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Privacy Statement

Introduction

Fastems Group (“Fastems” or “we”) is strongly committed to protecting your personal data. We always process personal data in accordance with applicable legislation. This privacy statement describes why and how we collect and use personal data in a transparent way and provides information about individuals’ rights based on the European Union data protection laws.

Information given in this privacy statement applies to personal data provided to us, both by individuals themselves or by others. It also applies to such personal data we may collect from public registers and other reliable external sources. We may use personal data provided to us or gathered by us for any of the purposes described in this privacy statement or as otherwise stated at the point of collection. We do not process personal data for any other purposes than those for which it was collected in the first place.

Personal data is any information relating to an identified or identifiable living person. Fastems processes personal data for purposes defined in detail in this privacy statement, and the means of collection, lawful basis of processing, use, disclosure, and retention periods for each purpose may differ as described in detail below.

To find out more about our specific processing activities, please go to the relevant sections of this statement.

 

Data Controller and contact information

From data subject’s perspective, the local Fastems group company with whom the data subject is or has been in contact with or otherwise has the closest relationship with, is the data controller of the respective data subject’s personal data.

If you have any questions about this privacy statement or how and why we process personal data, please contact us at:

Data Privacy Specialist

Fastems Oy Ab

Tuotekatu 4

33840 Tampere

Email: privacy@fastems.com

Phone: +358 (0)3 268 5111

 

1. Data sources, groups and legal basis of processing

In this privacy statement we describe in more detail the processing of personal data by Fastems divided into following functions:

  1. Fastems’ websites and other internet services provided by us
  2. Marketing automation software
  3. Customer relationship management (CRM) software.

1.1. Data you have provided to us

In connection with contact inquiries, subscriptions, surveys, polls or other such relationship, we collect personal data that you have provided to us including e.g.:

  • Contact details (name, address, telephone number, e-mail address, city of residence and country of origin etc.)
  • Possible feedback and inquiry messages provided by you
  • Any other information that may be provided by you

All processing of the data provided to us by you is based on your consent if so required by applicable legislation or Fastems’ legitimate interests in connection with the abovementioned purposes.

We may also combine this data with other personal data we have about you as described below in section 3.2, 3.3 and 3.4.

1.2. Data about your online usage and cookies

If you have given personal information about yourself to us using e.g. our website form and also accepted this privacy policy, we may, when you are visiting Fastems’ websites or interact with our online ads, collect observed data about your online usage and combine it with other personal data we may have about you. The data includes e.g. data which has been collected by using cookies and other similar technologies, such as the pages browsed by the user, the sites the user accessed Fastems’ websites from, the device model, individual device and/or cookie identifier, the channel through which the service is accessed (web browser, mobile browser, application), browser version, IP address, session identifier, session time and duration, geographical location data, date and time, screen resolution, operating system, clicks, scrolling and mouse movements.

The legal grounds for data processing are your consent and Fastems’ legitimate interests relating to the abovementioned purposes. When required by applicable laws, Fastems will request data subject’s consent for personal data processing e.g. by using a cookie banner.

1.3. Customer relationship

In this case, the personal data has been obtained in connection with their use of Fastems’ products and services. Personal data may also originate from Fastems’ representatives based on their business interactions with the data subjects. Following information is collected and processed in connection with Fastems Customer Relationship Management (CRM):

  • name
  • title
  • e-mail
  • mobile phone number
  • address
  • language
  • possible other information relevant for the business relationship

Processing of personal data is necessary for the performance of sales contracts to which the customer company is a party. Further, processing of personal data is necessary for the legitimate interests pursued by Fastems relating to its regular business purposes. When required by applicable laws, Fastems will request data subject’s consent for personal data processing. We can combine this data with other personal data we have about you.

1.4. Other sources

In certain cases, Fastems may collect personal data also from public registers and other reliable external sources. We may combine this information with personal data provided by you. This helps us update, expand, and analyze our records, identify new customers, and create more tailored advertising to provide services that may be of interest to you. The personal data we collect from other sources includes identifiers, professional or employment-related information or commercial information. In particular, we collect such personal data from the following sources:

  • Third party providers of business contact information, including mailing addresses, job titles, email addresses, phone numbers, company website addresses or LinkedIn URLs.
  • Another individual at your organization who may provide us with your business contact information for the purposes of obtaining services.

Processing of personal data is necessary for the legitimate interests pursued by Fastems relating to its regular business purposes. When required by applicable laws, Fastems will request data subject’s consent for personal data processing. We can combine this data with other personal data we have about you.

 

2. The purpose of data processing

2.1. In the context of website and marketing automation

The purpose of processing of personal data collected via our websites, sometimes also using our marketing automation software, is to:

  • ensure an efficient and secure use of the Fastems website;
  • develop the website for a better quality and broader scope of services;
  • improve our services to you;
  • contacting you;
  • conduct research and collect statistics
  • Identifying customer opportunities: We process your personal data to assess new potential customer opportunities to the extent that it is in our legitimate interest to ensure that we are meeting the demands of our customers and their users’ experiences;
  • Displaying personalized advertisements and content: We process your personal data to conduct marketing research, advertise, provide personalized information about us on and off our websites and provide other personalized content based upon your activities and interests to the extent necessary for our legitimate interest in advertising on our websites or, where necessary, to the extent you have provided your prior consent to.
  • Sending marketing communications: We will process your personal data or device and usage data, which in some cases may be associated with your personal data, to send you marketing information, product recommendations and other non-transactional communications (e.g., marketing newsletters, telemarketing calls, SMS, or push notifications) about us and our affiliates and partners, including information about our products, promotions or events as necessary for our legitimate interest in conducting direct marketing or to the extent you have provided your prior consent.

2.2. In the context of CRM

The purpose for Fastems to process your personal data is to facilitate Fastems’ business, support sales activities, manage deliveries, maintenance services and invoicing, contacting customers for contract management and marketing purposes and otherwise maintaining the customer relationship. Fastems may also use personal data to handle incidents and claims as well as provide assistance as requested by customer.

Fastems may contact the data subjects for conducting customer experience surveys. In order to improve its services Fastems would like to receive the survey responses including the customer’s contact person’s name. The processing of your name and any other personal data in connection with customer loyalty surveys is based on your consent. All answers and data collected in connection with such surveys will be classified as confidential within Fastems and adequate security measures are employed when handling and transferring the data.

We may also combine (including import/export) data between our CRM and marketing automation software.

 

3. Retention period

Personal data retention is evaluated constantly but in principle the data is stored as long as it is necessary and/or relevant in the abovementioned purposes. We may also retain personal data for longer periods to the extent that is needed for defending or asserting legal claims. The storage period depends on the personal data in question. Thereafter the data is deleted automatically or made anonymous so that the data subject is no longer identifiable.

 

4. Security

We take the security of all the data we hold and process very seriously. Fastems has taken appropriate technical and organizational measures to keep all personal data secured and we follow technical development constantly to keep the security standards up to date. We have a framework of policies, procedures and training in place covering data protection, confidentiality and security and regularly review the appropriateness of the measures we have in place to keep the data we hold secure.

When data is stored on servers connected to the internet, their physical and digital data security is always appropriately ensured. Fastems ensures that the stored data, the server access credentials and other information that is critical in terms of the security of personal data is processed confidentially and only by those employees who are authorized to have access to such data in connection with their employment obligations.

 

5. When and how we transfer personal data and recipients of personal data

We will only share personal data with other parties if we are legally permitted to do so and when it is necessary in order to perform our services. When we share data with other parties, we put contractual arrangements and security mechanisms in place to protect the data and to comply with our data protection, confidentiality and security standards as well as applicable legal requirements.

We are a global group of companies and we use third parties located also in other countries to help us run our business and may also share certain relevant data with the group companies. Fastems may also use third-party service providers in processing the personal data. However, such service providers are strictly obligated to process personal data only in accordance with applicable laws and our instructions. As a result, personal data may also be transferred outside the countries where we and our clients are located. This includes data transfers to third countries outside the European Union (“EU”) and European Economic Area (“EEA”). We have taken steps to ensure all personal data is transferred only provided that adequate safety measures are introduced and that all transfers of personal data outside the EU/EEA are done lawfully.

Where we transfer personal data outside of the EU/EEA to a third country not determined by the European Commission as providing an adequate level of protection for personal data, the transfers will be made e.g. under an agreement which covers the EU requirements for the transfer of personal data outside the EU/EEA, such as the European Commission approved standard contractual clauses. Further information in connection with the transfers and safeguard methods in use is available by emailing us at privacy@fastems.com.

Personal data processed by us may be transferred to:

  • Other companies in Fastems Group

We may share personal data with other group companies where necessary for administrative purposes and to provide professional services to our clients. Our business contacts are visible to and used by Fastems’ employees among Fastems Group companies to learn more about a contact, client or opportunity they have an interest in.

You may find further information of Fastems Group here: www.fastems.com/contact/

  • Third party organisations that provide applications/functionality, data processing or IT services to us

We use third parties to support us in providing our services and to help provide, run and manage our internal IT systems. For example, providers of information technology, cloud based software as a service providers, identity management, website hosting and management, data analysis, data back-up, security and storage services.

  • Third party organisations that otherwise assist us in providing goods, services or information

 

  • Auditors and other professional advisers

 

  • Law enforcement or other government and regulatory agencies or to other third parties as required by, and in accordance with, applicable law or regulation

Occasionally, we may receive requests from third parties with authority to obtain disclosure of personal data, such as to check that we are complying with applicable law and regulation, to investigate an alleged crime, to establish, exercise or defend legal rights. We will only fulfill requests for personal data where we are permitted to do so in accordance with applicable law or regulation.

 

6. Changes to this privacy statement

We recognize that transparency is an ongoing responsibility, so we will keep this privacy statement under regular review and update it when necessary. All changes to the privacy statement shall be informed on Fastems’ website.

This privacy statement was last updated on 24 May 2021.

 

7. Your rights and how to exercise them

You have certain rights over your personal data being processed by Fastems and Fastems as a data controller is responsible for fulfilling these rights in accordance with the applicable legislation. In cases, where we decide how and why personal data is processed, we are the data controller and include further information about the rights that individuals have and how to exercise them below.

If you wish to exercise any of these rights described herein in this Section 9, please send email to privacy@fastems.com.

 

  • Access to personal data

You have a right of access to personal data processed and held by us as a data controller. This right may be exercised by emailing us at privacy@fastems.com.

  • Amendment of personal data

To update personal data submitted to us, you may email us at privacy@fastems.com.

When practically possible, once we are informed that any personal data processed by us is no longer accurate, we will make corrections (where appropriate) based on your updated information.

  • Withdrawal of consent

Where we process personal data based on your consent, you have a right to withdraw consent at any time. Kindly note that we often process personal data on another legal basis than your consent. To withdraw your consent concerning the processing of your personal data, please email us at privacy@fastems.com or, to stop receiving an email from a Fastems marketing list, please click on the unsubscribe link in the relevant email received from us.

  • Other data subject rights

This privacy statement is intended to provide information about what personal data we collect about you and how it is used. In addition to the rights referred to above, individuals may have other rights in relation to the personal data we hold and process, such as a right to erasure/deletion, right to restrict or object to our processing of personal data and the right to data portability in accordance with applicable legislation. If you wish to exercise any of these rights described herein, please send email to privacy@fastems.com. Please include all relevant information to your request in order to identify the relevant data or a circumstance relating to objection.

Fastems may refuse your request or require a reasonable fee for fulfilling your request if the request is manifestly unfounded or excessive or Fastems has other legitimate grounds for refusing the request. Such legitimate grounds could prevent Fastems from deleting personal data based on applicable legal requirements. Fastems may also need to retain the data to be able to fulfil its contractual obligations.

Please note, that if Fastems deletes your personal data as requested, Fastems may not be able to perform the services you would like to use or have previously ordered or requested or provide you the content you would like to download or receive.

  • Complaints

We hope that you won’t ever need to, but if you do want to complain about our use of personal data, please send an email with the details of your complaint to privacy@fastems.com. We will look into and respond to any complaints we receive.

In case you have concerns or remarks regarding Fastems’ processing activities, you also have the right to lodge a complaint with the relevant supervisory authority.