Privacy Policy

1. General

This Privacy Policy describes how personal data is processed by Termex-Eriste Oy and its subsidiary Vintit Kuntoon Oy. This Privacy Policy applies to the controller’s and its subsidiary’s websites, the delivery of products and services, customer relationship management, and marketing. This Privacy Policy also applies to subcontracting and other stakeholder cooperation. In addition to consumer customers, this Privacy Policy also applies to the processing of personal data relating to business customers.

We comply with applicable data protection legislation when processing personal data. Data protection legislation refers to the applicable data protection laws, such as the European Union General Data Protection Regulation (2016/679) (“GDPR”) and the Finnish Data Protection Act (1050/2018). Any data protection-related terms not defined in this Privacy Policy shall be interpreted in accordance with applicable data protection legislation. Personal data means any information relating to an identified or identifiable natural person (“data subject”), as more specifically defined in the GDPR. Information from which a data subject cannot be identified directly or indirectly does not constitute personal data.

2. Controllers and Contact Information

For the purposes of this Privacy Policy, Termex-Eriste Oy acts as the data controller.

Depending on the processing situation, the subsidiary Vintit Kuntoon Oy may also act as a data controller.

Data Controller: Termex-Eriste Oy

Business ID: 0711231-2
Address: Ilolantie 14, FI-43100 SAARIJÄRVI, Finland
Email: termex@termex.fi
Telephone: +358 207 809 880

Subsidiary: Vintit Kuntoon Oy

Business ID: 2275894-7
Address: Ilolantie 14, FI-43100 SAARIJÄRVI, Finland
Telephone: +358 207 809 880

3. Data Subjects

The categories of data subjects whose personal data may be processed include:

• Representatives of customer companies and consumer customers
• Individuals who have submitted contact requests
• Potential customers (consumer customers and representatives of business customers)
• Suppliers, service providers, other business partners, and their representatives
• Website visitors and users of other electronic services

Responses provided through the chat service may be generated using artificial intelligence. Conversations are stored for the purposes of providing customer service, handling inquiries, and improving our services. Users are requested not to enter sensitive personal data into the chat, such as personal identity numbers, health information, or payment card details.

4. Purposes and Legal Bases for Processing Personal Data

We process only such personal data as is necessary for the relevant purpose. The main purposes are described below:

1. Delivery of products and services, entering into customer agreements, processing orders, and verifying business transactions.
2. Customer service and communication, customer satisfaction surveys, and prize draws.
3. Invoicing, credit decisions, and debt collection.
4. Marketing (including market research), other promotional activities and event organization, marketing references, analyses, statistical reporting, and measuring marketing effectiveness.
5. Direct marketing, including electronic direct marketing and telemarketing, planning and measuring the effectiveness of advertising and marketing, and combining and updating personal data for direct marketing purposes.
6. Managing stakeholder relationships and cooperation with subcontractors and service providers.
7. Improving the user experience of our website and other services, monitoring website traffic, and targeting marketing through cookies and similar tracking technologies.
8. Compliance with legal obligations (for example, accounting and tax legislation).
9. Internal and group reporting and other administrative measures, business planning, and the training of personnel and stakeholders.
10. Handling warranty claims and liability for defects, processing complaints, and managing legal and regulatory proceedings.
11. Prevention and investigation of misuse, ensuring information security, and safeguarding the security of individuals, property, and occupational safety.
12. Where we process personal data to deliver products and services, enter into customer agreements, and fulfil orders and related obligations, the legal basis for processing is the performance of a contract or the preparation of a contract.
13. Processing may also be based on the legitimate interests of the controller or a third party. Legitimate interests include, for example, customer relationship management, customer communications, marketing (including direct marketing), reporting, business development, training, complaint handling, and legal proceedings. When relying on legitimate interests, we balance the benefits of processing against any potential impact on the data subject and conclude that the rights and interests of data subjects do not override those legitimate interests. Further information regarding processing based on legitimate interests is available upon request.
14. Where personal data is processed to comply with legal requirements, the legal basis is compliance with a legal obligation.
15. Processing personal data required for sending newsletters and other electronic direct marketing is based on the data subject’s consent, as required by law.

5. Categories of Personal Data and Sources of Data

The personal data we process may include:

1. Identification and contact information, such as the name and contact details of the customer or the customer’s representative.
2. Information relating to products and services and related orders, such as order records, delivery schedules, and information relating to agreements, financing, customer communications, and complaints.
3. Information relating to marketing (including direct marketing) and events, as well as consents and objections provided by the data subject. Examples include contact details of customers and prospective customers for marketing purposes, information collected in connection with events, materials made available on our website, newsletter subscriptions, and direct marketing consents and opt-outs.
4. Information relating to the use of websites and other electronic services (IP address, device, browser and operating system information, and registration details).

Personal data is necessary, for example, for fulfilling orders, providing services, managing customer relationships, communications and sales activities, organizing events, and complying with legal obligations. Information collected through cookies is voluntary insofar as it concerns data collected through non-essential cookies.

We collect personal data when, for example, you interact with us, purchase or order our products or services either personally or on behalf of an organization you represent, visit our websites or other electronic services, subscribe to our newsletter or other materials available on our websites, respond to customer satisfaction surveys, or otherwise contact us.

We also receive personal data from external sources, such as public registers maintained by authorities and, for direct marketing purposes, from private register service providers.

Personal data may also be received from Vintit Kuntoon Oy or from our contractual partners, such as authorized Termex Insulation Service Entrepreneurs.

Website chatbot and contact forms: When you use our website chat service or fill in a contact form, we process the contact information you provide as well as the content of the conversation or form. Chat responses are generated using artificial intelligence, and conversations are stored for the purpose of handling inquiries and improving service quality. We also inform users of this in the chat window before a conversation begins.

6. Retention of Personal Data

We retain personal data for as long as necessary to fulfil the purposes described in this Privacy Policy and at least for the period required by law (for example, obligations relating to accounting or reporting requirements), or for the purpose of handling litigation or similar disputes. When personal data is no longer needed for the purposes for which it was collected or otherwise processed, it will be deleted or anonymized within a reasonable period, and no later than 10 years after the customer’s last contact.

Personal data obtained from external register service providers is retained in accordance with the agreement concluded with the party providing such personal data.

Notwithstanding the above, personal data may be retained for as long as necessary if needed for investigating complaints, disputes, litigation, or similar matters.

Further information regarding retention periods and retention criteria is available upon request.

Chat conversation content is deleted after 90 days. After that, only statistical information, such as the number of messages and the language used, is retained, and such data cannot be used to identify an individual. If the conversation results in a contact request, the related information is retained in accordance with the retention periods applicable to customer data.