Privacy Notice

1. Data controller

Lax Design Oy
Business ID: 3165731-2
Taipaleenharjuntie 8, 93140 Kipinä
info@laxdesign.fi

2. Contact person for matters concerning the register

Kalle Lax
Lax Design Oy
Taipaleenharjuntie 8, 93140 Kipinä
kalle@laxdesign.fi
+358 40 160 1521

3. Name of the register

Lax Design Oy customer and contact register.

4. Purposes and legal bases for processing personal data

Personal data is processed to respond to customer enquiries and contacts, prepare quotations, enter into contracts, provide services and fulfil orders, and manage customer relationships. Data is also processed in connection with invoicing, debt collection, accounting, reporting and customer communications.

Personal data may also be used to organise events, develop services, and carry out and target marketing in accordance with applicable legislation.

Depending on the purpose, processing is based on the following legal grounds:

Contract or steps taken before entering into a contract: preparing a quotation requested by the customer and performing a contract entered into with the customer.
Legal obligation: complying with obligations relating to, for example, accounting and taxation.
The controller’s legitimate interests: managing customer relationships, processing the details of business customers’ contact persons, developing services and handling legal claims. Marketing may be based on legitimate interests where the relevant conditions and the requirements of marketing legislation are met.
Consent: for example, electronic direct marketing that requires consent, and the use of cookies other than strictly necessary cookies.

Providing the information needed to enter into a contract and deliver a service is a condition for providing that service. Giving consent to marketing is voluntary.

5. Personal data processed

The register may contain information necessary for the relevant purpose, such as:

the customer’s name and contact details, such as address, email address and telephone number;
the name, Business ID and contact details of a company or other organisation, and the name, role and contact details of its contact person;
quotation, order, contract, delivery and invoicing information;
information relating to customer service, meetings, enquiries and other customer communications;
needs and interests stated by the customer, and marketing consents and objections;
necessary information provided when registering for or taking part in events;
technical information relating to use of the website and information collected using cookies, subject to the conditions described below.

Data is collected only to the extent necessary to fulfil the stated purposes.

6. Regular sources of data

Personal data is obtained primarily from the data subjects themselves, for example through website forms, email, telephone calls, meetings, requests for quotations, orders and event registrations.

Data is also generated when managing customer relationships, delivering services and handling invoicing. The details of a business customer’s contact person may also be obtained from the company they represent.

7. Recipients and disclosure of personal data

Personal data is processed by personnel at Lax Design Oy whose duties require them to process it.

Service providers and subcontractors may be used to process data in connection with, for example, information systems, the website, customer relationship management, financial administration and communications. Agreements on the processing of personal data are made with service providers processing personal data on behalf of Lax Design Oy, as required by data protection legislation.

Data may also be disclosed to, for example, a debt collection service provider, legal adviser or public authority where there is a lawful basis for disclosure.

8. Transfers of personal data outside the EU or EEA

The activities of the service providers used may involve transfers of personal data outside the European Union or the European Economic Area.

If personal data is transferred outside these areas, a basis for the transfer that complies with data protection legislation is ensured. A transfer may be based, for example, on a European Commission adequacy decision or standard contractual clauses approved by the Commission, together with supplementary safeguards where necessary.

Further information about any transfers and the safeguards applied, and a copy of the safeguards used, can be requested from the contact person named in this notice.

9. Protection and retention of personal data

Personal data is protected by appropriate technical and organisational measures. Access rights are restricted to people who need the data for their duties. People processing personal data are bound by a duty of confidentiality.

Personal data is retained only for as long as necessary to fulfil the purposes for which it is processed.

When retaining customer and contract information, account is taken of the duration of the customer relationship and needs relating to contractual liability, complaints and legal claims. Information included in accounting records is retained for the statutory retention periods.

Processing based on consent is stopped after consent is withdrawn, unless there is another lawful basis for retaining the data. Information necessary to record an objection to marketing may be retained to ensure that the objection is respected.

Personal data that is no longer needed is deleted or anonymised.

10. Right of access and exercising your rights

Data subjects have the right to obtain confirmation of whether their personal data is being processed, and the right to access their personal data and receive a copy of it.

Requests concerning data protection rights may be made, for example, by email to kalle@laxdesign.fi or by post to the address given in section 2 of this notice.

Additional information necessary to verify the identity of the person making the request may be requested where needed.

Requests are answered without undue delay and, as a rule, within one month of receipt. If the complexity or number of requests requires an extension, the person making the request is informed of the extension and the reasons for the delay within one month of receipt. The time limit may then be extended by up to two further months.

Exercising these rights is generally free of charge. A reasonable fee may be charged for manifestly unfounded or excessive requests, or such requests may be refused, in situations permitted by data protection legislation.

11. Right to rectification and other rights of data subjects

Data subjects have the right to request the correction of inaccurate personal data and the completion of incomplete personal data.

Subject to the conditions laid down in data protection legislation, data subjects also have the right to:

request the erasure of their personal data;
request the restriction of processing of their personal data;
object to processing based on legitimate interests on grounds relating to their particular situation;
receive personal data they have provided in a structured, commonly used and machine-readable format and transfer it to another controller where processing is based on consent or a contract and is carried out by automated means;
withdraw their consent at any time.

Withdrawal of consent does not affect the lawfulness of processing carried out before consent was withdrawn.

Data subjects always have the right to object to the processing of their personal data for direct marketing, including related profiling.

Data subjects also have the right to lodge a complaint with a supervisory authority if they consider that their personal data is being processed in breach of data protection legislation. In Finland, the supervisory authority is the Office of the Data Protection Ombudsman: https://tietosuoja.fi.

12. Cookies

The website may use cookies and similar technologies. Cookies are small files stored on the user’s device that can, for example, enable website functions and collect information about use of the website.

Cookies that are strictly necessary to provide the service may be used without the user’s consent. Other cookies, such as analytics and marketing cookies, are used only with the user’s prior consent.

If the website uses cookies that require consent, users are given the opportunity to accept or reject them, change their choices and withdraw their consent easily.

Information about the cookies used, their providers, purposes and lifetimes is provided in the website’s cookie information.

13. Website usage statistics

Statistical information about use of the website may be collected to improve the functionality, usability and content of the service.

Where possible, statistical information is processed in aggregated or anonymised form. If personal data is processed in analytics, this privacy notice applies to that processing. The use of analytics cookies other than strictly necessary cookies requires the user’s consent.