M4ID Privacy policies

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HR PRIVACY POLICY

This Privacy Policy is applicable to m4id Oy marketing for international development’s (“M4ID” or “we”) processing of personal data of employees and job applicants (data subjects, meaning employees and job applicants, are hereinafter referred to as “you”).

We process the personal data of our employees to meet our legal and contractual obligations as an employer. Personal data of job applicants is processed for recruitment purposes.

Please note that this Privacy Policy only applies to the processing of personal data carried out by M4ID as a data controller and only in a human resources context.

Occupational health care data is controlled by your occupational health care provider. Their use of your personal data is covered separately under their privacy policy.

This Privacy Policy may be updated from time to time. We will not make substantial changes without prior notice to you.

CONTROLLER’S CONTACT DETAILS

m4id Oy marketing for international development
Company ID: 2210433-7
Address: Vironkatu 7 F 16, 00170 Helsinki, Finland
E-mail address: info@m4id.fi
Phone: +358406433004
www.m4id.fi

Contact person: Mia Hytönen, info@m4id.fi , +358406433004

PERSONAL DATA PROCESSED

Job applicants

We may process the following personal data relating to our job applicants (“Applicant Data”):

Employees

We may process the following personal data relating to our employees (“Employee Data”):

We only collect information that is either relevant for filling in the position in question or necessary for the rights and obligations of either party in the context of establishing or managing an employment relationship.

SOURCES OF PERSONAL DATA

Primarily we receive personal data directly from you.

During the employment relationship we may collect information about you as generated through our data systems and from M4ID’s other employees such as your supervisor (e.g. relating to performance reviews) as well as feedback from M4ID’s customers and stakeholders.

When legally allowed, we may also acquire certain information from relevant authorities or public registers.

During a recruitment process we may, with your consent, contact a reference you have provided us with, such as your former employer. In this case we may get some information about you from such reference.

Purposes and legitimate grounds for processing of personal data

Employee Data is processed to meet our legal obligations as an employer, such as the arrangement of occupational health care, as well as to fulfil our contractual obligations based on your employment contract, such as salary payment.

Applicant Data is processed on the basis of a pre-contractual relationship at your request and based on our legitimate interests in order for us to assess the potential grounds for entering into an employment contract with you.

We also store both Applicant Data and Employee Data for a certain period based on our legitimate interests in case of litigation, claims handling or regulatory investigations.

transfer to countries outside europe

Employee Data and Applicant Data is primarily stored within the European Economic Area.

However, in certain cases we, our service providers and other business partners may transfer or access personal data outside the European Economic Area. In such cases 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 and business partners based on the Standard Contractual Clauses or through other appropriate safeguards, such as the Privacy Shield Framework.

PERSONAL DATA recipients

We do not share personal data with third parties outside of our group companies unless one of the following circumstances apply:

For legal reasons

We may share personal data with third parties outside our organization if access to the personal data is reasonably necessary to: (i) meet taxation, any applicable law, regulation, and/or court order; (ii) detect, prevent or otherwise address crime and/or security issues.

To authorized service providers

We may share personal data to authorized service providers who perform services for us within and outside the European Economic Area. Such service providers are, for example, our accounting and payroll service providers and data storage service providers.

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 that are at least as stringent as the terms of this Privacy Policy.

To other business partners

We may also share Employee Data with our other business partners, such as organizations granting us funding for our research projects (foundations and non-profit organizations) operating within and outside the European Economic Area.

Please note, that the abovementioned business partners process the Employee Data in accordance with their own privacy practices and policies.

For other legitimate reasons

If M4ID 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 you notice when the personal data are transferred or become subject to a different privacy policy as soon as reasonably possible provided that the transfer concerns your personal data.

With your explicit consent

We may share personal data with third parties outside of our organization for other reasons than the ones mentioned before, when we have your explicit consent to do so. You have a right to withdraw such consent at any time.

STORAGE PERIOD

We store Employee Data for as long as it is necessary to meet our legal obligations as an employer or for other legitimate reasons, such as litigation or regulatory investigations. For example, we are required to provide you with a certificate of employment on request for a period of time of 10 years as of termination of your employment relationship.

Applicant Data is stored for recruiting purposes for a maximum of 12 months as of the delivery of a job application, and after that for as long as required for legitimate reasons, such as regulatory investigation and litigation purposes. We generally store Applicant Data for two years after the recruitment to the position you have applied for has ended.

YOUR RIGHTS

Right to access

You have the right to access your personal data processed by us and to request a copy of your personal data undergoing processing.

Right to withdraw consent

In case the processing is based on a consent granted by you, you may withdraw the consent at any time. The withdrawal of consent does not affect the lawfulness of processing based on consent before its withdrawal.

Right to correct

You have the right to have incorrect or incomplete personal data we have stored about you corrected or completed.

Right to erasure

You may also ask us to delete your personal data from our systems. We will comply with such request unless we have a legitimate ground to not delete the data. Please note that during the term of employment Employee Data is processed primarily due to legal obligations and therefore we may not be able to delete it.

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.

Right to object

You may object to the processing of personal data on grounds relating to your particular situation if such data are processed for our legitimate interest. In case we do not have compelling legitimate grounds to continue processing such personal data, we shall no longer process the personal data after your objection.

Right to data portability

You have the right to receive some of the personal data you have provided us with in a structured and commonly used format.

How to use your rights

If you want to use your rights, please contact your supervisor (if you are an employee) or send us a letter or secure e-mail (if you are a job applicant).

We may reject requests that are unreasonably repetitive, excessive or manifestly unfounded.

LODGING A COMPLAINT

In case you consider our processing of personal data to be inconsistent with the applicable data protection laws, you have a right lodge a complaint with the local supervisory authority for data protection.

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 and integrity.

The personal data stored under this Privacy Policy shall only be processed on a need-to-know basis. The use of personal data is protected by appropriate user rights and passwords.

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This Privacy Policy was updated on 19.2.2019.

STAKEHOLDER Privacy POLICY

This Privacy Policy is applicable to m4id Oy marketing for international development’s (“M4ID” or “we”) processing of personal data of the representatives of its customers, suppliers, partners and the users of its website m4id.fi (“Website”). This privacy policy also applies to M4ID’s direct marketing database and the processing of personal data carried out for the purpose of direct marketing.

This Privacy Policy describes how we process personal data concerning the users of the Website as well as the representatives of our business partners, customers, potential customers and suppliers (all the aforementioned individuals hereinafter “you”).

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 on the Website.

Please note that this Privacy Policy applies to processing of personal data carried out by M4ID as data controller.

COntroller’s Contact detailS

Name: m4id Oy marketing for international development
Company ID: 2210433-7
Correspondence address:Vironkatu 7 F 16, 00170 Helsinki, Finland
E-mail address: info@m4id.fi
Phone: +358406433004
www.m4id.fi

Contact person: Mia Hytönen, info@m4id.fi, +358406433004

PERSONAL DATA PROCESSED AND SOURCES OF DATA

Personal data

We collect two types of personal data: (i) Contact Information; and (ii) Analytics Data.

M4ID may collect and process the following Contact Information: (i) name and contact details; (ii) organisation and title (iii) phone number; (iv) e-mail address; (v) correspondence between M4ID and you; (vi) invoicing and billing information; (vii) marketing opt-outs and opt-ins.

Typically we receive this information directly from you or the organisation you work for in the course of an engagement with the organisation you work for. In addition, personal information may be collected and updated from public sources and registers.

Analytics Data we gather in connection with the use of our Website includes for example the following data: (i) your IP address; (ii) device and device identification number; (iii) operating system; (iv) time of visit; (v) browser type and version; (vi) language setting.

Cookies

We use various technologies to collect and store Analytics Data and other information when you visit our Website, including cookies.

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

You may choose to set your 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 Website may not function properly if use of cookies is refused.

Web analytics services

Our Website uses Google Analytics and other web analytics services to compile Analytics Data and reports on visitor usage and to help us improve our Website. For an overview of Google Analytics, please visit Google Analytics. It is possible to opt-out of Google Analytics with the following browser add-on tool: Google Analytics opt-out add-on.

Purposes and legitimate grounds for processing of personal data

Purposes

Personal data is processed by M4ID for the following purposes:

To provide our services, run our business and carry out our contractual obligations

We process personal data in the first place to be able to offer our services to our customers and to run, maintain and develop our business. Personal data may be processed in order to carry out our contractual obligations towards our customers, suppliers and other business partners and for corresponding with you via email and other communication channels.

For customer and supplier communication and marketing

We may process personal data for the purpose of contacting you regarding our services as well as to market our services e.g. by sending newsletters and event invites.

For quality improvement and trend analysis

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

Legitimate grounds for processing

We process personal data mainly to pursue our legitimate interest to maintain and develop customer and business relationships and to run and develop our business. Furthermore, we process personal data to comply with legal obligations and in some cases, to comply with our contractual obligations towards you.

When choosing to use your data on the basis of our legitimate interests, we weigh our own interests against your right to privacy and e.g. provide you with easy to use opt-out from our marketing communications and use pseudonymized or non-personally identifiable data when possible.

You may be requested to grant your consent for the processing of personal data. When the processing of personal data is based on a consent, you may withdraw your consent at any time.

transfer to countries outside europe

M4ID stores your personal data primarily within the European Economic Area. However, we have service providers in several geographical locations. As such, we and our service providers may transfer personal data to, or access it in, jurisdictions outside the European Economic Area or your domicile.

We will take steps to ensure that your personal data receives an adequate level of protection in the jurisdictions in which they are 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, such as the Privacy Shield Framework.

PERSONAL DATA recipients

We do not share personal data with third parties outside of M4ID’s organization unless one of the following circumstances applies:

For legal reasons and legal processes

We may share personal data with third parties outside M4ID’s organization if access to and use of the personal data is reasonably necessary to: (i) meet any applicable law, regulation, and/or court order; and/or (ii) detect, prevent, or otherwise address crime or security issues.

To authorized service providers

We may share personal data to authorized service providers who perform services for us (including data storage, legal, accounting, sales and marketing 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.

To other business partners

We may also share personal data under this Privacy Policy with our other business partners, such as organizations granting us funding for our research projects (such as foundations and non-profit organizations) operating within and outside the European Economic Area.

Please note, that the abovementioned business partners process the personal data in accordance with their own privacy practices and policies.

For other legitimate reasons

If M4ID 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 you notice when the personal data are transferred or become subject to a different privacy policy as soon as reasonably possible provided that the transfer concerns your personal data.

With explicit consent

We may share personal data with third parties outside M4ID’s organization for other reasons than the ones mentioned before, when we have your explicit consent to do so. You have the right to withdraw this consent at all times.

storage period

M4ID does not store personal data longer than is legally permitted and necessary for the purposes set out in this Privacy Policy. The storage period depends on the nature of the information and the purposes of processing. The maximum period may therefore vary per use.

Contact Information is typically deleted within a reasonable time after the organization in question no longer has a contractual or other business relationship with us.

Thereafter, a part of the personal data relating to you may be stored only as long as such processing is required by law or is reasonably necessary for our legal obligations or legitimate interests such as claims handling, bookkeeping and direct marketing.

We will store Analytics Data relating to the Website for 26 months.

YOUR 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 and processed regarding you.

Right to withdraw consent

In case the processing is based on a consent granted by you, you may withdraw the consent at any time. 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. You can have your personal data corrected or completed by contacting us on the addresses indicated above.

Right to erasure

You may also ask us to erase the 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 may object to the processing of personal data on grounds relating to your particular situation if such data are processed for our legitimate interest. In case we do not have compelling legitimate grounds to continue processing such personal data, we shall no longer process the personal data after your objection.

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.

Right to data portability

You have the right to receive your personal data from us in a structured and commonly used format.

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. We may request the provision of additional information necessary to confirm your identity. We may reject requests that are unreasonably repetitive, excessive or manifestly unfounded.

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 the unsubscribe possibility offered in connection with any direct marketing messages.

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.

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 and integrity.

The personal data stored under this Privacy Policy shall only be processed on a need-to-know basis. The use of personal data is protected by appropriate user rights and passwords.

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This Privacy Policy was updated on 19.2.2019.