Data protection and register statement in accordance with the General  Data Protection Regulation  on the protection of natural persons with regard to the processing of personal data and on the free movement of such data.

Registrar

Our online store is located at: https://kotivara.net. Our company name is Silent Consulting Oy and its business ID is 3487080-5. Juha Jokiranta is responsible for data protection matters; asiakaspalvelut@kotivara.net

Register name

Kotivara.net customer, order, billing, and marketing data register.

Principles governing the processing of personal data

We comply with the following requirements regarding personal data:

• Personal data must be processed lawfully, appropriately and transparently from the perspective of the data subject (lawfulness, reasonableness and transparency)
• Personal data must be collected for specified, explicit and legitimate purposes and not further processed in a manner incompatible with those purposes; further processing for archiving purposes in the public interest or for scientific or historical research purposes or statistical purposes shall not be considered incompatible with the initial purposes in accordance with Article 89(1) (purpose limitation)
• Personal data must be adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed (data minimisation)
• Personal data must be accurate and, where necessary, kept up to date; all reasonable steps must be taken to ensure that personal data that are inaccurate or incorrect, having regard to the purposes of the processing, are erased or rectified without delay (accuracy)
• Personal data shall be kept in a form which permits identification of the data subject only for as long as is necessary for the purposes of the processing; personal data may be stored for longer periods where the personal data are processed solely for archiving purposes in the public interest, or for scientific or historical research purposes or statistical purposes in accordance with Article 89(1), provided that appropriate technical and organisational measures required by this Regulation are implemented to safeguard the rights and freedoms of the data subject (storage limitation)
• Personal data must be processed in a manner that ensures appropriate security of the personal data, including protection against unauthorized and unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organizational measures (integrity and confidentiality).

Purpose of the register

The purpose of the register is to maintain customer contact, customer and business relationships, and to develop and use it for reporting and statistical purposes. Kotivara.net uses this and other information generated during the customer relationship to plan product and service offerings and to target the offering. Personal data is used within the framework permitted and required by the Personal Data Act. The register is never disclosed to external parties.

The email address of those who subscribe to the newsletter will be used solely for sending the newsletter. The information of those who fill out the contact form will be used to respond to the contact.

Information contained in the register

The customer register consists of a few separate registers compiled according to their main purpose. Together, these customer data form the data sets stored about the customer as follows:

• Customer contact information and information enabling ordering: first and last name, street address, postal code, city, country, telephone number, email address. For corporate, association and community customers, also company name and business ID.
• Billing address and other billing information
• Possible consent to send newsletters
• Information about customer orders, deliveries and returns
• Identifiers required to log in to the service
• IP address information or other identifier
• Other textual information related to the customer relationship, such as the purpose of the contact request or the desired delivery time for the order

The registered person’s personal data will be deleted upon the user’s request.

Disclosure and transfer of information

The information will not be shared with anyone, except when required by authorities. Due to the processing of the information, some of the information may be located with our service providers.

Regular data sources

The contact and customer information in the register is obtained from the notifications made by the customer to the controller at the time of the creation of the customer relationship and during its existence. A customer relationship is created when the customer registers on our website, places an order or subscribes to the newsletter. A customer relationship can also be started at the customer’s request, even based on a telephone conversation.

For electronic direct marketing (email and text message marketing), the customer is asked for separate consent in accordance with the Personal Data Act. 

The anonymous web analytics we use

We may use the following tools and services to collect anonymous, roaming information:

Google Analytics: https://analytics.google.com/analytics/web/

Google Remarketing: https://support.google.com/adwords/answer/2453998?hl=en

Facebook Pixel: https://www.facebook.com/business/a/facebook-pixel

Cookies

Like many other companies, we use cookies on our website. A cookie is a small text file that is sent to and stored on the user’s computer and is used to track visitor traffic, improve the quality of the service, and target advertising. We use cookies for statistical purposes only, and cookies do not collect personally identifiable information.

Cookies and other similar technologies do not harm the visitor’s terminal device or files. The use of cookies is safe and cannot carry viruses. It is good to note that the use of cookies is such an established practice that some of the website features may not function properly if essential cookies are not accepted in the browser settings. If you wish, you can completely disable the use of cookies in your internet browser settings, but disabling cookies may affect the proper functioning of the online store. You can choose from our cookie settings whether you only accept essential cookies or also diagnostic and marketing cookies.

Cookies may be used to target our advertising on external websites, for example, based on which pages of our store you have visited. The general information we obtain from cookies also allows us to analyze and improve our site and service.

In order to develop the website and target our advertising, we use service providers, who in turn also use cookies. However, the information collected in cookies is anonymous and is not intended to collect personal data. Our store uses both session and persistent cookies. Session cookies expire when the user closes the browser. Persistent cookies are stored for a longer period of time. You can always see which cookies are stored on your device and when they expire in your browser settings.

To collect statistics, we use the statistical tool Google Analytics, which uses cookies and web beacons.

Edit your personal cookie settings: 

FunctionalAlways activeSettingsSettingsStatisticsStatistics

Registry protection

The right to use the register requires separately granted special access rights. The right to use is limited only to the information necessary for the person’s work tasks and requires the use of personal user IDs. The customer register and the information system equipment that processes it are located in closed data centers. Hardware and software updates are handled regularly and appropriately, and potential threats are responded to immediately. In case of disruptions, the data is regularly backed up by copying. The system is protected by a firewall against external contacts.

Employees who process customer register data are bound by a duty of confidentiality. Information is only disclosed or disclosed to third parties in accordance with a statutory duty to disclose, such as at the customer’s own request or at the statutory request of an authority.

Other registers

• Customer refund account information, which we only need in special situations: the register enables us to make refunds in situations where, for some reason, we are unable to refund the payment through the payment service provider.
• Register of paid and acknowledged pickup orders: the register is kept to speed up the release of pickup orders
• External pickup warehouse order confirmation register: the register is kept to speed up the processing of pickup orders