Register description and privacy statement
This is a combined register description and informational document to the customers, potential customers and website users of Workplace Nordic, in accordance with the EU General Data Protection Regulation (679/2016), Articles 12 and 13.
Sinipiiantie 4, 02400 Kirkkonummi, +358 400 173 924, info(at)workplacenordic.com
Person in charge of the register: Partner Hilkka-Maija Katajisto
Contact person for the register: Sales and Marketing Coordinator Liisa Yrjölä, +358 45 1024 668, info(at)workplacenordic.com
PURPOSE AND REASON FOR PROCESSING PERSONAL DATA (PURPOSE OF THE REGISTER)
Personal data stored in Workplace Nordic’s web service register is used for maintaining and developing customer relations, for marketing purposes, for collecting statistics as well as for providing and offering services. Personal data is processed within the limits permitted and required by the law.
As regards Workplace Nordic’s customers, the data controller has a legitimate interest in processing personal data in order to enable customer service and maintain customer relationships. As regards Workplace Nordic’s potential customers and website users, the data controller has a legitimate interest in processing personal data delivered via the website in order to handle contact requests, newsletter subscriptions and event enrollments.
CONTENT OF THE REGISTER
Data is collected in the register as follows:
Workplace Nordic newsletter:
- Email address
- Usage data
Newsletter for those certified by Workplace Nordic:
- Email address
- Usage data
Enrollment information to events organized by Workplace Nordic:
- Email address
- Usage data
- Other information the user may have supplied
Personality profiling with the WorkPlace Big Five Profile™ tool for the customers for whom Workplace Nordic conducts personality profiling:
- Email address
- Demographic background information: optional information such as age, gender, nationality, place of residence, job title
- Profiling: selectable answers 107–143 to questions mapping personality
Measuring emotional intelligence with the EQ-i 2.0® tool for the customers for whom Workplace Nordic conducts measuring emotional intelligence:
- Email address
- Demographic background information: optional information such as age, gender, nationality, job title
- Measuring emotional intelligence: selectable answers to 133 questions measuring emotional intelligence
REGULAR SOURCES OF INFORMATION
The personal data collected by the data controller includes only the aforementioned data that the person consents to give when using Workplace Nordic’s website and services or in person, on the phone, by email or via other online tools.
PROTECTING THE REGISTER AND HANDING OUT OR TRANSFERRING DATA OUTSIDE THE EU OR THE EUROPEAN ECONOMIC AREA
The data is collected into databases, which are protected by firewalls, passwords and other technical means. The databases are located in locked and guarded premises, and the information is accessible only to specific, designated persons. Employees processing the data in the register are bound by a confidentiality obligation.
Workplace Nordic does not hand out the data in the register to external parties. We have ensured that all service providers we use who are involved in processing the personal data (MailChimp https://mailchimp.com/legal/privacy/, Google https://policies.google.com/privacy, Accountor Finago Oy https://finago.com/en/general-use-and-customer-agreement-terms/, Paradigm Personality Labs, LLC http://paradigmpersonality.com/privacy-policy/, Multi-Health Systems, Inc. (MHS) https://www.mhs.com/Privacy-Policy, MMD Networks Oy https://mmd.net/sopimusehdot/ and Accounting Rocks Oy) comply with data privacy legislation.
We use a U.S.-based MailChimp email service for sending newsletters and for event enrollments, which means that personal data is transferred outside the European Union. Personal data is, however, protected in compliance with the Personal Data Act, as the MailChimp service provider has joined the EU-U.S. Privacy Shield Framework (https://www.privacyshield.gov/list), the purpose of which is to ensure data protection when processing EU citizens’ data in the United States. Read more about MailChimp’s privacy protection: https://mailchimp.com/legal/privacy/. Personal data on a registered user is erased upon the user’s request. The request may be emailed to info(at)workplacenordic.com, or the user can opt out of the mailing list. A link to do this is included in every newsletter.
WorkPlace Big Five Profile™ personality profiling is conducted using the My Paradigm Dashboard, which is the property of Paradigm Personality Labs, LLC. Paradigm Personality Labs is a U.S.-based company, which means that personal data is transferred outside the European Union. Personal data is, however, protected in compliance with the Personal Data Act, as the My Paradigm service provider has joined the EU-U.S. Privacy Shield Framework (https://www.privacyshield.gov/list), the purpose of which is to ensure data protection when processing EU citizens’ data in the United States. Read more about the privacy protection in the MyParadigm System: http://paradigmpersonality.com/privacy-policy/. Personal data (name and email address) is erased from the MyParadigm System upon request. The request may be emailed to: info(at)workplacenordic.com.
EQ-i 2.0® emotional intelligence measuring is conducted using the MHS Talent Assessment Portal, which is the property of Multi-Health Systems, Inc. (MHS). MHS is a Canada-based company, which means that personal data is transferred outside the European Union. Personal data is, however, protected in compliance with the Personal Data Act, as firstly the European Commission has recognized Canada (commercial organizations) as providing an adequate level of data protection and secondly, as when the data in connection with measuring emotional intelligence is being transmitted and stored on private servers in the United States, MHS’s cloud-service provider Rackspace US, Inc. has joined the EU-U.S. Privacy Shield Framework (https://www.privacyshield.gov/list), the purpose of which is to ensure data protection when processing EU citizens’ data in the United States. Read more about the MHS privacy protection: https://www.mhs.com/Privacy-Policy and https://www.mhs.com/Security-policy. Personal data (name and email address) is erased from the MHS Talent Assessment Portal upon request. The request may be emailed to: info(at)workplacenordic.com.
If material is printed from the register, which is stored in databases, the material is stored in a locked room, and only the data controller is authorized to use it. When the material is no longer needed, it will be destroyed.
DURATION OF PROCESSING DATA
The duration of processing personal data is open-ended; data is processed for as long as it is needed in order to handle a customer relationship (current or potential), event marketing, personality profiling, measuring emotional intelligence or other specified purpose for which the data is stored. We store the data in the register in the form received from the data subject, and we correct and erase the data in accordance with the data subject’s request. The recipient can opt out of the newsletter mailing list via a link that is included in every newsletter we send.
RIGHTS OF DATA SUBJECT
The data subject’s rights are listed in the following. If the data subject wishes to exercise the rights, a request may be sent to info(at)workplacenordic.com.
Right of access
The data subject has a right to check the registered personal data concerning him or her and to obtain a copy of the data. If the data is inaccurate or incomplete, please send a request to Workplace Nordic for correcting or completing the data.
Right to object
The data subject has a right to object to processing of personal data, if he or she feels that the data have been unlawfully processed.
A right to prevent direct marketing
The data subject has a right to prevent their personal data being processed for direct marketing. We never sell or share personal data to external parties for them to target direct marketing to the data subject.
Right to erasure
The data subjects have a right to request the erasure of the data concerning them, if they feel the data processing is not necessary. We will review the request, after which we will either erase the data or give a justified reason for why the data cannot be erased.
Users can opt out of the mailing list. A link to do this is included in every newsletter.
In accordance with the Accounting Act (Chapter 2, Section 10), the data controller is obliged to retain accounting records for ten years. For this reason, accounting records cannot be erased before the expiry of the period.
The data subject may lodge a complaint on the decision to the data protection ombudsman: instructions for lodging a complaint.
The data subject has a right to request us to restrict the processing of contested data until the issue is solved.
Right to complain
If a data subject feels that our processing of personal data breaches the in force legislation on data privacy, he or she has a right to lodge a complaint to the data protection ombudsman (instructions for lodging a complaint)