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Privacy Policy

Maillefer Data Privacy Policy

Maillefer values the protection of personal data and the privacy and integrity of individuals when processing personal data. Maillefer processes the personal data of its customers, employees, job applicants, website visitors, and business contacts in the course of Maillefer’s daily operations. This Privacy Policy explains and clarifies how Maillfer treats the personal data collected from our website and through your communications with us, in a lawful and secure manner, in accordance with (EU) 2016/679, the General Data Protection Regulation (GDPR). This Privacy Policy also informs you of your rights regarding our use of your personal data and how we protect your personal information.

As used in this privacy policy, “Maillefer”, “us” and “we” refer to Maillefer as a group, including Maillefer International Oy and any of its affiliates that may process personal data. Maillefer International Oy is a company registered in Finland with company registration number 1942271-3 at Ensimmäinen Savu, 01510 Vantaa.  Each affiliate within Maillefer is a separate legal entity but follows the same principles and standards for the protection of personal data. Contact details to each affiliate can be found on our website, https://www.maillefer.net/en/contact/.

Scope and terms used

Personal data is the information used to identify a natural person; an identifiable natural is someone who can be identified, directly or indirectly, by reference to an identifier such as a name, location data, an identification number, an online identifier, or to one or more factors specific to the physical, genetic, physiological, mental, cultural, economic, religious or social identity of that natural person.

Our website may contain links to other third-party websites, such as LinkedIn. Maillefer is not responsible and has no liability for the privacy policies or practices of these other websites. It is recommended to review the data privacy policies of each and every website you visit.

Categories of Personal data we collect and how that data is processed

Our primary purpose is to collect information about our customers and stakeholders who are other businesses and not individual data subjects or people. As part of our sales and marketing activities, we will, however, collect and use personal data for the purposes of being able to provide our products and services to our customers and manage our customer relations. We also use personal data for the purposes of marketing, lead generation as well as hosting corporate events, online forums, and social networks, as well as employment purposes. In all our marketing activities, we offer the option to not receive direct marketing communications from us or to not receive any further marketing communications at all.

The personal data, which is collected by Maillefer, may, inter alia, include the following kind of data as well as changes to those: first name, surname, title, duty and/or other work-related information, phone number, email address, mail address, name of the company that you represent.

Sources of Information

The main part of the information is collected from yourself or from the company you represent. Personal data can also be collected from third parties, like organizations which organize a different kind of stakeholder events, or through publicly available sources such as social media channels. You may actively provide to us by filling in forms on the website. You can also visit our site to discover our products, services, companies, and worldwide presence without providing said personal information. When sending requests or requesting a callback, using some of our services, signing up for our events or webinars, looking for vacant posts, or submitting spontaneous applications on our website, you may need to provide us with certain personal information. You may also provide personal information when visiting Maillefer companies or corresponding with us via phone, e-mail, or mail, or participating in an event.

We collect non-personal information on how visitors use the site through your IP address, information about your browser settings and browser type, and how your operating system uses the pages, through your anonymized IP address. This information is processed for the legal basis of legitimate interest and is used to develop website features and content best suited for you.

Legal basis for the processing of personal data

We collect and process your personal data based on legitimate interests related to the above-explained purposes and our operations. In some instances, we may also request your consent.

The basic principles for our processing of personal data

To ensure the privacy and integrity of data subjects, our processing shall abide by the following principles:

  • Lawfulness, fairness, and transparency – We only process personal information in a lawful, fair and transparent manner in relation to the individual to whom the data concerns and ensure that the personal data processed are accurate and, where necessary, updated
  • Purpose limitation – We only process data gathered for specific, explicit, and legitimate purposes
  • Data minimization – We only process personal data required for the actual purpose of the processing
  • Storage limitation – We do not store personal data for longer than is necessary to fulfill the stated purpose or to comply with legal requirements
  • Privacy and confidentiality – We implement technical and organizational measures to protect personal data against accidental or unlawful destruction, loss, alteration, dissemination, and other prohibited processing

Retention

We do not retain personal data longer than necessary with regard to the purpose of the processing unless the data must or may be retained for a longer period of time by law. We will delete or upon notice correct any incorrect or inaccurate data.

Transfer of personal data

 Transfer within Maillefer Group

We may share personal data with other companies within Maillefer Group where necessary in connection with the purposes described in this privacy policy. For example, when providing services to a customer we may share personal data within Maillefer Group in different territories that are involved in providing the service. Maillefer Group has established an intragroup data transfer agreement to ensure that personal data is processed fairly and lawfully in each Maillefer subsidiary. Section “transfers outside the EEA” contains more information on intra-group transfers to group companies outside of the EU.

Third parties

We may share your data on a regular basis only with third-party contractors, subcontractors, and/or their subsidiaries and affiliates, service providers, and business partners that operate and process personal data as data processors on our behalf. These data processors may include IT, technology, and tools providers hosting and maintaining our data as well as possible market research partners. Other data processors may also include professional service providers such as headhunters or job applicant assessment service providers. We may also disclose personal data to professional advisers to establish, exercise, or defend our legal rights and to obtain advice in connection with running our business.

We are committed to applying adequate measures to make sure your personal data is secured reasonably and effectively in all instances, including granting access to personal data only to persons who have a reasonable requirement to access to the data to be able to perform tasks they are required to do.

We may also disclose personal data to law enforcement, regulatory or other government agencies if required under applicable laws or regulations.

Transfer to countries outside the European Economic Area (EEA)

We may transfer and store personal data in countries other than the country in which our customers are located. This includes countries outside the European Union and/or the European Economic Area (EEA) and countries that do not have laws providing specific protection for personal data. In order to ensure adequate protection of any such transferred data as required by applicable laws and regulations, we typically apply the necessary safeguards in the form of the European Commission Standard Contractual Clauses.

Security

Personal data may be stored either in hardcopy or electronic form. We recognize our obligation to safeguard the sensitive nature of all personal data and have implemented physical and cybersecurity measures in order to protect our and our customer’s information (including personal data), including detecting, investigating, and resolving security threats.

We are committed to applying protective measures to secure against the unauthorized access, modification, collection, copying, use, and disclosure of any personal data. These measures include: (i) limiting the access and uses of information to that Maillefer personnel, contractors and suppliers and persons who, for in order to be able to perform their relevant tasks need to have, on a fair and lawful basis, access to personal data; (ii) use of physical and electronic access codes and passwords to control and restrict access; (iii) training and raising awareness on relevant Employees and other personnel about data protection and privacy; (iv) applying updates and at-minimum-industry standard technical security measures.

Cookies

Cookies are small files that a website or service provider sends to the hard disk of your computer through the browser (if you allow and enable them) and which causes the site to recognize your browser and can retrieve and remember certain information.

Maillefer uses cookies to execute essential functionalities and improve the visitor experience on our website, as well as to provide social media features. Information regarding your usage of our site is shared with our social media, advertising, and analytics partners.

In addition, cookies are used for communicational purposes to improve customer communication with us as well as measuring site analytics. Cookies help us measure search results through internet search engines and provide us with information about our users to help us develop our website and online services.

If you have allowed and enabled cookies on your browser, that cookie information can also be used to improve our communication with you through e-mails, newsletters, and such.

You can choose to turn off cookies in your browser, and/or delete stored cookies in your web browser. Note that blocking cookies may affect the functionality of the site.

We use both session and permanent cookies to track the number of visitors on our sites, which pages are most frequented, and to find and assess technical issues. We use Google Analytics, and you can read more about how Google Analytics processes cookie data and how you can manage your cookie settings at https://policies.google.com/privacy/partners

If you do not agree to the use of cookies, you can disable cookies in your web browser’s security settings. You can also set your web browser to provide a warning each time a website attempts to store a cookie on your device. You can even delete previously-stored cookies from within your browser settings.

You can find more information in the web browser’s help pages about how to check which cookies are stored in your browser, how to remove them, and even how to change the settings for accepting cookies.

Legal rights in regards to the personal data

You have the right to ask us to tell you what data we at any given time store about you. Subject to local applicable laws you also have the right to:

(a) request us to erase your personal data if you deem that it should be erased, subject to applicable laws and our retention criteria;

(b) request us to restrict the use of your data or object to our processing of your personal data;

(c) request us to move your personal data over to you or to another data controller in accordance with the European Data Protection Regulation;

(d) if we have requested and you have given us your consent to process your personal data, you may have the right to withdraw that consent in accordance with applicable laws; and

(e) lodge a complaint with a relevant data protection authority if you deem that we have processed your personal data in violation of the applicable data protection laws.

We will review such requests and execute them to the fullest extent possible in accordance with applicable laws. For questions or complaints about how we process personal data, or requests to exercise your legal rights, please contact us by e-mail at Info@maillefer.net.

 

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