Purpose of This Document
The purpose of this document is to outline the practices of HL Group Oy regarding the processing of personal data belonging to our customers, suppliers, and partners. We respect the privacy of our customers and therefore wish to explain how you can also influence the processing of your personal data.
Primarily, we use personal data for:
- Smooth delivery of our services
- Targeted sales and marketing
- Developing and improving our operations.
HL Group Customer Registry
Who collects the data?
HL Group Oy (Business ID: 0108731-2)
Hiekkakiventie 5, 00710 Helsinki
What data is collected?
We may collect the following personal data:
- Name
- Position/Title
- Contact details: the company of employment, phone number, email address
- Information related to customer relationship management, such as feedback, memos, order and communication history.
We do not collect personal identification numbers of private individuals.
Processing and Content of Personal Data
We use personal data for:
- Sales
- Efficient management of customer relationships
- Production, handling, and archiving of orders
- Customer communication
- Developing our operations
- Implementing effective and targeted marketing
- Organizing events
In summary, we process personal data to conduct typical business activities in line with good practices.
Customers may terminate their relationship with HL Group at any time by requesting the closure of their user account or terminating their contracts. In such cases, we retain personal data only for the time necessary to manage the termination process and associated matters. We do not store personal data longer than legally permitted.
Legal Basis
We process personal data lawfully and only as necessary when there is a legal basis for doing so. We retain personal data only as long as required to fulfill the purposes described in this statement. Some data may be retained longer if necessary to meet legal obligations, such as accounting or sales-related responsibilities.
All personal data is protected against unauthorized access and accidental or unlawful destruction, alteration, disclosure, transfer, or other unlawful processing.
Our data processing practices comply with the requirements of the EU General Data Protection Regulation (GDPR) effective from May 25, 2018. Access to personal data is monitored according to best practices.
Access to and Rectification of Stored Personal Data
Individuals have the right to:
- Inspect their personal data and receive a copy of it
- Request rectification or deletion of their personal data
- Under certain conditions, request restriction of processing or object to the processing of their personal data.
To exercise these rights, contact us at hlgroup@hlgroup.fi. Your request must be sufficiently detailed to verify your identity.
In some cases, legal obligations or rights may prevent us from deleting certain data. In such instances, we will inform the individual concerned.
If you identify deficiencies or unlawful processing, you have the right to file a complaint with the data protection authority.
Data Deletion
Upon request, personal data concerning a customer or supplier can be deleted or anonymized. After such a request, the data will no longer be used for the purposes listed in this statement.
Certain data may be subject to longer retention periods due to legal requirements or contracts, for example:
- Accounting laws stipulate longer retention periods regardless of whether the material contains personal data.
- System log data is collected and stored as required by law to ensure a lawful and secure website.
- At the customer’s request, certain data or websites may be retained online for additional years.
We reserve the right to ensure smooth customer relationship management after the deletion of personal data, meaning HL Group must maintain at least one contact person with their personal details for each customer/supplier company.
Right to Appeal
If a customer believes that the processing of their personal data conflicts with regulations, they have the right to file a complaint.
Customers also have the right to withdraw their consent for personal data processing at any time.
Data Disclosure
We aim to avoid disclosing data to third parties. However, in certain cases, this is necessary, as we use third-party software to ensure efficient operations. If data is disclosed to third parties, it is done in compliance with the law and involves minimal data sharing.
Data may be disclosed for:
- Project advancement
- Customer relationship management
- HL Group’s own marketing purposes.
Under no circumstances does HL Group disclose customer email addresses to third parties. Newsletter and email communications are sent in a manner that ensures email addresses are not visible to other recipients. If a customer does not wish to provide an email address, we respect this decision.
Customers can easily unsubscribe from our newsletters by clicking the link in the email, such as “Don’t want to receive our emails anymore? Click here to unsubscribe.” Clicking this link will immediately stop the delivery of newsletters.
Data Retention and Protection
Personal data is retained with restricted access, limited to employees with a justified reason. Access to the company’s network and data requires user authentication, including usernames and passwords. We employ firewalls and antivirus programs to ensure data security.
Cookies
HL Group’s website does not use cookies for targeted marketing.
A cookie is a small text file sent to and stored on a user’s computer. Cookies do not harm users’ computers or files.
HL Group collects data via cookies from website visitors to improve site functionality, content, and business operations, as well as to target marketing.
Browsers typically allow users to prevent the storage of cookies. Check your browser settings if you wish to do so. Note that cookies may be necessary for certain services to function properly.
While it is theoretically possible to identify individual visitors through cookies, we do not engage in such practices. HL Group uses cookies to generate visitor statistics through web analytics software and, potentially, for retargeting purposes.
In retargeting, individuals may see ads based on their browsing history. Even in such cases, we do not know which pages specific visitors have browsed.