Privacy Notice

1. Data Controller

Kiila Crew Oy
Business ID: 3608349-3
Kiviniementie 108, 32730 Sastamala, Finland
info@kiilacrew.fi

Data protection contact person:
Taina Hujo-Oittinen: taina.hujo-oittinen@kiilacrew.fi

+358 45 122 5783

2. Name of the Register

Kiila Crew Oy’s customer and stakeholder register.

3. Purposes of Processing Personal Data

Personal data is processed for the following purposes:

• managing and maintaining customer relationships
• providing and delivering services
• responding to enquiries
• preparing quotations
• performing assignments
• invoicing and administering contractual matters
• developing the business
• customer communications, where applicable

4. Legal Basis for Processing

The processing of personal data is based on:

• the performance of a contract or steps taken prior to entering into a contract
• the legitimate interests of the data controller in managing customer relationships
• compliance with legal obligations (for example, obligations under accounting legislation)

5. Categories of Personal Data

The following categories of personal data may be processed in the register:

• name
• company
• job title
• telephone number
• email address
• postal address
• notes relating to the customer relationship
• quotation and contract information
• invoicing information

The register does not contain special categories of personal data.

6. Regular Sources of Personal Data

Personal data is obtained primarily from the following sources:

• directly from the customer
• in connection with email correspondence, telephone calls, or meetings
• through the contact form on the website, where available
• from public business registers and company websites

7. Disclosure of Personal Data

Personal data is not disclosed to third parties without a lawful basis.
Personal data may be disclosed to public authorities where required by law.
Personal data may be processed by service providers engaged by the company, such as:

• email systems
• cloud storage services
• an external accounting firm
• accounting systems

The use of these services is governed by appropriate data processing agreements.

8. Transfers of Personal Data Outside the EU or EEA

As a general rule, personal data is not transferred outside the European Union or the European Economic Area.
If any service providers used by the company transfer personal data outside the EU or EEA, such transfers will be carried out subject to appropriate safeguards as required by applicable data protection legislation.

9. Retention Period

Personal data is retained only for as long as necessary for the purposes for which it is processed or for the period required by law.
Data relating to a customer relationship is generally retained for the duration of the customer relationship and for a reasonable period thereafter to address any complaints and to comply with contractual and accounting obligations.

10. Protection of Personal Data

Personal data is stored electronically.
Access to personal data is restricted to persons who require it in order to perform their duties.
Personal data is protected by:

• usernames and passwords
• security measures applied to devices and services
• access rights management

11. Rights of the Data Subject

The data subject has the right to:

• access their personal data
• request the rectification of inaccurate personal data
• request the erasure of personal data in accordance with applicable legislation
• object to the processing of personal data
• request the restriction of the processing of personal data
• lodge a complaint with the Office of the Data Protection Ombudsman

Requests concerning data protection should be submitted to the contact person specified in Section 1.

12. Amendments to This Privacy Notice

Kiila Crew Oy reserves the right to amend this Privacy Notice in the event of changes to applicable legislation or to the company’s operations.

Last updated: 21 September 2026