Privacy Policy

Privacy Policy of Kapotek

The protection of your privacy when processing personal data is important to us. Therefore, we process your data in strict compliance with applicable national and European data protection laws. In the following we provide information about how we process personal data.

1. Controller

Kapotek Oy
Kehittäjänkatu 12 
Telephone: +358 10 836 5300
E-Mail: [email protected]

2. General information about our privacy policy

We store and process personal data to manage our business processes.

2.1. Storage and processing of personal data

Processing of data of our customers, suppliers and other contractual parties

We process personal data of our customers, suppliers and other contractual partners for the purposes of order fulfilment, accounting, complaint processing, and customer service. Processed data include company data as well as data of contact persons (e.g. company name, address, telephone number, fax, e-mail address, VAT number, banking accounts, inquiries, order data, as well as name, position, e-mail address, and telephone number of contact persons). In addition, generated text documents such as correspondence, order confirmations etc. are stored to provide better customer service and for traceability reasons.

Processing of data in case of inquiries

If you contact us or one of our employees (via e-mail, telephone or in person) for a purchase request or any other inquiry, we may collect your personal data, such as name, address, telephone number, e-mail address, and position. We process these data to provide best possible customer service by our employees. To provide an optimal handling of future inquiries, your data and inquiries will be stored for a limited amount of time, also if no contract is concluded. You have the right to obtain the erasure of your personal data at any time (see also section 4.3 „ "Right to erasure”).

Processing of data for marketing purposes

Your data will only be stored and processed for marketing purposes after your prior consent or if a legal permission exists.

2.2. Period of storage and erasure of data

We store data as long as legally necessary, as required to provide the service requested by you (incl. the handling of thereof resulting spare parts inquiries or claims), or as specified in the declaration of consent.

2.3. Disclosure of data to processors and third parties

If we disclose, transfer or provide access to any personal data to other persons and companies (processors or third parties), we will only do this based on a legal permission (when a data transfer is necessary, e.g. transferring data to payment service providers for the fulfilment of a contract), if you have given your consent, in case of a legal obligation, or on basis on our legitimate interests (e.g. if we work with other authorized persons, web hoster etc.). If we engage any third parties to process data on the basis of a data processing contract, we do this based on the DSGVO.

2.4. Security measures

We have implemented suitable technical and organizational security measures to protect your data from loss, destruction, manipulation, or access by unauthorized parties. Our security measures are subject to a continuous improvement process and our privacy policies are constantly revised. In the event of a protection violation of your personal data, we will inform you without delay and if possible within 72 hours, if the violation is likely to result in a high risk to your rights and freedoms.

3. Kapotek Website and Newsletter

By using this website, you consent to the storage and usage of data as described in this privacy policy.

3.1. Links to other Websites

Our website also contains links to other third-party websites. Kapotek is not responsible for the data protection measures or content of other websites.

3.2. Newsletter

We send out newsletters on a regular basis, to inform interested persons about product news, partner companies and events. The data that are transmitted for the newsletter subscription (title, name, e-mail address) are only used for sending our newsletter. This data is stored as long as the newsletter is sent out and no revocation takes place. You can unsubscribe from the newsletter via unsubscribe link in every newsletter or via e-mail to [email protected] at any time.

The newsletter is sent via the e-mail marketing service provider„ "Direct Mail". The e-mail marketing service provider will not use the data of our newsletter recipients to contact them or to forward the data to third parties. 

For newsletter optimization purposes, statistical data (browser and system information, your IP address, time of call-up) will be collected. This information will be used for the technical optimization of the services. The collected statistical data further includes, when and whether they were opened, and which links were clicked. This statistical data is used to recognize our recipients’ reading habits and to adapt the contents accordingly.

4. Rights of data subjects

You have following rights regarding the processing of personal data:

4.1. Right of access

You have the right to obtain confirmation as to whether and to what extent we process personal data related to you.

4.2. Right to rectification

If we process incomplete or inaccurate personal data of yourself, you have the right to obtain rectification or to have the data completed.

4.3. Right to erasure

You have the right to obtain the erasure of your personal data, if the purpose for which the data have been collected is no longer applicable, the data have been unlawfully processed, the processing disproportionately intervenes in your justified interests, or if the data processing was based on your consent and you withdrew this consent. It should be noted that we cannot erase your personal data, if processing is necessary, e.g. legal retention obligations, pending proceedings, establishment, exercise or defense of legal claims, etc.

4.4. Right to restriction of processing

You have the right to obtain restriction of processing, if
a) you contest the accuracy of your data, for a period that enables us to verify the accuracy of the data

b) the processing of your data is unlawful, but you oppose the erasure of your data and request the restriction of their use instead

c) we no longer need the personal data for the purposes of the processing, but you need them for the establishment, exercise or defense of legal claims, or

d) if you have objected the processing of your data.

4.5. Right to data portability

You have the right to receive your personal data in a structured, commonly used and machine-readable format, if we have stored your data after your prior consent or for fulfilment of a contract, and the processing is carried out with the assistance of automated processes.

4.6. Right to object

If your personal data are processed for the performance of tasks carried out in the public interest or in the exercise of official authority, or for the purposes of the legitimate interests pursued by us, you have the right to object to process your personal data, if there is an overriding protection interest to your data. You have the right to object to processing for direct marketing purposes at any time, without stating reasons.

4.7. Right to complain

If you believe that we have violated Finnish or European data privacy laws when processing your data, you have the right to complain at the Finnish or any European data protection authority.

Version 1 – 07.09.2018