Koherent is committed to protecting your individual rights and keeping your personal data safe. In this Koherent Privacy Notice we describe the collection, usage, storage and sharing of personal data. The data controller is Koherent Oy (business ID FI29794537).
1. What is the purpose of processing personal data?
Koherent processes personal data on our clients, potential clients and interest groups related to us in order to provide, promote, and develop our technology and services, and to maintain other business relationship with individuals close to us. Our connection with you can stem especially from your tasks or position in a company related to us.
Personal data is also processed for planning and carrying out our business operations, and, to the extent possible, for maintaining and further developing our business as well as creating added value in it.
2. What personal data we collect
Personal data collected directly from you as part of the use of our services. Sometimes additional information is required to keep information up to date or to verify information we collect.
The personal data we collect can be grouped into the following categories:
Identification information: first and last names
Company and contact information: phone numbers, email addresses, job title, company name, company address and country, company telephone number
We collect information you provide directly to us. For example, when contacting us we collect personal data, such as name, job title, email address and phone number. Koherent also collects information which you provide us with such as messages you have sent us, e.g. a message in one of our digital channels.
In addition, we may use other sources to collect information related to your tasks or position in an organisation, such as business networks.
3. How we may use your personal data and the lawful basis for doing so
We use your personal data to comply with legal and contractual obligations as well as to provide you with offers, advice and services. The main purpose of our processing of personal data is to be able to give offers as well as documenting, administering and completing tasks for the performance of contracts with our B2B customers.
Examples of the performance of a contract:
Customer service during the contract period
Delivering services and invoices
4. Who we may disclose your personal data to
As a general rule, we do not disclose personal data to third parties without your consent. However, we may be required to disclose data to third parties in specific situations, such as to authorities if such disclosure is mandatory under applicable laws.
We have entered into agreements with selected suppliers, which include processing of personal data on behalf of us. Examples thereof are suppliers of IT development, maintenance, hosting and support.
In some cases, we may also transfer personal data to organisations in so called third countries (countries outside of the European Economic Area). Such transfers can be made if any of the following conditions apply;
the EU Commission has decided that there is an adequate level of protection in the country in question, or
other appropriate safeguards have been taken, for example the use of the standard contractual clauses (EU model clauses) approved by the EU Commission or the data processor has valid Binding Corporate Rules (BCR) in place, or
that there are exceptions in special situations, such as to fulfill a contract with you or your consent to the specific transfer.
5. How we protect your personal data
Koherent abides by good data management practices, a high duty of care and strict data security measures to protect your personal data.
Koherent and any service provider involved in the processing of personal data take appropriate technical and organisational measures to protect personal data against unauthorised access and accidental or unlawful destruction, alteration, disclosure, transfer or all other unlawful forms of processing.
The right of access to personal data is limited so that access rights are provided only to persons who require access in order to be able to perform their duties.
6. Your privacy rights
As a data subject, you have rights concerning personal data we hold on you. These include:
The right to access your personal data.
The right to request the rectification of any erroneous or obsolete data.
In certain situations, the right to have your personal data removed or request that the data be transferred to another controller. However, please note that in most situations, we need personal data to provide services to you or the company you represent.
The right to object to processing or request restriction of processing.
The right to withdraw consent at any time where processing is based on consent.
The right to lodge a complaint with a supervisory authority.
Koherent may send you electronic direct marketing related to your tasks, if you have not declined such messages. If you do not wish to receive such messages any longer, you can at any time cancel our electronic direct marketing to you by opting out.
7. How long we process your personal data
We will keep your data for as long as they are needed for the purposes for which your data was collected and processed. As a general rule, contact persons' personal data is stored for the duration of the employment or service relationship with the client organisation as well as for a period of one year from the date of last contact.
The data is systematically and regularly updated and data type specific retention periods are re-evaluated in regular intervals. During the evaluation, all outdated, unused and obsolete data is deleted.
The data retention period can vary by data category and Koherent may have a statutory obligation to retain certain data for a specific time period. Due to this, the exact time periods and procedures for data destruction vary by data category.
8. The use of cookies
We use cookies and similar technologies to deliver products and services to you, provide a secure online environment, to manage our marketing and provide a better online experience, track our website performance and to make our website content more relevant to you.
We may use cookies belonging to one of the three categories listed below.
Functional cookies: These cookies are necessary for the website to function properly and offers you the best user experience. Functional cookies are e.g. used for storing your privacy preferences and other information you might otherwise need to enter repeatedly. These cookies may be placed automatically, without prior consent. You can configure your browser to block these cookies, however, this may affect the functionality of the website.
Performance cookies: These provide us with usage insights and help us to improve our website’s functionality and user experience. We ask for your consent to place this kind of cookies.
Analytics & marketing cookies: These are used by us for tracking user behavior across our site and/or other sites and services. The collected data can be used for generating customer profiles, displaying advertising and other similar marketing purposes. We ask for your consent to place this kind of cookies.
You can set or amend your web browser controls to accept or reject cookies. If you choose to reject cookies, you may still use our websites and some services, however your access to some functionality and areas of our website or services may be restricted.
9. How changes to this Privacy Notice will be made
We are constantly working on improving and developing our services and websites, so we may change this Privacy Notice from time to time.
This Privacy Notice was last updated on July 24, 2024.
We may update the Privacy Notice due to changes in our data processing or applicable legislation. An updated Privacy Notice is available on our website.
10. Contacting us
If you have any questions or concerns regarding our privacy policy, you can always contact us by sending an email to info@koherent.io.