6th floor, 00520 Helsinki

Switchboard: +358 29 566 6700

Email: tietosuoja@om.fi