Legal & Policies

About this policy

Updated 14.3.2023

At Mapita, we take data protection seriously.

This Privacy Policy has been put together to provide our customers (“Customers”) with transparent information in regard to how Mapita processes the personal data of our own Customers and their representatives. The purpose of this Privacy Policy is to provide you with information about the processing of your personal data in accordance with the information obligations set out in Articles 13 and 14 of the EU General Data Protection Regulation 2016/679 (GDPR).

Please note that this Privacy Policy only applies to processing of personal data carried out by Mapita as a Data controller.

The Privacy Policy for survey respondents with registered Maptionnaire accounts is available separately at maptionnaire.com/respondent-privacy.

Updates to this policy

This Privacy Policy may be updated from time to time. The current version can be found at maptionnaire.com/customer-privacy. We will not make substantial changes or reduce the rights of Customers under this Privacy Policy without providing a notice thereof.

Our contact information

Mapita Oy
Business ID: 2399273-5
Address: Fredrikinkatu 55 A 2, 00100 Helsinki, Finland
E-mail address: webmaster@mapita.fi
Phone: +358 50 543 7667
Website: maptionnaire.com

Designated contact person for all data protection inquiries:
Name: Sakari Ellonen
E-mail: sakari.ellonen@mapita.fi
Phone: +358 41 539 6661

1. Personal data categories and sources of data

We collect two types of information concerning the Customers: Customer Data; and Analytics Data. Although we do not normally use Analytics Data to identify individuals, sometimes individuals can be recognized from it, either alone or when combined or linked with Customer Data. In such situations, Analytics Data shall also be considered to be personal data under applicable laws and we will treat the combined data as personal data.

Mapita may collect and process the following Customer Data:

• Name and contact details
• User credentials within the Service
• Organisation and title
• Phone number
• E-mail address
• Possible correspondence with us
• Invoicing and billing information
• Data concerning orders and use of the Mapita service
• Marketing opt-outs and opt-ins

Most of the Customer Data is received directly from Customers at the point of registration or in connection with the Customer’s use of the Services. In addition, personal information may be collected and updated from service providers and public registers.

Analytics Data may include for example the following data:

• Customer’s IP address
• Device type
• Operating system
• Time of visit
• Browser type and version
• Language settings

When you submit information to maptionnaire.com via webform, we collect the data requested in the webform in order to track and respond to your submissions. We share this information with Webflow, our online hosting provider, so that they can provide website services to us. We also share this information with Pipedrive and/or Mailchimp for storage and with Zapier for data porting.

2. Purposes and legitimate grounds for processing of personal data

Purposes of processing

To provide our Services and carry out our contractual obligation
(legal ground: performance of a contract and legitimate interest)

We process personal data in the first place to be able to offer the Services to our Customers. Personal data may be processed in order to carry out our contractual obligations towards the Customer. For the representatives of our Customers, we process personal data on the basis of our legitimate interests whilst fulfilling our contractual obligations towards our Customer organization. We may use the data for example to offer essential functionalities of the Services and to provide access to the Services. If Customer contacts our customer service, we will use the provided information for answering questions and solving possible issues.

For our legal obligations
(legal ground: compliance with a legal obligation)

We may process personal data to enable us to administer and fulfil our obligations under law. This includes data processed for complying with our accounting obligations and providing information to relevant authorities.

For security, claims handling and legal processes
(legal ground: legitimate interest)

We may process personal data in relation to claims handling, debt collection and legal processes. We may also process data for the detection or prevention of fraud, misuse of our Service and for activities aimed at ensuring the security of our data, systems and networks.

For Customer communication and marketing
(legal ground: legitimate interest)

We may process personal data for the purpose of contacting Customers regarding our Services and to inform Customers of changes in our Services as well as to market our Services.

For quality improvement and trend analysis
(legal ground: legitimate interest)

We may process information regarding the use of the our services to improve our service quality e.g. by analysing any trends in the use of our Services. When possible, we will do this using only aggregated, non- personally identifiable data.

Legitimate grounds for processing

We primarily process personal data to perform our contractual obligations towards Customers and to comply with legal obligations. For the representatives of our Customers, we process personal data on the basis of our legitimate interests whilst fulfilling our contractual obligations towards our Customer organization. Furthermore, we process personal data to pursue our legitimate interests to run, maintain and develop our business, for marketing purposes and to create and maintain Customer relationships. When choosing to use your data on the basis of our legitimate interests, we weigh our own interests against your right to privacy.

3. Cookies

We use various technologies to collect and store Analytics Data and other information when Customers use our Services, including cookies.

Cookies are small text files sent and saved on your device that allows us to identify visitors of our websites and facilitate the use of our Services and to create aggregate information of our visitors. This helps us to improve our Services and better serve our Customers. The cookies will not harm your device or files. We use cookies to tailor our Services and the information we provide in accordance with the individual interests of our Customers.

You can choose to limit the use of cookies by selecting one of the options in the Cookie Options banner that pops up when you visit our website.

Tracking or anonymous tracking allows us to see how you are using the website. We can then use that data to improve the website in the future.

Functional cookies make the website work properly (so that you can navigate around the site, etc.). You can not switch these cookies off but you can tell your browser to not accept cookies at all in the browser's settings. Please note that doing so can seriously affect the usability of our website. This website is hosted by Webflow and we only drop Webflow's functional and required cookies on your device, which allow Webflow, our hosting platform, to securely serve this website to you. For information about viewing the cookies dropped on your device, including their storage periods, visit the cookies Webflow uses.

Customers may choose to set their web browser to refuse cookies, or to alert when cookies are being sent. For example, the following links provide information on how to adjust the cookie settings on some popular browsers:

Safari
Google Chrome
Internet Explorer
Mozilla Firefox

Please note that some parts of our Services may not function properly if use of cookies are refused.

We also use Matomo Analytics on our website. We self-host Matomo, so no data is transferred to any third party. It is possible to opt-out of Matomo Analytics by using a standard browser plugin like Ghostery.

4. Social media plugins

The website may also contain so called social media plugins. When the user visits on the website, a link is formed between the user’s browser and the server of the provider of the social media plugin. Due to the link, user’s browser may automatically transfer technical data and personal data relating to the website visitor to the social media plugin provider in question. This data may include e.g. IP address and the information that the IP address in question has visited the website.

If the user opens the social media plugin while logged into their user account in the social media platform in question, the content of the website may be linked with user’s user account in that platform. In that case, the service provider in question may be able to connect the user’s visit to the website with user’s personal user account in the social media platform in question.

If the user is not willing to allow the social media service provider to connect their visit to the website with their user account in the social media platform in question, user shall log out of the social media platform. Notwithstanding, user’s browser may still transmit the IP address and other information to the social media plugin service provider when they visit the website, as described above.

The services of the social media plugin service providers are subject to their own terms of use, other terms and data protection policies. The relevant terms of use and the privacy policies can be found on the websites of the services in question. Currently, we only use LinkedIn plugins.

5. Data transfers to countries outside the EU/EEA area

Mapita stores the Customers’ personal data primarily within the European Economic Area.

However, we have service providers in several geographical locations. As such, we or our service providers may transfer personal data to, or access it in, jurisdictions outside the European Economic Area or the Customer’s domicile.

We will take steps to ensure that the Customers’ personal data receives an adequate level of protection in the jurisdictions in which it is processed. We provide adequate protection for the transfers of personal data to countries outside of the European Economic Area through a series of agreements with our service providers based on the Standard Contractual Clauses or other similar arrangements.

More information regarding the transfers of personal data may be obtained by contacting us.

6. Personal Data recipients

We do not share personal data with third parties outside of Mapita’s organization unless one of the following circumstances applies:

It is necessary for the purposes set out in this Privacy Policy

To the extent that third parties need access to personal data to perform the Services, Mapita has taken appropriate contractual and organisational measures to ensure that personal data are processed exclusively for the purposes specified in this Privacy Policy and in accordance with all applicable laws and regulations.

For legal reasons

We may share personal data with third parties outside Mapita’s organization if we have a good-faith belief that access to and use of the personal data is reasonably necessary to: (i) meet any applicable law, regulation, and/or court order; (ii) detect, prevent, or otherwise address fraud, security or technical issues; and/or (iii) protect the interests, properties or safety of Mapita, our Customers or the public in accordance with the law. When possible, we will inform Customers about such transfer and processing.

To authorized service providers

We may share personal data to authorized service providers who perform services for us (including data storage, sales, marketing and Customer support services). Our agreements with our service providers include commitments that the service providers agree to limit their use of personal data and to comply with privacy and security standards at least as stringent as the terms of this Privacy Policy. Please bear in mind that if you provide personal data directly to a third party, such as through a link on our website, the processing is typically based on their policies and standards.

For other legitimate reasons

If Mapita is involved in a merger, acquisition or asset sale, we may transfer personal data to the third party involved. However, we will continue to ensure the confidentiality of all personal data. We will give notice to all Customers concerned when the personal data are transferred or become subject to a different privacy policy as soon as reasonably possible.

With explicit consent

We may share personal data with third parties outside Mapita’s organization for other reasons than the ones mentioned before, when we have the Customer’s explicit consent to do so. The Customer has the right to withdraw this consent at all times.

7. Data retention

Mapita does not store personal data longer than is legally permitted and necessary for the purposes of providing the Services or the relevant parts thereof. The storage period depends on the nature of the information and the purposes of processing. The maximum period may therefore vary per use.

Customer Data relating to your use of the Services are typically deleted within reasonable time after you no longer use the Services. We will store Customer’s personal data for as long as the Customer is a registered user of our Services and, thereafter, for no longer than is required by law or reasonably necessary for our legitimate interests for example for claims handling, internal reporting, marketing and reconciliation purposes.

8. Customer's rights

Right to access

You have the right to access your personal data processed by us. Customers may contact us and we will inform what personal data we have collected and processed regarding the said Customer.

Right to withdraw consent

In case the processing is based on a consent granted by Customer, Customer may withdraw the consent at any time. Withdrawing a consent may lead to fewer possibilities to use our Services. The withdrawal of consent does not affect the lawfulness of processing based on consent before its withdrawal.

Right to rectify

Customers have the right to have incorrect or incomplete personal data we have stored about the Customer corrected or completed. You can correct or update some of your personal data through your user account in the Services.

Right to erasure

Customers may also ask us to erase the Customer’s personal data from our systems. We will comply with such request unless we have a legitimate ground to not delete the data.

Right to object

Customers may object to the processing of personal data if such data are processed for other purposes than purposes necessary for the performance of our Services to the Customer or for compliance with a legal obligation. In case we do not have legitimate grounds to continue processing such personal data, we shall no longer process the personal data after your objection.

Right to restriction of processing

Customers may request us to restrict processing of personal data for example when your data erasure, rectification or objection requests are pending and/or when we do not have legitimate grounds to process your data. This may however lead to fewer possibilities to use our Services.

Right to data portability

Customers have the right to receive their personal data from us in a structured and commonly used format and to independently transmit those data to a third party.

How to use the rights

The above mentioned rights may be used by sending a letter or an e-mail to us on the addresses set out above, including the following information: the full name, company name, address, e-mail address and a phone number. We may request the provision of additional information necessary to confirm the identity of the Customer. We may reject requests that are unreasonably repetitive, excessive or manifestly unfounded.

9. Direct marketing

Notwithstanding any consent granted beforehand for the purposes of direct marketing, Customer has the right to prohibit us from using their personal data for direct marketing purposes by contacting us or by using the unsubscribe possibility offered in connection with our newsletter.

10. Information security

We use administrative, organizational, technical, and physical safeguards to protect the personal data we collect and process. Measures may include, for example, where appropriate, encryption, firewalls, secure facilities and access right systems. Our security controls are designed to maintain an appropriate level of data confidentiality, integrity, availability, resilience and ability restore the data. We regularly test our Services, systems, and other assets for security vulnerabilities.

Should despite of the security measures, a security breach occur that is likely to have negative effects to the privacy of Customers, we will inform the relevant Customers and other affected parties, as well as relevant authorities when required by applicable data protection laws, about the breach as soon as possible.

11. Lodging a complaint

In case Customer considers our processing of personal data to be inconsistent with the applicable data protection laws, a complaint may be lodged with the local supervisory authority for data protection.

In Finland, the local supervisory authority is the Data Protection Ombudsman (tietosuoja.fi).