Privacy statement of Colliers Finland Group’s customer, prospect, partner and marketing data file

Privacy statement of Colliers Finland Group’s customer, prospect, partner and marketing data file

10 May 2021

1. Controller

Colliers Finland Group Oy
Business ID 2396296-6
Ratamestarinkatu 7 B
00520 Helsinki

2. Contact details for data file issues

Hille Amnell
hille.amnell@colliers.com
Tel. +358 44 723 8719

3. Name of data file

Customer, prospect, partner and marketing data file

4. Purpose of and basis for processing personal data

The processing of personal data is based on the legitimate interest of Colliers Finland Group Oy and companies in the same group (hereinafter referred to as Colliers) (including direct marketing) and the statutory obligation to identify the customer.

The purpose of the processing of personal data is:

• Managing, maintaining, developing, analysing and keeping statistics on relationships with business customers and partners
• Customer communications
• Organising sales and marketing events
• Implementing opinion polls and marketing studies
• Direct marketing and targeting of online advertising
• Planning and developing business and services
• Identifying customer’s users and access management

5. Data content of data file and groups of data subjects

The data file contains the following personal data about the decision makers and contact persons of customer or partner companies and organisations (including newsletter subscribers, those who have submitted a request for a quote, those who have submitted a contact request, event participants):

• Name
• Contact details: postal address, email address, telephone number
• Company or organisation and position
• Where appropriate, identification data (passport or driving licence no. in agreements, customer identification)
• Direct marketing authorisations and prohibitions
• Electronic service usernames and passwords
• Any other information necessary for the purposes of the data file
• Dietary information (events)
• Customer history (e.g. participation information in events)
• Customer/user and customer experience survey response data
• Call recordings
• Any other information necessary for the purposes of the data file.

The data file contains the following data about the decision-makers and contact persons of potential customer companies and organisations:

• Name, title, company, postal address, email address, telephone number
• Information on the role and status of the data subject in business or public duties
• Direct marketing authorisations and prohibitions

6. Data sources

The data stored in the data file is regularly collected from the data subject via phone, in meetings or in other similar ways. The data file is aggregated upon conclusion of the customer or cooperation agreement with Colliers and during the contractual relationship from the data provided by the customer and otherwise obtained during the relationship. Personal data may also be collected and updated from public and private registers.

7. Disclosures and transfers of data and data transfer outside the EU or the EEA

In principle, personal data will not be transferred outside the EU or the EEA.

Colliers uses services from external service providers such as for maintaining newsletter address list, customer and partner data, and in the processing of data of event participants. In accordance with the data protection agreement, each service provider processes personal data only to the extent necessary to provide the service.

8. Protection principles and storage periods of data file

The data is stored in Colliers’ information systems, which use both technical and programmatic means to ensure data security and to monitor data use. Access to data in the data file is limited to designated persons to the extent required by their duties. Colliers ensures the realisation of data protection through data processing contracts with its subcontractors that process personal data. All persons using data in the data file are bound by an obligation of secrecy.

Personal data is stored for as long as is necessary for the purposes of the data. In principle, customer data is stored for two years after the end of the customer and/or contractual relationship or the last interaction (request for quote, order or meeting) (except where legislation requires a longer period of data retention).

Personal data collected on decision makers and contact persons of potential customer companies and organisations is permanently stored within the limits of the law. Colliers assesses the need for data storage on a regular basis, in addition to which Colliers provides for reasonable measures to ensure that incompatible, outdated or incorrect personal data in relation to the purpose of processing is not stored on data subjects in the data file.

9. Data subject’s rights and requests

The data subject or the user has the right to check the data stored in the data file concerning him/herself and the right to request rectification and deletion of incorrect data.

The data subject has the right to object to the controller processing data concerning him/her for purposes of direct advertising and market and opinion surveys.

In accordance with the General Data Protection Regulation, the data subject has the right to object to or to request restriction of processing of his/her data and to lodge a complaint with the Data Protection Ombudsman about the processing of personal data.

Requests concerning the rights of the data subject must be submitted in writing to the contact person provided in section 2.