The User’s EG Optimaze privacy policy 

Here, you will find information about the privacy policy of the EG Optimaze service. Please read through the description carefully. If you have any questions about the extent, content, purpose or grounds of processing your personal data or other content of these terms, please contact your organization. In the processing of personal data, the terms of service below are applied, supplementing the privacy policy of the EG group (Information on the processing of personal data (Information on the processing of personal data), to the extent that the Supplier is the controller and, where applicable and supplementary, also otherwise (when the Supplier is the Controller). The User’s EG Optimaze privacy policy described below and the EG group privacy policy are collectively referred to with the term “Privacy Policy”. 

You will hereinafter be referred to as the user (“User”). You are in an employment relationship with a customer (hereinafter referred to as “Customer”) of EG Finland Oy (hereinafter referred to as “Supplier”) or another organization (hereinafter referred to as “Organization”) with the right to use the EG Optimaze service. The Customer is in a contractual relationship with the Supplier, and the potential Organization has a contractual relationship with the Customer.

Updated February 28March 27, 2024Use of personal data 

1 Use of personal data

1.1 Controller

The Supplier is in a contractual relationship with the Customer and acts as the processor of personal data for the Service on behalf of the controller. The controller in relation to the Supplier is the Customer/Organization. 

If you have questions about the controller and processor information, please contact your organization, especially if you do not have an employment relationship with the Supplier’s Customer but with a different Organization. 

1.2 Contact person for matters related to the data file 

The contact person for matters related to the personal data file is the person acting as the Customer’s/Organization’s administrator (main user), the data protection officer or another designated person. The data protection officer of the Supplier, gdpr.finland@eg.fi, assists the Controller in questions concerning the processing of personal data related to the Service, in accordance with the Privacy Policy. 

1.3 Purpose of processing personal data, processing, and the general rights of the data subject 

Your personal data are used to satisfy the terms of agreement, identify the users of the Service and manage their access rights in accordance with the purpose of use as defined by the Customer/Organization. In all other respects, the Customer/Organization as the controller will define the purpose and means of processing the personal data. The Customer/Organization you represent is obligated to disclose more detailed information on the processing of your personal data and on your rights. The Supplier ensures that your data remain confidential. The processing of personal data and its purpose and grounds have been described in more detailed in the EG group privacy policy that is part of our Privacy Policy (see the link above) when we are the Controller.  

1.3.1 EG Finland Oy as the controller – personal data processing based on agreement / your consent

User communications

• In order for us to provide you with the service (contractual basis), you acknowledge that it necessary for us to inform you of timely updates for the service you are using, if we have an agreement to that effect with the organization you represent.  

  The supplier of the software (EG Finland Oy) may use third-party software services with servers located the EU/EEA for the said customer communications. Notifications of critical deviations (disruption notification) are always sent to users in accordance with the agreement concluded with the customer. Customers are notified of data security breaches in accordance with the data protection regulation. 

Marketing communications

• By allowing marketing communications, you ensure that you can be informed by email about the supplier’s other products and services related to your role or trade field. By consenting, you can receive information regarding training, user days and webinars for users of the software.  

  The supplier of the software (EG Finland Oy) uses a third-party software service for communications. To learn more about consent and cancellation, please click here. 

Customer satisfaction surveys

• By allowing online customer satisfaction surveys, you ensure your involvement in providing feedback and promoting the development of the software to better meet the needs of your organization. The supplier of the software (EG Finland Oy) may store your contact information in a third-party software program used to conduct online customer satisfaction surveys.

1.4 Transfer of data outside of the EU or EEA 

The Supplier will not transfer your personal data outside the EU or EEA, unless separately agreed upon with the Customer. However, the Supplier does not make any transfers; the Customer/Organization will be responsible for them. 

1.5 Protection principles of processing personal data 

The protection principles of processing personal data have been agreed with the Customer/Organization. 

The same protection principles of processing personal data shall apply, and procedures for securing your personal data shall also apply, in cases where the Supplier is the controller. These principles have also been communicated to, and their use has been approved by, the Customer/Organization. 

1.6 Collected personal data 

Use of the Service requires that the User enters an email address, name, and role, as well as selects a language. In the utilization of the Service, other personal data can also be processed. In all cases, the personal data is used to produce the Service (incl. user communications) and support services (incl. transfer of data from the Service to the support service to the extent required for providing support, insofar as you have accepted the said processing when transferring to the ServiceNow support service).  

3. Purpose of processing personal data, processing, and the general rights of the data subject

Your organization as the controller

Personal data is used to identify the users of the system and manage their access rights in accordance with the purpose of use defined by your organization. 

In such cases, your organization is the controller and you can obtain more detailed information from your organization on the processing of your personal data and on your rights.

EG Finland Oy as the controller – personal data processing based on your consent

With your consent, EG Finland Oy will process service user information provided by your organization for the performance or user studies (frequency of use, times, role) and the contact details of customer employees (name and e-mail address) for user communications, the marketing of other EG Finland Oy services, and customer satisfaction surveys, as follows:

User communications

• By allowing user communications, you allow the supplier to use your personal data (name and e-mail address) and send you information on the latest changes and developments affecting the service software and services related to its use, such as version updates, user days, training sessions, service presentation events and/or webinars. By allowing user communications, you also allow the use of a third party software service (Emaileri) in communications. The data used by the Emaileri service is located in Finland. Emailer does not have permission to use or transfer your personal data. Notifications of critical deviations will be sent, regardless of whether or not you give your consent, in accordance with the agreement signed with the customer.

Marketing communications

• By allowing marketing communications, you allow the supplier to use your personal data (name and e-mail address) and send you information by email about events and product releases, and other EG Finland Oy products and services related to the service. By allowing marketing communications, you also allow the supplier to use the aforementioned third-party application service (Hubspot). The Hubspot service’s data is located in a cloud service in the USA. Hubspot does not have permission to use or transfer your personal data.

Customer satisfaction surveys

• By allowing customer satisfaction surveys, you allow the supplier to use your personal data (name, e-mail address, telephone number) for electronic customer satisfaction surveys of software users. By allowing customer satisfaction surveys, you also allow the supplier to store your personal data in third party software (Surveypal). The Surveypal service’s data is located in Great Britain. In addition to the electronic customer satisfaction survey, feedback is collected by other means by phone or through various events. Surveypal does not have permission to use or transfer your personal data.

In the three aforementioned cases, EG Finland Oy is the controller. The above mentioned processor contact details will therefore serve as the contact details of the controller. As the controller, EG Finland Oy will only process your aforementioned personal data internally, within EG Finland Oy. It will be distributed to members of the Optimaze Service Monitoring Group (user studies) and the Marketing Department (marketing of other services). Personal data will not be disclosed to third parties (except when third-party software is used), and will not be processed automatically. Personal data will be retained as long as the agreement between EG Finland Oy and your organization is valid and, at a maximum, for as long as you are a user of the Optimaze service. You can withdraw your consent and forbid the use of your personal data at any time, by sending an email to EG Finland Oy at the address mentioned in section 2. Like all data subjects, you have the right to file a complaint with the supervisory authority, i.e. the Data Protection Ombudsman, if you believe that data protection legislation has been violated in relation to you. You have the right to inspect any data concerning you, to receive a copy of any data being processed and to have any incorrect data rectified. A data subject’s right to be forgotten is implemented to the extent possible, taking account of the fact that you are a user within your organization and your data is required in relation to your user role.

Send a message to the EG Finland Oy e-mail address mentioned in section 2, if you want to exercise your right as a data subject, and we will get in touch with you.

Because this matter concerns personal data obtained from your organization, which is closely related to the use of a private service (i.e. the Optimaze service), your personal data cannot be transferred to another controller or processor of personal data.

Please contact your organization, in its capacity as the controller, in all matters other than those mentioned above concerning the processing of your personal data on the basis of your consent.

EG Finland Oy has ensured that your data remains confidential.