Data Protection Description

 

In accordance with EU General Data Protection Regulation (2016/679, “GDPR”). Version 1.0, dated 11 April 2018

This information may be subject to changes from time to time due to i.a. technical reasons and/or change of VTT’s services providers, applicable legislation and legal interpretations.

1. Name of the register

VTT Marketing Register

2. Controller, data protection officer and contact person

Controller:
Name: VTT Technical Research Centre of Finland Ltd. (”VTT”), Business ID: 2647375-4
Address: Vuorimiehentie 3, 02150 Espoo, Finland

Data Protection Officer:
Name: Seppo Viinikainen
Address: VTT Technical Research Centre of Finland Ltd., Koivurannantie 1, 40400 Jyväskylä, Finland
Email: Seppo.Viinikainen@vtt.fi

Contact person concerning the register:
Name: Jenni Kuva-Belfrage
Address: VTT Technical Research Centre of Finland Ltd., Kivimiehentie 3, 02150 Espoo, Finland
E-mail: marketingregister@vtt.fi   

3. Categories of the personal data

The categories of the personal data contained in the register are:

  • Contact information, such as:
    • first name, last name,
    • title, company,
    • e-mail address,
    • phone,
    • address, city.

  • Other basic information, such as:
    • language selection,
    • possible VTT contact,
    • link to VTT,
    • origin of the information,
    • data subject’s areas of interest and content preferences.

  • Activity log information concerning the data subject’s actions within VTT communication channels (such as VTT domain(s) and newsletter), such as:
    • activity type,
    • activity details (such as URL, name of activity),
    • date and time of activity,
    • technical data (such as, IP address, geographical location (city level), browser type).

  • Status of consent where consent is relevant, and date and the manner how consent was recorded or collected, and possible objections to processing.


The data subjects are natural persons representing VTT’s potential and current customers and other interest groups, and subscribers of VTT publications.

4. Purposes of the processing and the legal basis for the processing

The personal data is primarily processed for the following purposes:

  1. Identifying and contacting the data subject for purposes of registering the data subject’s consents and objections to processing
  2. Marketing and communication activities, including direct marketing, such as:
    • Newsletter communication
    • Webinar participation, arrangements and communication
    • Email communication
    • Event invitations
    • Webinar invitations
    • Other VTT sales, marketing and advertising activities
    • Business development, other internal development and reporting
  3. Profiling (see paragraph 8)      

The personal data is processed on the basis of 1) legitimate interest of the data controller, 2) contractual relationship with the data subject and/or 3) legal obligation of the data controller. Also 4) consent of the data subject may be requested and constitute one legal basis for the processing, as applicable. The legitimate interest of the data controller is the right to conduct well-grounded, justified and legitimate sales, advertising and marketing activities, including profiling in this purpose.

5. Regular sources of information

Contact information and Other basic information is collected either from the data subject or filled in by VTT personnel when collected from public sources or received from VTT services providers or other VTT registers, such as VTT CRM. Certain information is automatically collected from VTT Event Management register.

Activity log information is automatically collected in connection with the data subject’s actions within VTT communication channels.

Status of consent for processing purposes, where consent is relevant, is acquired when the data subject has provided its consent in connection with registration and may thereafter be changed by the data subject (i) in the subscription centre and/or by (ii) other means listed in paragraph 11.

6. Recipients or categories of recipients of the personal data

VTT may provide third parties with such personal data which is needed by a third party (i) in order to provide VTT with marketing and/or technical services related to VTT Marketing Register or other similar processing purposes and/or (ii) for collaboration with VTT which requires joint efforts in marketing and communication. Each provision of data is done in accordance with requirements of GDPR and applicable legislation.   

7. Transfer of data outside the European Union or the European Economic Area   

The personal data may be transferred outside the EU or EEA if this is necessary for processing of the personal data due to technical reasons. In such cases, the transfer is done in accordance with requirements of GDPR and applicable legislation.

In case of absence of EC adequacy decisions, EC standard contractual clauses are used as appropriate or suitable safeguards for these data transfers. Whenever EC adequacy decisions are applicable VTT may rely on them.

8. The existence of automated decision-making, including profiling

The personal data is processed for profiling of the data subject for purposes of targeting marketing, communication and sales activities to the data subject in accordance with the data subject’s areas of interest and preferences. The profiling is conducted essentially with processing of the Activity log information. No automated decision-making or profiling which produces legal effects concerning the data subject is made.

See Cookie policy for further information.

9. The period for which the personal data is stored or the criteria used to determine that period

The personal data is processed as long as it is needed for the purpose of any processing purpose set forth above but no longer than until ten (10) years have lapsed from the latest activity with VTT where the data subject has been directly or indirectly involved. After this or in case the data subject withdraws his or her relevant consent earlier, the data subject’s personal data is either anonymised or deleted unless other applicable legal basis for processing remains.

10. Principles of protection of the register

Personal data is stored in a technically secure location. Physical access to the data is restricted by means of access control and other security measures. Access is also prevented by means of e.g. firewalls and other technical protection measures. At VTT, only named persons have the right to process personal data contained in the register. These persons are bound by confidentiality obligations.

11. Rights of the data subject

The data subjects have the following rights that the data subject can always establish by contacting VTT in writing, preferably by email, or as detailed below. Some of the rights may be subject to limitations, in accordance with GDPR and applicable legislation.

Right to withdraw consent  

The data subjects have the right to withdraw their consent on which the processing is based, by contacting VTT, preferably by email to the following address: marketingregister@vtt.fi. The data subject may change the status of subscriptions in the subscription centre.   

Right of access  

The data subjects have the right to obtain from the controller confirmation as to whether or not personal data concerning him or her is being processed and access to his or her personal data and information concerning the processing.

Right to rectification   

The data subjects have the right to obtain from the controller rectification of inaccurate personal data concerning him or her, and the right to have incomplete personal data completed.

Right to erasure   

The data subjects have the right to obtain from the controller the erasure of personal data concerning him or her.

Right to restriction of processing   

The data subjects have the right to obtain from the controller restriction of processing.

Right to data portability   

Where the processing is based on the data subject’s consent or contractual relationship and is carried out by automated means, the data subjects have the right to receive the personal data concerning him or her, which he or she has provided to the controller and have the right to transmit those data to another controller.

Right to object   

Where the personal data is processed on the basis of legitimate interest of the controller, the data subjects have the right to object at any time to processing of personal data concerning him or her for such purpose. This may be relevant mainly in the following cases:

Direct marketing: The data subject may object to the processing of his or her personal data by contacting VTT,
preferably by email to the following address: marketingregister@vtt.fi

Profiling: In case the data subject wishes not to be profiled, please see Cookie policy for further advise and
contact VTT, preferably by email to the following address: marketingregister@vtt.fi

Right to lodge a complaint with a supervisory authority

The data subjects have a right to lodge a complaint with a supervisory authority (Finnish Data Protection Ombudsman) if the data subject considers that the processing of personal data breaches the data subject’s rights pursuant to GDPR.

CONTACT US
CUSTOMER SERVICE
Emailinfo@vtt.fi
Tel.+358 20 722 7070
Opening hours Mon - Fri 9:00 - 11:00 and 12:00 - 15:00, UTC +3 time zone

CONTACT US

P.O. Box 1000, FI-02044 VTT, Finland
Tel. exchange +358 20 722 111
Opening hours Mon - Fri 8:00 - 16:30,
UTC +3 time zone

CUSTOMER SERVICE

info@vtt.fi
Tel. +358 20 722 7070
Opening hours Mon - Fri 9:00 - 11:00 and 12:00 - 15:00,
UTC +3 time zone