This Privacy Policy describes how we collect, process and share the personal data we hold. Personal data means any information that can be used to identify an individual. The controller of your personal data is Flovi Oy (business ID: 2205993-5) unless otherwise stated.
It is important to us that you feel secure in the way we process your personal data. We take steps to ensure that your personal data is protected and that your personal data is processed in accordance with applicable data protection legislation and our internal processes and practices.
We may collect your personal data in the following ways:
Personal data that you provide to us, for example, in connection with your customer relationship or engagement, by filling in forms on our website, by contacting us by telephone, email or through our website.
Personal data that we collect or create automatically when you visit our website. We automatically collect certain information about you and your visit, such as your IP address.
Personal information we collect from other sources when we conduct background checks.
We process your personal data for the following purposes:
Customer relationship management and service provision
We process your personal data for the purposes of managing your relationship with us, such as providing relationship-based services and invoicing.
Identification information
Contact details
Address details
Car registration number
Professional details
Invoicing information
Purchase history data
The legal basis for processing is Article 6(1)(b) of the GDPR (contract) for consumers and Article 6(1)(f) of the GDPR (legitimate interest of the controller) for business customers. The processing is necessary to enable us to manage customer relationships and provide our services to our customers.
Retention period: Your personal data will be stored for the duration of your customer relationship and for two years after the end of the customer relationship.
Recipients: Service providers, group companies and other recipients in accordance with section 4.
Customer communications
For the purposes of customer communications, our website contains a contact form to which we collect your personal data when you submit the form. In addition, customer communications is possible by e-mail and telephone, in which case we also collect your personal data.
Identification information
Contact details
Communication data
The legal basis for processing is Article 6(1)(f) of the GDPR (legitimate interest of the controller). The processing is necessary to process customer communication.
Retention period: Your personal data will be stored for the duration of your customer relationship and for two years after the end of the customer relationship.
Recipients: Service providers, group companies and other recipients in accordance with section 4.
Newsletter and marketing
If you have subscribed to our newsletter, we process the following personal data to send you our newsletter and to promote our services.
Identification information
E-mail address
The legal basis for processing is Article 6(1)(a) of the GDPR (consent). The processing is necessary in order to send the newsletter to our newsletter subscribers.
Retention period: Your personal data will be processed as long as you are a subscriber to our newsletter. Please note that you have the possibility to withdraw your consent to the processing of your personal data for our marketing purposes at any time.
Recipients: Service providers and group companies in accordance with section 4.
Contractual relationship management
We process your personal data for the purpose of managing the contractual relationship when you are in a contractual relationship with us as a freelance driver.
Processing of location data
We process real-time location data from freelance drivers' mobile devices to ensure customer safety, operational efficiency and quality of service. This location data is used to optimise routes and monitor movements. The collection of location data is strictly limited for the duration of the service provision and will not be disclosed to third parties without prior explicit consent, except where required by law, necessary to fulfil a service contract or if lawfully requested by the authorities in the course of an ongoing criminal investigation.
Identification information
Contact details
Driving licence details including a photograph of the licence
Identification number
Credit information
Payment details
Location data
The legal basis for the processing is Article 6(1)(b) of the GDPR (contract). The processing is necessary for us to enter into a contractual relationship with you, to manage it and to provide you with assignments.
Retention period: Your personal data will be stored for the duration of your assignment relationship and for two years after the end of the assignment relationship
Recipients: Service providers, group companies and other recipients in accordance with section 4.
Newsletter and marketing
If you have subscribed to our newsletter, we process the following personal data to send you our newsletter and to promote our services.
Identification information
E-mail address
The legal basis for processing is Article 6(1)(a) of the GDPR (consent). The processing is necessary in order to send the newsletter to our newsletter subscribers.
Retention period: Your personal data will be processed for as long as you are a subscriber to our newsletter. Please note that you have the possibility to withdraw your consent to the processing of your personal data for our marketing purposes at any time.
Recipients: Service providers and group companies in accordance with section 4.
Communications
For the purposes of communications, our website contains a contact form to which we collect your personal data when you submit the form. In addition, communication is possible by e-mail and telephone, in which case we also collect your personal data.
Identification information
Contact details
Communication data
The legal basis for processing is Article 6(1)(f) of the GDPR (legitimate interest of the controller). The processing is necessary to process customer communications.
Retention period: Your personal data will be processed for as long as necessary for the processing of communications, after which it will be deleted within one year.
Recipients: Service providers and group companies in accordance with section 4.
Fulfilment of our legal obligations
We process your personal data to fulfil our legal obligations, such as in relation to our accounting obligations.
Any personal data necessary for the purposes of processing
The legal basis for processing is Article 6(1)(c) of the GDPR (legal obligation). Processing is necessary for the fulfilment of our legal obligation.
Retention period: Your personal data will be processed for as long as necessary in relation to the purposes for which it is processed, such as the retention periods specified in the Accounting Act.
Recipients: Other recipients in accordance with section 4.
Preparation, presentation and defence of legal claims
We process your personal data as necessary or the establishment, exercise or defence of legal claims.
All personal data necessary for the purposes of the processing
The legal basis for processing is Article 6(1)(f) of the GDPR (legitimate interest of the controller). Processing is necessary for the preparation, presentation and defence of legal claims.
Retention period: Your personal data will be processed for as long as necessary in relation to the purposes for which it is processed.
Recipients: Other recipients in accordance with section 4.
3.5 Cookies
We use cookies and similar technologies ("cookies") on our websites. Cookies are small text files that are stored on your device to collect and store useful information, deliver relevant content, ensure the functionality of the website and provide information about your use of the website.
Our website needs cookies to provide our website and to store your requests and preferences made on our website. Such cookies are necessary to provide the website and its functionality to you. These may include language or region selection and other screen settings.
In addition to essential cookies, we use other cookies:
Analytics
We process your personal data to analyse the use and content of our website.
Data generated by the use of the website, such as your IP address
The legal basis for processing is Article 6(1)(a) of the GDPR (consent). The processing is necessary to analyse the use of our websites and to improve our marketing.
Retention period: Analytics data is stored for as long as necessary in relation to the purposes for which it is processed.
Marketing
We process your personal data in order to develop our marketing and to show you relevant and interesting advertisements.
Data generated by the use of the website, such as IP address
The legal basis for processing is Article 6(1)(a) of the GDPR (consent). The processing is necessary to analyse the use of our websites and to improve our marketing.
Retention period: Marketing data is stored for as long as necessary in relation to the purposes for which it is processed.
We share your personal data with others where it is necessary. The recipient is the controller for the processing of your personal data, unless otherwise stated.
We share your personal data with the following recipients:
Service providers
In order to fulfil the purposes for which we process your personal data, we share personal data with service providers at our service. Service providers provide us with IT services such as the operation, maintenance and technical support of IT systems. Service providers may process your personal data only for these purposes and only in accordance with our instructions, not for their own purposes.
We are the controller for the processing that service providers carry out on our behalf and for us.
Group companies
In certain circumstances, we share your personal data with other companies in our group.
Other companies in Flovi group
We may share necessary personal data with other Flovi Group companies for internal management and business relationship purposes.
Legitimate interest - Processing is necessary for the purposes of internal management of the group and for purposes related to business evaluation and development.
Other recipients
In certain circumstances, we may also share your personal data with other recipients as necessary for specific purposes (e.g. to comply with legal requirements and for the establishment, exercise or defence of legal claims). Such other recipients include, for example, external advisers, public authorities, courts and potential buyers or sellers of the company. In addition, in certain circumstances, we share your personal data with our business partners as set out below.
External advisors
We may disclose personal data to external advisors such as auditors, accountants or legal advisors where appropriate.
Legal obligation and legitimate interest - Processing is necessary for us to comply with our legal obligations or, alternatively, to fulfil our legitimate interest in managing and defending legal claims.
Partners
Our platform allows you to book car maintenance services from our partners and in doing so we will disclose personal data to our partners in order to carry out the service booked.
Legitimate interest - Processing is necessary to fulfil our legitimate interests.
We always aim to store and process personal data in the EU/EEA. However, some of our service providers are located outside the EU/EEA and in such cases personal data is processed outside the EU/EEA. In order to ensure the protection of personal data, we ensure that appropriate safeguards are in place with respect to service providers who process your personal data outside the EU/EEA, for example by entering into data transfer agreements (which contain standard contractual clauses approved by the EU Commission). If you have any questions about the countries to which your personal data is transferred and the safeguards applicable to the transfer, or would like a copy of the safeguards and information, where available, please contact us by email at asiakaspalvelu@flovi.io.
We take appropriate technical and organisational measures to protect personal data against loss, destruction, misuse and unauthorised access or disclosure. For example, personal data is only accessible to persons who need it to perform their duties.
You have certain rights under data protection law in relation to the processing of your personal data. We will process your personal data to the extent necessary to fulfil your rights. Please send any requests to exercise your rights to us by email to asiakaspalvelu@flovi.io.
You have the right to:
Have access to your personal data
You have the right to request confirmation of whether we process your personal data and, if we do, to obtain access to the personal data we process and further information about the processing of your personal data. You can request a copy of your personal data by contacting us at asiakaspalvelu@flovi.io. We will provide you with a copy unless we have a legitimate reason not to share that information or sharing it would adversely affect the rights and freedoms of others.
Update your personal information
You also have the right to request that any inaccurate or incomplete personal information about you be corrected or completed.
Withdraw your consent
If your consent is the legal basis for processing your personal data, you have the right to withdraw your consent at any time. If there is no other legal basis for the processing of your personal data, you have the right to have the personal data concerned erased in accordance with the right set out below.
Object to the processing of your personal data
You have the right to object, on grounds relating to your particular personal situation, to the processing of your personal data based on our legitimate interests. In this case, we will stop processing your personal data insofar as the processing is based on our legitimate interests unless we can demonstrate that our legitimate interests override the interests, rights and freedoms of the data subject or that the use of your personal data is necessary for the preparation, presentation and defence of legal claims. If you object to the processing of your personal data, you have the right to request the restriction of the processing of your personal data while we process your objection. If, as a result of your objection, we no longer have the right to process your personal data, you have the right to have your personal data erased as set out below.
Delete your personal data
You have the right to request the erasure of your personal data in certain circumstances where:
the personal data is no longer needed for the purposes for which it was collected or otherwise processed;
you withdraw the consent on which the processing was based and there is no other legal basis for the processing;
you object to the processing of your personal data for direct marketing purposes or otherwise exercise your right to object and there is no legitimate ground for the processing;
your personal data have been unlawfully processed;
the personal data must be erased in order to comply with a legal obligation imposed on us by EU or member state law; and
the personal data was collected in connection with the provision of information society services.
However, we may not delete your personal data if we need to retain it in order to exercise the right to freedom of expression and information, under applicable law, or for the preparation, presentation and defence a legal claim.
Restrict the processing of your personal data
In certain circumstances, you have the right to request restriction of the processing of your personal data in the following situations:
you have contested the accuracy of the personal data. In such cases, the processing will be limited for a period of time during which we can verify its accuracy;
if the processing is unlawful, but you object to the erasure of the personal data and instead request the restriction of processing;
we no longer need the personal data concerned for processing purposes, but you need the personal data for the preparation, presentation and defence of legal claims;
you object to the processing of personal data for purposes other than direct marketing and we are waiting to verify whether our interests override yours.
If the processing of your personal data is restricted, in addition to retention, we may process your personal data only with your consent, for the preparation, presentation and defence of legal claims or the defence of other rights.
Transfer your personal data (the right to transfer data from one system to another)
You have the right to request a copy of the personal data we store in an aggregated, commonly used and machine-readable format (transferring data from one system to another). Unlike the right of access, the right to transfer data from one system to another consists only of personal data that you have provided and that is processed on the basis of certain legal bases, such as your consent.
Right to lodge a complaint with the competent supervisory authority
You have the right to lodge a complaint with the competent supervisory authority if you feel that we have not complied with the applicable data protection legislation or if you are not satisfied with our response after contacting us.
In Finland, the competent supervisory authority is the Office of the Data Protection Ombudsman:
Office of the Data Protection Ombudsman
Lintulahdenkuja 4, 00530 Helsinki, Finland
Postal address: P.O. Box 800, 00531 Helsinki
E-mail: tietosuoja@om.fi
Phone: +358 29 566 6700
We may update the information in this Privacy Policy from time to time, for example, if we process personal data for new purposes, collect personal data included in new categories of personal data or share personal data with other recipients. In this case, we will notify you in an appropriate manner. The latest version of the Privacy Policy is always available on this website.
Please contact us if you have any questions regarding the processing of your personal data. You can find our contact details below. If you are not satisfied with our response, you can lodge a complaint with the relevant supervisory authority.
Flovi Oy
Business ID: 2205993-5
Karhumäenkuja 2, 001530 Vantaa, Finland
E-mail: asiakaspalvelu@flovi.io
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