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Privacy Policy

1. Data Controller

VirtaGym Kuntokeskukset Oy
Tehtaantie 5, 91500 MUHOS
info@virtagym.fi
Business ID: 3529156-5

2. Person Responsible for Data Protection Matters and/or Contact Person

Tero-Antti Pitkänen
tero.pitkanen@virtagym.fi

3. Name of the Register

VirtaGym Kuntokeskukset Oy's customer information register based on customer relationships and other relevant connections.

4. How Your Personal Data Is Used

Your personal data is used for:

  • Managing, analysing and developing customer, membership and stakeholder relationships
  • Offering and developing products and services
  • Processing, delivering and archiving orders
  • Analytics and statistical purposes
  • Implementing and monitoring customer, member and marketing communications
  • Processing, analysing and compiling statistics on customer feedback, customer surveys and research results
  • Preventing and investigating misuse and problem situations

The legal basis for processing personal data under the EU General Data Protection Regulation (GDPR) may be one of the following:

  • The individual's consent
  • A contract
  • A legal obligation
  • Legitimate interest

5. What Personal Data Do We Collect About You?

The register may contain the following information and information regarding changes to such data:

Customer's Basic Information

  • Name
  • Contact details (postal address, email addresses and telephone numbers)
  • Gender
  • Date of birth
  • For corporate customers, information concerning the profession or position of contact persons within the organisation

Customer Identification Information

  • Personal identity code
  • Customer number
  • Registration details relating to the services provided by the data controller (e.g. usernames and passwords for online stores and back-end system services)
  • Identifiers used for targeted marketing

Information Relating to the Customer Relationship, Other Relevant Connections, and the Use of Services and Content

This may include:

  • Purchase information, such as details of purchased products and services, including product warranty information, as well as necessary information relating to payments, invoicing and debt collection, such as credit card information
  • Information relating to the use of products
  • Feedback and complaints
  • Information concerning events and participants in training sessions
  • Location data, if the customer has expressly given permission for this purpose
  • Browsing data and other information relating to the use of the data controller's electronic services and content, including technical information sent by the user's browser to the data controller's server (such as IP address and browser information), as well as cookies sent to the user's browser and information associated with them, where cookies are linked to personal data
  • Information relating to marketing and sales promotion, such as marketing activities targeted at the individual, their interaction with such activities, information provided in connection with them, and direct marketing permissions and prohibitions
  • Recordings of customer service calls and email and online communications relating to customer service, including communications through social media channels

6. Regular Sources of Information

Information relating to customers is collected directly from the customer when entering into an agreement, through the "My Information" section of the online service, in connection with the use of products and services, through customer service, and when the customer participates in product and service development, research or surveys.

Personal data may also be collected and updated from other registers maintained by the data controller and companies belonging to the same group from time to time, as well as from authorities and companies providing services relating to personal data, such as population information systems and other similar registers.

7. How We Use Cookies

We use cookies and other similar technologies, such as browser local storage, to provide and develop our services. We also use cookies to personalise content and target advertising.

Cookies allow us, among other things, to provide more relevant and personalised services by displaying content based on the user's interests. They also enable features such as logging in and authentication, storing personal settings and preferences, and analysing the operation of our websites.

When you use our online services, they may collect information such as your IP address, the links you use, the advertisements or other content you have viewed, the website you came from and the websites you visit, the time of browsing, the type of browser or application you use, and other similar information.

You can manage the use of cookies through your browser's settings and management functions. Further information about cookies can be found in the privacy or help documentation of each browser.

Certain features of our services depend on cookies. Therefore, blocking or deleting cookies through your browser or other settings may adversely affect the functionality and user experience of the relevant web or mobile application service.

8. Who Do We Disclose Your Personal Data To?

Personal data may only be disclosed within the limits permitted and required by applicable legislation and as required by competent authorities.

The data controller may share your personal data with carefully selected third parties for joint or independent direct marketing purposes. Data may be shared for such purposes only where the intended purpose of use by the third party is not incompatible with the purposes defined in this Privacy Statement.

The data controller may, at its discretion, share the personal data of persons participating in the data controller's events with other participants of the relevant event, where this is appropriate due to the nature of the event.

After the relevant customer or other relationship has ended, the data controller may transfer information to its own direct marketing register within the limits permitted by law.

The data controller may share your personal data with third parties providing services to the data controller. Such services may include customer service, software services, research, marketing and event production.

The data controller may share your personal data for the purpose of collecting payments for products and services and may, for example, transfer or sell unpaid invoices to third parties providing debt collection services.

Protecting your personal data is important to us. Therefore, we do not allow such third parties to use the data for any purpose other than providing the relevant services, and we require such parties to protect users' personal data in accordance with this Privacy Statement and applicable legislation.

Personal data is not routinely disclosed for purposes other than those mentioned above. However, the data controller is entitled to disclose personal data as permitted by law, for example in connection with the sale of a business.

In addition, the data controller may disclose information for statistical and analytical purposes in a form that does not allow the disclosed information to be linked to an individual person.

10. Do We Transfer Your Personal Data Outside the EU?

When providing its services, the data controller may use resources and servers located in different parts of the world. The data controller may therefore transfer your personal data outside the country in which the services are used and potentially also to countries outside the EU whose data protection legislation differs from that applicable within the EU.

In such cases, the data controller ensures that there is a legal basis for the transfer of data and that users' personal data is protected, for example, where necessary, by using standard contractual clauses approved by the relevant authorities and requiring appropriate technical and other data protection measures.

11. How Long Do We Store Your Data?

We retain your personal data for at least the duration of the customer relationship. After the customer relationship has ended, the retention period depends on the type of data and the purpose for which it is processed. We comply with applicable statutory obligations concerning data retention.

We aim to keep the personal data in our possession accurate and up to date by deleting unnecessary information and updating outdated information. However, we encourage you to check the accuracy of your personal data from time to time.

12. How Is Your Personal Data Protected?

We protect your personal data with great care by using appropriate data protection and information security measures.

Such measures include, among other things, proactive and reactive risk management, the use of firewalls, encryption technologies, secure premises, access control and security systems, security planning, controlled granting and monitoring of access rights, ensuring the competence of personnel involved in the processing of personal data through training and assessments, and careful selection of subcontractors.

We continuously update our internal practices and instructions as appropriate.

13. Your Rights as Our Customer

We are committed to processing personal data in accordance with the General Data Protection Regulation (GDPR) and provide our users with the following choices and means of control regarding their personal data:

Right to Object to Direct Marketing

You have the right to prohibit the disclosure and processing of your personal data for direct advertising, distance selling and other direct marketing purposes by contacting our customer service.

Right to Access Your Data

You have the right to access the personal data stored about you. Upon your request, we will correct, delete or supplement personal data that is incorrect, unnecessary, incomplete or outdated in relation to the purpose of the processing.

You can update and/or review your personal data by contacting our customer service.

Blocking Cookies

You can prevent the use of cookies by changing your browser settings. Blocking cookies may affect the functionality of our services.

Clearing Cookies

You can clear cookies through your browser settings. By clearing cookies regularly, you change the identifier used to create a profile of your browsing activity.

However, clearing cookies does not completely stop data collection. Rather, it resets the profile based on previously collected browsing and behavioural data.

Consent to the Use of Location Data

You can give your consent to the use of location data through your device and application settings. You can also withdraw your consent at any time through these settings.

14. Can This Privacy Statement Be Changed?

We continuously develop our services and reserve the right to amend this Privacy Statement by notifying users through our services. Changes may also be made due to changes in applicable legislation.

We recommend that you review the contents of this Privacy Statement regularly.