Legal & Policies

About this policy

Updated 14.3.2023

This Privacy Policy is applicable to the personal data processed by Mapita Oy (“Mapita” or “we”) relating to the users (“Users” or “you”) who have created their personal Maptionnaire online account for tracking their responses relating to surveys within the Maptionnaire Service (hereinafter the “Service”).

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 carried out by Mapita as a data controller. This Privacy Policy does not address, and we are not responsible for, the privacy and data processing practices of any third parties. In regard to any personal data you submit as part of your responses to surveys or questionnaires, the data controller is the organization that has initiated the survey.

Updates to this policy

This Privacy Policy may be updated if required in order to reflect the changes in data processing practices or otherwise. The current version can be found at maptionnaire.com/respondent-privacy. We will not make substantial changes to this Privacy Policy or reduce the rights of Users under this Privacy Policy without providing a notice thereof.

Our contact information

Mapita Oy
Business ID: 2399273-5
Correspondence address: Fredrikinkatu 55 A 2, 00100 Helsinki, Finland

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 processed and sources of data

We collect two types of information concerning the Users: (i) User Data; and (ii) Service Usage Data.

Most of the User Data is received directly from Users in connection with registration or in connection with use of the Service.

Service Usage Data is collected automatically as you use the Service. The data is collected in standard server logs and used exclusively for the operation of the Service. Although we do not use Service Usage Data to identify individuals, sometimes individuals can be recognized from it, either alone or when combined or linked with User Data. In such situations, Service Usage Data shall also be considered to be personal data under applicable laws and we will treat the combined data as personal data.

Mapita may process the following User Data and Service Usage Data:

User Data:

• Full name
• Email address and account credentials
• Any direct correspondence with Mapita (e.g. feedback or questions)
• Notification opt-outs and opt-ins

Service Usage Data:

• IP address
• Browser type and version
• Device type and model
• Operating system
• Usage data relating to your use of the Service

2. Cookies

We use various technologies to collect and store Service Usage Data when Users visit our Service, 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 Service and to create aggregate information of our visitors. This helps us to improve our Service and better serve our Users. The cookies will not harm your device or files. We use cookies to tailor our Service and the information we provide in accordance with the individual interests of our Users. Cookies are also used to integrate our social media accounts onto our website.

Users 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.

3. List of cookies used in the Maptionnaire survey

maptionnaire.respondent signifies a random and anonymous ID for the response session so that a person can come back and edit their responses even after closing the browser window. It expires in 90 days.

4. 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 to be able to offer the Service to our Users in accordance with our User Terms of Service (maptionnaire.com/respondent-terms) and to run and maintain our business. We may use the data for example to offer essential functionalities of the Service and to coordinate and manage the provision of the Service.

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

In certain cases we may process personal data to enable us to administer and fulfil our obligations under law. This includes data processed for 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 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 communication
(legal ground: legitimate interest)

We may process personal data for the purpose of contacting our Users regarding Service Notifications and for informing Users of changes in our Service.

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

We may process information regarding the use of the Service to improve the quality of our service, for example by analysing any trends in the use of our Service. Where possible, we will do this using only aggregated, non- personally identifiable data.

Legitimate grounds for processing

We primarily process personal data of Users on a contractual basis.

In certain cases Users may be requested to grant their consent for the processing of personal data. In this event, the legal ground for such processing is your consent. You may withdraw your consent at any time.

5. International transfers

Mapita stores Users’ 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 outside of the User’s domicile.

We will take steps to ensure that the Users’ 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 through other appropriate safeguards.

5. Personal data recipients

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

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, property or safety of Mapita, our Users or the public in accordance with the law. When possible, we will inform Users about such transfer and processing.

To authorized service providers

We may share personal data to authorized service providers who perform services for us. 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.

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 Users 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 User’s explicit consent to do so. You have the right to withdraw this consent at all times.

6. Storage period

Mapita does not store personal data longer than is legally permitted and necessary for the purposes of providing the Service 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.

We generally store User Data for as long as you have an account within the Service. We will store Service Usage Data relating to the Service for up to 24 months.

7. Users' rights

Right to access

You have the right to access your personal data processed by us. You may contact us and we will inform what personal data we have collected regarding you and for which purposes. Where possible, Users should primarily use the Service functionalities to access their own account information.

Right to withdraw consent

In case the processing is based on a consent you have granted to us, you 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

You have the right to have incorrect or incomplete personal data we have stored about you corrected or completed by contacting us. Where possible, Users should primarily use the Service functionalities to correct their own account information.

Right to erasure

You may also ask us to erase your 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

You have the right to object to certain use of your personal data if such data are processed for other purposes than those necessary for the performance of the Service or for compliance with a legal obligation. If you object to the further processing of your personal data, this may lead to fewer possibilities to use the our Service.

Right to restriction of processing

You 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 Service.

Right to data portability

You have the right to receive your 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 contacting us on the addresses set out above. We may request the provision of additional information necessary to confirm your identity.

We reserve the right to reject requests that are unreasonably repetitive, excessive or manifestly unfounded.

8. Direct marketing

Notwithstanding any consent granted beforehand for the purposes of direct marketing, you have the right to prohibit us from using your personal data for direct marketing purposes, market research and profiling made for direct marketing purposes by contacting us on the addresses indicated above or by using the unsubscribe possibility offered in connection with any direct marketing messages.

9. Information security

We use administrative, organizational, technical, and physical safeguards to protect the personal data we collect and process. Our security controls are designed to maintain an appropriate level of data confidentiality, integrity, availability, resilience and ability restore the data.

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

10. Lodging a complaint

In case you consider 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).