Avidly Plc

Privacy Notice

Note that this privacy notice concerns processing of personal data primarily in Finland. There might be slight differences to some parts due to national legislation in other countries.

Controller

Avidly Oyj
Konepajankuja 1
00510 Helsinki
Finland
+358 10 231 9000
info@avidlyagency.com

and our group companies: Avidly Sweden AB, Avidly Norway AS, Avidly Denmark APS, Netpress GmbH, Digital 22 Online Limited, and Digital 22 Canada Limited (hereafter ”us” or ”Avidly”)

Contact Details in Data Protection Matters to:

Data Protection Officer

Sami Savolainen
Data Protection Officer
+358 10 231 9000
gdpr@avidly.com

What Data Do We Process? What Are the Purposes of and Legal Bases for Processing Personal Data?
Personal data Purpose of processing Legal basis
  • Basic Information such as name, date of birth, customer number, user name and/or other identifier, preferred language
  • Contact information such as e-mail address, phone number, address information
  • Information related to the company's contact persons
Delivering and improving our products and services according to your needs Legitimate interest
Customer surveys
Marketing our services to relevant companies
Fulfilling our contractual and other oblications Performance of a contract
Purchasing and ordering necessary services and products from our suppliers to maintain our business
Billing
Bookkeeping Legal oblication
Information related to an assignment For the assignment given by our customer Performance of a contract
Possible direct marketing opt-outs Servicing customers interest of not receiving direct marketing Legimate interest in being able to fulfil our legal oblication to ensure opt-out from direct marketing in accordance with the law
Information you provide in connection with the events we host, registration data, special diets, invoicing data Organizing events Legitimate interest in being able to host events and invoice when applicable
Consent regarding health data (eg. allergies)
Information of the customer relationship and the contract such as information of past and current contracts and orders, correspondence with you and other communication, payment information and other information which you have voluntarily provided to our systems Compliance with our contractual and other promises and oblications Performance of a contract
Billing
Managing the customer relationship Legitimate interest in managing and developing the customer relationship
Bookkeeping Legal oblications
Data of the connection and terminal device you are using such as the IP address, device ID or other device identifier and cookies Targeting advertising in our online services Consent
Analyzing and profiling behaviour
Other possible information necessary for the customer relationship, collected with your consent If you with inform us some of relevant data concerning the customer relationship Consent

From Where Do We Receive Data?

We receive information primarily from yourself, the authorities, credit information companies, contact information service providers, and other similar reliable sources.

We may also collect and update personal data for the purposes described in this privacy notice from publicly available sources such as newspapers and other news sources, professional social media networks, and company websites, as well as based on information received from the authorities or other third parties within the limits of the applicable legislation.

To Whom Do We Disclose Data and Do We Transfer Data Outside the EU or EEA?

We may disclose data from this customer, supplier, and marketing register to our co-operation partners who do marketing and arrange campaigns and events with and on behalf of us, and who consider themselves as controllers instead of processors working on our behalf (these parties are i.e. social media operators and advertisement networks). Otherwise, we do not disclose data from the register to external parties unless required by the legislation or an order by the authorities.

We utilize subcontractors that process personal data on behalf of and for us. We have outsourced our IT systems and the maintenance of our customer and marketing systems to outside service providers on whose administrated and protected servers the personal data is stored.

We transfer personal data outside the EU/EEA as a part of our operations. When we transfer personal data, we make sure that the personal data in question is appropriately protected and as required by the privacy legislation in force at the time by using the European Commission standard contractual clauses.

How Do We Protect the Data and for How Long Do We Store the Data?

The data is collected into databases protected by firewalls, passwords, and other technical measures. The databases and the backup copies of them are in locked premises and can be accessed only by certain pre-designated persons. Each user has a personal username and password to the systems where personal data are stored.

We store the data if it is necessary for the purpose of processing the data. Personal data in the customer, supplier, and marketing register is erased after the claim period related to a specific customer, supplier, or service relationship has elapsed. This period is typically five (5) years. Datastore period of Marketing registry’s prospect is 6 months after their last interaction with Avidly.

We regularly review the need for data storage considering the applicable legislation. In addition, we take all reasonable actions to ensure that no incompatible, outdated, or inaccurate personal data are stored in the register considering the purpose of the processing. We correct or erase such data without delay.

Avidly’s Cookie Policy

What is a cookie and what do we use them for?
Cookies are small text files that are stored on your device when you visit a website. The text file contains a small amount of information that the Internet server can read the next time you visit the same website. Cookies are useful to you for several reasons: for example, they help us remember your username or the language settings you have chosen.

Our websites and social media channels utilize cookies and other similar technologies for managing and developing the website, improving, and analysing user experience, and targeting advertisement in our and our partners’ services. Cookies allow us to collect information such as from which website users arrive at our website, which of our websites are browsed when, which browser is used, and the IP address of the device.

What types of cookies do we use?

Necessary Cookies: these cookies are essential for the proper functioning of our website, and they enable a good user experience. These cookies do not collect data that enable us to identify you.

Preference Cookies: these cookies enable a website to remember information that changes the way the website behaves or looks, like your preferred language or the region that you are in.

Statistics Cookies: by following the use of these cookies, we can improve the functioning of our website. We receive information about e.g., which parts of our website are the most popular, to which sites do you move on from our website and from which site did you come from as well as how long do you stay on our website.

Marketing Cookies: these cookies help us make the content of the website as personalized as possible, and thereby show e.g., targeted advertisement and content based on prior online behaviour. Avidly uses marketing cookies managed by third parties to present its products both on its own website and on the websites of third parties. The third-party plugins integrated into the Avidly website is downloaded from third-party servers and thus the third party may install their own cookies on the user’s device and collect information about a visitor's activity on our website. These third-party services and applications offered on Avidly’s website are subject to the privacy policies or notices of such third parties.

How can you affect the use of cookies?

You can review the available cookie settings on your web browser. If you wish, you can prevent the use of cookies by changing your browser’s settings not to allow the storing of cookies on your device. In some cases, this may lead to slower browsing of our websites or the access to some sites to be denied altogether.

In relation to marketing cookies, you can learn about browser-based online advertising and privacy and manage the related settings e.g. Your Online Choices service. By using this service, you may prohibit or permit the advertising targeted by either all or individual companies. You can also disable cookies at any time in your browser settings.

A part of the cookies on our website are managed by third parties and you may alternatively use the tools of these third parties to decline the use of these cookies. We use i.e. Google Analytics service, which tracks the data of the users of our website by saving cookies to the user’s device.

How long do we store the cookies?
The retention period of the cookies varies by type of cookie. Session cookies expire when you close the browser. Permanent cookies usually have a validity period, which varies from two months to a couple of years.

Cookies in Avidly’s site

 

What Are Your Rights as a Data Subject?

You have the right to access the personal data stored in this register concerning yourself, and the right to demand rectification or erasure of that data. You also have the right to withdraw your consent where we process your data based on your consent. Withdrawing your consent does not affect the lawfulness of processing before the withdrawal of the consent.

You have the right to object to processing or to request restriction of the processing of your personal data at any time and free of charge, and to lodge a complaint with the supervisory authority.

For specific personal reasons, you also have the right to object profiling and other processing concerning yourself, when processing the data is based on our legitimate interest. In connection with your claim, you should identify the specific situation in which you object to the processing. We can refuse to act on such requests based only on grounds provided by law.

All requests and requirements concerning this section should be submitted in writing to the address gdpr@avidlyagency.com.

Changes to Privacy Notice

Avidly develops its business continuously and therefore reserves the right to change this Privacy Notice by notifying users of such changes via its services. The changes may also be based on changes in legislation. If we make changes to the Privacy Notice, we will publish the amended notice and the date of the changes on this website. Because of this, we advise our users to check for an up-to-date Privacy Notice on our website on a regular basis.

Should we make material changes to the Privacy Notice, in which case our privacy protection policy changes in a material way, we can also announce the matter in other ways, such as via email or by publishing a bulletin on our Group’s website and/or social media pages prior to the changes’ entry into force.

This Privacy Notice was updated on 18 March 2022

 

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