Privacy Policy

Privacy Policy

PRIVACY POLICY
Customer, Marketing and Online Services Personal Data Register
Updated 6 July 2026

In this privacy policy, we explain how Jokiväri Oy processes the personal data of customers, potential customers, website users, recipients of marketing communications and persons providing customer feedback.

1. Data Controller

Jokiväri Oy
Alasintie 1
80130 Joensuu
Y-tunnus: 2136744-2

2. Contact Person for Data Protection Matters

Riina Seppänen
Jokiväri Oy

Requests related to data protection may be sent to:
info@jokivari.fi

Requests may also be sent by post to:
Jokiväri Oy
Alasintie 1
80130 Joensuu

3. Name of the Register

Jokiväri Oy’s customer, marketing and online services personal data register.

4. Who Does This Privacy Policy Apply To?

This privacy policy applies to persons who are in contact with Jokiväri, for example as a customer, potential customer, contact person of a housing company or business, website user, recipient of a newsletter or other marketing communication newsletters or other marketing communications, or as a person providing customer feedback.

5. Purposes of Processing Personal Data

We process personal data for the following purposes:

  • responding to requests for quotation and contact requests
  • managing customer relationships
  • carrying out contracts, orders and renovation projects
  • project communication and contact with customers, housing companies, businesses and other parties
  • invoicing, payment monitoring and accounting
  • collecting and processing customer feedback
  • handling complaints, liabilities and legal claims
  • developing services, customer experience and operations
  • analysing the functionality, usability and visitor numbers of the website
  • implementing and developing marketing, advertising and communications
  • electronic direct marketing, such as newsletters, when there is an appropriate legal basis or consent
  • fulfilling statutory obligations

6. Legal Bases for Processing Personal Data

We process personal data on the following grounds:

Contract and pre-contractual measures
We process personal data when responding to requests for quotation, preparing quotations, carrying out agreed work and managing obligations related to the customer relationship.

Statutory obligation
We process personal data, for example, in connection with accounting, invoicing and official obligations.

Legitimate interest
We process personal data for managing customer relationships, developing services, processing customer feedback, handling complaints, preparing, presenting or defending legal claims, and for communications directed at business customers and representatives of housing companies.

Consent
We process personal data on the basis of consent, for example, for sending newsletters, electronic direct marketing and cookies that are not strictly necessary. Consent may be withdrawn at any time.

7. Personal Data Processed

The data processed may include, for example:

  • first name and last name
  • email address
  • phone number
  • postal address
  • address of the site
  • city or municipality
  • name of the housing company, business or other organisation
  • the person’s position or role in the organisation, such as property manager, board member, contact person or representative of the client
  • type of renovation or service need
  • content of the request for quotation, contact request or feedback
  • attachments, photos and other additional information provided by the customer
  • information about quotations, orders, contracts and project progress
  • communication related to managing the customer relationship and project
  • invoicing and payment information
  • customer feedback
  • marketing permissions and information related to receiving marketing communications
  • information related to opening and clicking newsletters and marketing messages
  • technical information related to website use, such as IP address, browser, device information, operating system, language setting, actions taken on the website and cookie identifiers

We do not collect personal identity codes or payment card details through the website.

8. Regular Sources of Data

We mainly receive personal data from the person themselves, for example when they:

  • complete a contact, quotation request or feedback form on the website
  • subscribe to a newsletter or give marketing permission
  • contact us by email, phone, through the website or by other means
  • provide feedback on Jokiväri Oy’s services
  • deal with Jokiväri Oy as a customer or customer representative

Data may also be created during the customer relationship and project, for example in connection with quotations, contracts, worksite progress, invoicing, feedback and complaints.

In addition, we receive technical data about website use through cookies and similar technologies, in accordance with the choices made by the user.

9. Systems and Service Providers Used

Personal data may be processed in the systems and services used by Jokiväri Oy. These include, for example:

  • ProcessWire website platform
  • the website’s own forms
  • ActiveCampaign, which is used, among other things, for marketing, newsletters and forms embedded on the website
  • Lemonsoft
  • Survicate customer feedback tool
  • Microsoft 365 services, such as Outlook, Teams and SharePoint
  • Meta Business Suite, Meta Ads and Meta Pixel
  • Google Analytics 4
  • Google Tag Manager
  • Google Search Console
  • Google Ads, if advertising is used
  • YouTube embeds
  • accounting and financial administration systems
  • electronic signature tools, if they are used for processing contracts or documents

Service providers process personal data on behalf of Jokiväri Oy and only for agreed purposes, unless they act as independent data controllers in accordance with their own terms of service and privacy practices.

10. Cookies and Similar Technologies

Jokiväri Oy’s website uses cookies and similar technologies. A cookie is a small text file that is stored on the user’s device when using the website.

We use cookies, for example, for the technical functionality of the website, improving the user experience, analysing visitor numbers and website use, and targeting marketing and advertising.

The cookies used on the website are divided into the following categories:

Necessary cookies
These cookies are necessary for the basic functions of the website. The website does not work as intended without these cookies. Necessary cookies do not require the user’s consent.

Functional cookies
These cookies may be used, for example, to enable website functionalities and third-party features, such as content sharing or embedded content.

Analytics cookies
These cookies are used to understand how visitors use the website. They help track, for example, visitor numbers, the most popular pages, traffic sources and website usability.

Performance cookies
These cookies are used to measure and improve the functionality and performance of the website.

Advertising cookies
These cookies are used for targeting marketing and advertising and measuring the effectiveness of advertising. Advertising cookies may be set, for example, by Meta and Google.

Unclassified cookies
Unclassified cookies are cookies that have not yet been classified into the categories mentioned above.

The user can accept, reject or modify cookie settings through the website’s cookie banner. Cookies other than necessary cookies are used on the basis of the user’s consent. Consent may be withdrawn or cookie settings changed later through the cookie settings available on the website.

11. Regular Disclosures of Data

We may disclose personal data when it is necessary for carrying out the purposes described in this policy or as required by law.

Data may be disclosed, for example, to:

  • subcontractors for carrying out the project
  • site managers and installers for planning and carrying out the work
  • financial administration and accounting service providers
  • IT and system service providers
  • marketing and communications service providers
  • authorities on the basis of law

Data may be published, for example, as a customer story, reference, feedback or image only to the extent agreed with the customer or where there is another appropriate basis.

12. Transfer of Personal Data Outside the EU or EEA

We use services and systems whose service providers or subcontractors may be located outside the EU or the European Economic Area, or where personal data may be transferred outside the EU or EEA.

In such situations, we ensure that there is a lawful basis under data protection legislation for the transfer of personal data. Transfers may be carried out, for example, on the basis of an adequacy decision by the European Commission, standard contractual clauses approved by the EU, or another transfer mechanism in accordance with legislation.

13. Retention Periods for Personal Data

We retain personal data only for as long as it is necessary for the purposes described in this policy, for managing the customer relationship, fulfilling a contract, complying with statutory obligations, or preparing, presenting or defending legal claims.

Indicative retention periods:

Data category Indicative retention period
Requests for quotation and contact requests that do not lead to a customer relationship 12–24 months from the contact request
Quotations and related communication 2–3 years from giving the quotation, unless the customer relationship continues
Data related to completed customer projects As a rule, 10 years from the end of the project, or longer if liability, warranty or complaint matters require it
Contracts and project documentation 10 years from the end of the contract or project, or longer if required for handling legal claims
Invoicing and accounting material In accordance with the Accounting Act, generally 6 or 10 years depending on the type of material
Data related to complaints, defects, damage or liabilities For as long as handling the matter, liabilities or possible legal claims require
Customer feedback 2–3 years from giving the feedback, unless longer retention is necessary for service development, complaint handling or another justified reason
Marketing permissions and newsletter subscriber data For as long as the consent or marketing basis based on the customer relationship is valid
Direct marketing opt-out data For as long as necessary to comply with the prohibition
Website analytics data In accordance with the settings of the analytics tool used, generally no longer than 14–26 months
Data related to cookie consents Generally 6–24 months or in accordance with the settings of the cookie management tool used

Unnecessary and outdated data is deleted or anonymised regularly whenever possible.

14. Principles of Register Protection

We protect personal data with appropriate technical and organisational measures.

The website uses a secure HTTPS connection. Access to systems containing personal data is limited to persons whose work duties require it. Systems are accessed using personal usernames and passwords, and access rights are managed according to work tasks.

15. Rights of the Data Subject

The data subject has rights to their personal data under data protection legislation.

The data subject has the right to:

  • receive information about the processing of their personal data
  • access personal data concerning them
  • request correction of incorrect or incomplete data
  • request deletion of data in certain situations
  • request restriction of processing in certain situations
  • object to the processing of personal data in certain situations
  • object to direct marketing at any time
  • withdraw consent at any time, if the processing is based on consent
  • receive the data they have provided and transfer it from one system to another when required by applicable legislation

Not all rights can be exercised in all situations. For example, a statutory obligation, contractual obligation or the handling of legal claims may require some data to be retained even if the data subject requests its deletion.

Requests related to data protection must be sent to info@jokivari.fi or by post to Jokiväri Oy, Alasintie 1, 80130 Joensuu. If necessary, we may ask the person making the request to verify their identity.

We respond to requests without undue delay and generally within one month of receiving the request.

16. Right to Lodge a Complaint with the Supervisory Authority

If the data subject considers that their personal data is being processed in violation of data protection legislation, they have the right to lodge a complaint with the supervisory authority.

In Finland, the supervisory authority is the Office of the Data Protection Ombudsman.

17. Changes to This Privacy Policy

Jokiväri Oy continuously develops its services and reserves the right to update this privacy policy, for example due to changes in legislation, authority guidelines or services. The latest version is always available on Jokiväri Oy’s website.