Privacy policy

This was last updated September 26th 2024.

For which purposes is my data collected? What is the legal basis of processing my data?

The Personal Data is processed for the purpose of customer relationship management as part as Sofigate’s marketing and/or direct marketing activities, for data analytics, export control and sanctions screening and other similar measures relating to the legality of business transactions in accordance with the Personal Data Act. Sofigate maintains information about Sofigate’s newsletter subscribers and users of its website. Newsletters are sent to subscribers by email based on Sofigate’s customer register. When processing customers Personal Data, Sofigate does not disclose any Personal Data to third parties.

The processing of Personal Data is either based on a contract with Sofigate, on the consent of the data subject themselves or on the legitimate interest of Sofigate in using and providing the services in order to manage the customer relationship and to serve our customers. Legitimate interest enables, for example, targeted marketing. In addition, when conducting export control and sanctions screening, the legal basis for collecting and processing Personal Data is Sofigate’s legal obligations in relation to the prevention of money laundering and terrorist financing.

We use cookies

We use cookies on our website. Cookies are used to improve the content and performance of the website. We ask for your consent to the use of cookies when you visit our website for the first time.

Cookies are small pieces of data sent from a website and stored on the user’s computer by the user’s web browser. The user information obtained from cookies helps Sofigate to ensure the technical functionality of the website and to improve the quality of our services. Necessary cookies are required for the website to work. In addition, the website may use cookies that are not essential for the website to function. These cookies are used for purposes such as analytics, tracking and marketing. Such cookies can only be used with the user’s consent. Our pages may also include other third-party components, such as lead trackers.

A cookie can be session-specific, in which case it is deleted after the browser is closed. A cookie may also be stored on the user’s device for an extended period of time, so that the website remembers the user each time he or she visits the site. Cookies can be blocked from the cookie settings that are presented to users when they first land on Sofigate’s pages or later from the cookie setting menu.

Marketing automation and cookies

Sofigate websites run a marketing automation system that is used for improving general user experience of Sofigate’s websites and content to the user and creating target segments for direct marketing campaigns.

Sofigate places cookies when the user first arrives to Sofigate’s website to learn how users consume content in all its digital services. Users’ Personal Data remain anonymous to Sofigate until:

1. Users subscribes to Sofigate’s material

The user’s Personal Data may be linked to the cookie when a user reveals her/his person subscription to the newsletter. The given information is stored to Sofigate’s customer register.

2. User arrives at the website from an email marketing message sent by Sofigate

The user’s Personal Data may be linked to the cookie when the user arrives to the website via an email marketing message sent by Sofigate. The source for e-mail marketing messages is Sofigate’s customer register. A user whose cookie is linked to Personal Data can receive email marketing that are browser cookies.

Cookies we use to improve user experience

Cookies can have a number of uses, such as collecting information and remembering user preferences and generally facilitating the use of the site. Depending on the purpose of the cookie, its use may require the prior consent of the user.

We use the following types of cookies on our website:

Essential cookies

Essential cookies help make a website usable by enabling basic functions such as page navigation. These cookies have a one-year lifespan and do not contain any Personal Data.

Please note that the website will not function properly without these cookies.

Performance cookies

Performance cookies monitor the performance of a website and collect anonymous data about how users use a website. These cookies provide information that can be used to improve the website and its performance.

We use performance cookies from Google Universal Analytics, Microsoft Clarity, and Microsoft Bing Ads, to collect information about how users use our website. We also use cookies to gather and share information in a conversational, interactive way, this is often used for surveys, quizzes, and forms. These cookies have a life span that ranges from being valid during the session to up to 2 years.

Functional cookies

Functional cookies are cookies that store user preferences so that the website can be customized for the user. These cookies allow the website e.g. to remember language preference and other user preferences.

We use functional cookies from Spotify and Microsoft Clarity that provide insights into user behaviour and website performance. These cookies have a life span that ranges from being valid during the session to up to 1 year.

Targeting cookies

Targeting or marketing cookies are used to tailor advertising to a user’s interests based on their previous browsing activity. When you browse our website, some of these cookies may be cookies set by third parties and used for advertising purposes with your consent. These third parties include social media service providers, such as LinkedIn, Facebook, and YouTube, who provide services to users and to us. These cookies allow third parties to collect and store information such as user preferences and pages visited for advertising purposes or to improve services.

In addition, users’ Personal Data may be processed by other third parties, such as Microsoft, Google and Pardot in order to track user activities across different operating systems and devices for marketing and sales purposes. Such use is done through simple cookie features and with the user’s consent, which the user may withdraw in accordance with the Data Protection Act.

Please note that we have no control over third party cookies and therefore cannot be held responsible for them. Please see the cookie policies of third parties on their respective websites.

These cookies have a life span that ranges from being valid during the session to up to 10 years.

Unclassified cookies

Unclassified cookies are cookies that we work with individual cookie vendors to classify. These cookies have a life span that ranges from being valid during the session to up to 1 year.

Preventing the use of cookies

Users can prevent the use of cookies by changing their browser settings. Cookies can be disabled one by one or all at once. The location of the delete function depends on the browser or device you are using.

Please note, that preventing cookies may impact the way our services function.

Creating a new cookie profile by clearing cookies

Users can clear their cookie history from their browser settings. By regularly deleting cookies from the browser, users can change the identifier on the basis of how a specific online user profile is generated. Clearing cookies will not completely prevent information from being collected; however, it does reset the user’s online profile based on new cookies.

How do we store Personal Data and for how long?

Personal Data is kept confidential. The information network and hardware, where the register is located are protected by firewall and other necessary technical measures. The Sofigate’s customer register’s security measures comply with the data security policy of Sofigate. We use appropriate physical, technical, and administrative security measures to protect your Personal Data against misuse. We have responsible people who have been specifically appointed to take care of privacy protection and data security. The register holder will not disclose any customer Personal Data to any third parties unless required by Finnish authorities.

We store our data in the EU or the EEA. If any data is transferred outside the EU or EEA, we will ensure that the country to which the data is transferred to is approved as having a sufficient level of privacy protection by the European Commission, or by using standard contractual model clauses approved by the European Commission.

We will only store Personal Data for as long as necessary to fulfil the purposes stated in the Privacy Policy statement, unless otherwise required by law. After the basis for processing your Personal Data has ended, we will delete your Personal Data.

As a general rule, customer and partner Personal Data will be stored for at least 3 years from the most recent activity to which the data subject or his/her organisation has identifiably joined. Personal Data relating to the preparation, management and execution of the contract shall be processed for at least 10 years from the most recent activity and termination of the contract to which the data subject or organisation represented by the data subject has joined. If the contract has been agreed to be valid for the time being, the contact information will be stored at least for as long as the contract.

User’s rights

You have the legal right to inspect and transfer the data we have collected concerning your Personal Data. You also have the right to request the correction or deletion of incorrect, defective, unnecessary, or outdated Personal Data. You can withdraw your consent at any time if the processing of your Personal Data is based on your consent. You have further the right to object to the processing of your Personal Data based on Sofigate’s legitimate interests, such as profiling. In certain circumstances, you have the right to request Sofigate to restrict the processing of your Personal Data.

Information can be removed from the register based on a personal request. You have the right to request Sofigate to delete your Personal Data if, inter alia, (1) you consider it unnecessary for the purposes described herein and Sofigate has reviewed the information and consents to the deletion of the Personal Data, (2) you withdraw your consent, (3) you believe that Sofigate is processing your Personal Data unlawfully, or (4) you object to the use of your Personal Data for direct marketing purposes.

Requests for change in register-related matters shall be submitted in writing to the postal address Sofigate Group Oy, Porkkalankatu 1, 00180 Helsinki, Finland or by e-mail to privacy@sofigate.com.

Newsletter subscribers have the right to disallow Sofigate from sending newsletters to them. You can disallow the newsletter by unsubscribing to the newsletter or by sending a request to Sofigate.

You have the right to submit a complaint with the Data Protection Ombudsman if you believe that your Personal Data is being processed in breach of Data Protection Regulations by Sofigate.

Changes to this Privacy Policy statement

Sofigate may from time to time make changes to this Privacy Policy statement without prior notice. However, if material changes are made to this Privacy Policy statement, Sofigate will display a notification of this at the beginning of this Privacy Policy statement. Changes may also be based on changes in legislation. We recommend that users read our Privacy Policy statement on regular basis to keep track of changes.

Contact information

Sofigate Group Oy
Porkkalankatu 1 
00180 Helsinki 
Finland

privacy@sofigate.com, marketing@sofigate.com