Our Privacy Policy

INTRODUCTION

We are committed to protecting the privacy of individuals who engage with us through our services, including customers, partners, and participants in our research activities. This privacy policy describes how we collect, use, store, and share your personal data in compliance with applicable privacy regulations, including the General Data Protection Regulation (GDPR).

By using our services, participating in our activities, or visiting our websites, you agree to the processing of your personal data as described in this privacy policy.

DATA CONTROLLERS

By using our services, participating in our activities, or visiting our websites, you agree to the processing of your personal data as described in this privacy policy.The data controllers responsible for your personal data are:

Digitalist Experience Oy
Business ID: 0997039-6
Siltasaarenkatu 18-20 C, 9th floor, 00530 Helsinki, Finland
‍
Digitalist Open Tech Oy
Business ID: 3246952-4
Siltasaarenkatu 18-20 C, 9th floor, 00530 Helsinki, Finland

For all data protection-related inquiries, you may contact us at dataprotection@digitalistgroup.com.

CHANGES TO THE PRIVACY POLICY

We may update this Privacy Policy from time to time to reflect changes in our practices or relevant legislation. Any significant changes will be communicated to you through our website. We encourage you to regularly check this page for updates.

If any changes involve new purposes for processing your personal data, we will request your consent when required by law.

WHAT DATA WE COLLECT

We collect different types of personal data depending on your relationship with us and how you interact with our services.

Customer relationships, sales, and marketing

We collect and process the following types of personal data for maintaining customer relationships, sales, and marketing:

Basic Information: Name, date of birth, customer number, preferred language, title
Contact Details: Email, phone number, address
Company-related Information: Employer, job role, business contact information
Contract Information: Current and past contracts, invoices, payment data, and correspondence
Marketing Data: Responses to marketing campaigns, event registration details (dietary preferences, billing information)

These data are processed for:

Managing customer relationships and fulfilling contractual obligations
Marketing products and services, including targeted advertising and event management
Improving services based on customer interactions and feedback

Research and usability testing

For individuals participating in our research and usability tests, we collect:

Participant Information: Name, contact details (email, phone, address), feedback, and research responses
Multimedia: Audio and video recordings, screenshots during usability sessions
Participation Data: Participation in surveys or tests, including any signed consent forms and confidentiality agreements

These data help us conduct research, improve our products and services, and analyze usability findings.

HOW WE COLLECT PERSONAL DATA

We collect personal data through the following channels:

Direct interactions, including emails, phone calls, and website usage
Participation in surveys, research studies, or events
Public sources such as LinkedIn or business websites
Data obtained through event registrations and networking platforms
Social media platforms for marketing purposes

HOW WE USE AND SHARE PERSONAL DATA

Use of personal data

Your personal data is used for the following purposes:

Customer Management: Fulfilling contractual obligations, providing services, invoicing, and resolving customer inquiries.
Marketing and Sales: Promoting our services, sending newsletters, event invitations, and offering tailored marketing based on your preferences.
Research and Development: Improving products and services based on feedback from usability testing and market research.

Sharing of personal data

We do not sell your personal data. However, we may share it with:

Service Providers: Third-party vendors who support our operations, such as hosting services, payment processors, and event management platforms. These providers are contractually bound to protect your personal data.
Other Group Companies: Companies within the Digitalist Group, where necessary, for service delivery and business operations.
Authorities: Where required by law, such as for tax, audit, or legal compliance purposes.
Business Transfers: In the event of a merger, acquisition, or sale of assets, your personal data may be transferred to the new entity.

If we transfer data outside the EU/EEA, we ensure compliance with GDPR by implementing appropriate safeguards, such as Standard Contractual Clauses.

DATA SECURITY

We take data security seriously and employ various measures to protect your personal data from unauthorized access, disclosure, or destruction. These include:

Secure storage of digital data in encrypted databases and cloud services.
Restricted access to personal data, granted only to employees or contractors who need it for their work.
Physical security for any hard copies of personal data, stored in locked premises.

We also anonymize personal data where feasible, particularly in usability studies and AI-generated summaries.

DATA RETENTION

Customer and marketing data

Personal data related to customer relationships, sales, and marketing is stored as long as necessary for the purpose for which it was collected. We may also retain data to comply with legal obligations (e.g., tax or accounting requirements).

Marketing Data: Retained until you opt out of receiving marketing communications.
Customer Data: Retained for the duration of your relationship with us and for a period thereafter in line with legal obligations or legitimate interests (e.g., for record-keeping).

Research and usability data

Personal data collected during research and usability tests is retained only for the duration of the research project or as required by law.

Research Data: Stored for up to 12 months after the project concludes unless otherwise specified by the consent form or legal requirements.
Participation Data: Retained for verification and legal compliance, such as tax reporting for participation incentives.

USE OF COOKIES

Our websites use cookies to improve your experience and analyze how users interact with our services. Cookies are small text files stored on your device to enhance website functionality and track user behavior.

We use the following types of cookies:

Essential Cookies: Required for the website to function correctly.
Performance Cookies: Used to analyze website performance and traffic.
Functional Cookies: Enable enhanced functionality and personalization.
Targeting Cookies: Used to deliver relevant advertisements to you.

You can manage your cookie preferences through our website, except for essential cookies, which cannot be disabled.

YOUR RIGHTS

Under GDPR, you have several rights regarding your personal data:

Access: Request a copy of your personal data.
Correction: Request correction of inaccurate or outdated information.
Erasure: Request deletion of your personal data under certain conditions (e.g., if it is no longer needed).
Restriction: Request restriction of data processing under specific circumstances.
Objection: Object to the processing of your data for marketing or profiling purposes.
Data Portability: Request transfer of your data to another service provider.
Withdraw Consent: If processing is based on consent, you can withdraw this consent at any time.
Complaint: File a complaint with the Finnish Data Protection Ombudsman (www.tietosuoja.fi) if you believe your data is being processed unlawfully.

HOW TO CONTACT US

For any questions about this Privacy Policy or to exercise your rights, please contact us:

Email: dataprotection@digitalistgroup.com
Address: Digitalist Experience Oy, Siltasaarenkatu 18-20 C, 9th floor, 00530 Helsinki, Finland

We may require additional information to verify your identity before processing your request.

Digitalist Experience Oy's full Privacy Policy

‍