We have updated our privacy policy on January 22, 2024
Table of contents
Your privacy is important to us
Data controller and contact information
Data controller
The data controller is Mindhive Oy. We are responsible for ensuring that your personal data is processed lawfully and securely.
Contact information
If you have any questions about the processing of your personal data or wish to exercise your rights as a registered user, you can contact us as follows:
Email: support@mindhive.fi
Phone: +358 44 978 4000
Postal Address: Mindhive Oy, Maaherrankatu 22 M 5 A, 50100 Mikkeli
Your privacy is important to us, and we are committed to responding to your data protection queries as soon as possible and at the latest within one month of your contact.
Data protection officer
The data protection officer for Mindhive Oy is Ville Venäläinen. You can contact the data protection officer regarding any issues related to our data protection practices and the processing of your personal data.
Basis and purposes of personal data collection
Basis for personal data processing
The basis for processing the personal data we collect depends on the type of activity your personal data is used for. Below are the most common processing bases and their application scenarios at Mindhive Oy:
Consent: We use your consent as the basis for processing personal data, for example, in marketing communications or when collecting data through cookies on our website. You can withdraw your consent at any time through the website's cookie settings and in relation to marketing communications by contacting us via email at support@mindhive.fi
Contractual relationship: When you are our customer or supplier, processing your personal data is necessary for the execution of the contract. This includes order processing, delivery, and payment transactions.
Legal obligations: In certain cases, we are required to process your personal data in accordance with legal requirements. This includes, for example, tax and accounting obligations.
Legitimate interest: Some personal data processing is based on a legitimate interest, such as developing our website, preventing fraud, or analyzing business operations. In such cases, we ensure that processing is balanced against your privacy rights.
Security and fraud prevention: Data analysis for identifying and preventing security threats and fraud.
Business analysis and development: Collecting and analyzing data to develop business, improve service quality, and develop new services.
This list is not exhaustive, and in certain situations, we may use other bases for processing your personal data. We always use the most appropriate basis for the situation and ensure that the processing is lawful and proportionate.
Cookie usage and consent
Recipients of personal data and joint data controllers
Recipients of personal data
The contact information we collect may be shared on a need basis within Mindhive Oy and with external parties that assist us in providing our services.
External parties include:
Service providers and subcontractors involved in, for example, marketing services and customer service operations.
Partners with whom we organize joint events.
All recipients of personal data are committed to complying with data protection legislation and appropriately protecting your personal data.
Joint data controllers
In certain cases, we operate as joint data controllers with third parties. This means we share the responsibility for processing your personal data with these entities.
We act as joint data controllers with, among others, the following parties:
Google-palvelut: We use these services for processing and storing personal data related to customer communication, video calls, and documentation.
Google Analytics: We analyze our website's usage and improve user experience.
HubSpot: We manage customer relationships and marketing activities.
Lucky Orange: We enhance site usability and analyze user experience.
Typeform: We collect feedback and conduct surveys among our customers.
Framer: We use it for the design and maintenance of our website.
Calendly: Used for managing meetings and appointments.
ClickUp: Personal data related to sales and customer relationship management are stored and processed on the ClickUp platform.
Slack: Communication channels in Slack for customer projects may contain personal data related to project implementation and communication.
Social media channels
Mindhive Oy uses social media channels Facebook and LinkedIn. These channels enable interaction with our customers and provide a platform for information and marketing.
Processing of personal data in social media
When you contact us through social media or use social media platforms to interact with us (e.g., by liking our page or commenting on our posts), you may share your information with the social media service provider. Please note that the privacy practices of these platforms are controlled by their own companies and are not covered by Mindhive Oy's privacy policy.
Reviewing social media practices
We recommend reviewing the privacy policies of the respective social media service providers to understand how your personal data is processed on their platforms.
Transfers of personal data outside the EU or EEA
Retention periods for personal data
Registered rights
Under data protection legislation, particularly the General Data Protection Regulation (GDPR) of the EU, you as a registrant have several rights related to the processing of your personal data. These rights include:
Right to access: You have the right to obtain confirmation as to whether or not we process your personal data, and if so, access to these data.
Right to rectification: If you find that the personal data we collect are incorrect or incomplete, you have the right to request their rectification.
Right to erasure (“right to be forgotten”): You can request the deletion of your personal data, for example, when the data are no longer needed for their original purposes, or if you have withdrawn your consent and there is no other legal ground for the processing.
Right to restriction of processing: You can request the restriction of processing of your personal data, for instance, in situations where you dispute the accuracy of the data (until their accuracy is verified), or if you consider the processing to be unlawful, but do not want the data to be deleted.
Right to data portability: You have the right to receive your personal data in a structured, commonly used, and machine-readable format, and to transfer these data to another data controller.
Right to object: You have the right to object to the processing of your personal data in certain situations, such as for direct marketing purposes.
Right to withdraw consent: If the processing of your personal data is based on your consent, you have the right to withdraw this consent at any time. This does not affect the lawfulness of processing based on consent before its withdrawal.
Right to lodge a complaint with a supervisory authority: Additionally, you have the right to lodge a complaint with a data protection authority if you believe that the processing of your personal data does not comply with applicable data protection legislation. In Finland, this authority is the Office of the Data Protection Ombudsman.
Exercising your rights
If you wish to exercise any of the above-mentioned rights, please contact us via email at support@mindhive.fi. We aim to respond to your requests as quickly as possible, and at the latest within one month of receiving the request.
Automated decision-making and profiling
Automated decision-making
Currently, Mindhive Oy does not engage in automated decision-making that has significant effects on registrants. Automated decision-making refers to decisions made without significant human involvement, which can, for example, affect an individual's rights and freedoms.
Profiling
We do not use personal data for profiling, which means the automated processing of personal data, for instance, to analyze users' preferences, interests, or behavior. If we decide to use profiling in the future, we will ensure that registrants are adequately informed and that all measures comply with applicable data protection legislation.
Registrant rights and complaints related to automated decision-making
Although we do not currently engage in automated decision-making or profiling, it is important to know that registrants have the right to be informed about these processes, their logic, and consequences, and to exercise their rights in relation to these processes.
Social media use