PRIVACY POLICY

(Upadated 16.1.2024)

General

In order to serve you to the best of our ability, it is necessary for us to collect and process certain personal data about you. However, we respect your privacy and are committed to protecting it. This privacy policy provides information about the personal data we collect, how we process it, and the rights and opportunities you have regarding your data.

Cooling Reaction Finland Oy (Suomen Kylmäketju) processes your personal data in accordance with this privacy policy and applicable legislation, so we ask you to read this policy carefully. We may also update this privacy policy as our operations develop or legislation changes, so we encourage you to review it from time to time.

By using our services, website, or contacting us, you agree to the processing of your personal data in accordance with this privacy policy. If you do not accept these terms, we kindly ask you to contact us by phone.

What is the purpose of collecting and processing my personal data?
We collect, store, and process your personal data only for predefined purposes. The main purposes are:

• Managing and developing customer relationships;
• Fulfilling contractual obligations;
• Customer communication and responding to inquiries;
• Targeting services for you;
• Targeting advertising and/or direct marketing based on customer data.

What personal data is collected about me and from which sources?
We mainly collect personal data about you directly from you through contact or when using our services. We also collect website visitor data via Google Analytics to analyze and improve our website and to target relevant marketing to visitors. Personal data may also be obtained from public or commonly available sources, such as the internet and the trade register.

Typically, we may receive the following information directly from you:

• Name
• Contact information: phone number and email address
• Your represented company
• With your consent, other information such as:
  • Information you fill in on a quote form

On what grounds is my personal data processed?
We ensure that we always have a legal basis for processing your personal data. We may process your personal data on several grounds. We process your data to fulfill a contract and legal obligations. We also process your personal data based on our legitimate interest in providing our services and conducting and developing our business. Some personal data may also be processed based on your consent.

Who processes my data and is it disclosed to third parties?
As a general rule, your personal data is processed by our company's personnel as part of their duties. We may also outsource some data processing, such as systems used for data storage and processing. In such cases, we ensure through agreements that your data remains confidential and is processed lawfully. We may also disclose your data to fulfill contractual obligations or as required by law or a competent authority. We may also disclose your data if we are involved in a business or company transaction.

Is my data transferred outside the EU?
As a general rule, your personal data will not be transferred outside the EU. Any transfer outside the EU would only occur in situations where the servers of the systems we use are located outside the EU. If this happens, we will ensure that data processing, transfer, and storage comply with legal requirements and adequate safeguards.

How long will my personal data be retained?
We will not retain your personal data longer than necessary for its intended use or as required by contract or law. However, retention periods may vary depending on the purpose and situation. We also periodically update your data.

How is my data stored and protected?
Your data is stored in the data controller's secured premises. The electronic register is located on Cooling Reaction Finland Ltd.'s web server, protected by a firewall. Access rights are based on personal usernames and passwords, and their use is monitored. Access rights are granted on a task-specific basis.

Is providing my data mandatory and what happens if I don't provide it?
If you do not provide personal data or allow its processing, we will likely be unable to serve you or fulfill our business purposes. Therefore, if you do not wish for us to process your data according to this privacy policy, we kindly ask that you do not provide us with any information.

Are cookies used on the website and what are they?
We use cookies on our website to provide the best possible user experience for visitors. Cookies are small text files that a web server stores on the user's device. Cookies provide us with information about how users interact with our website. We may use cookies to develop our services and website, analyze website usage, and target and optimize marketing. The website user can consent to or reject the use of cookies via their browser settings. Most browsers allow cookies by default. Please note that disabling cookies may limit the functionality of our website. Cookies collect the following types of information:

• Visitor's IP address
• Date and time of the visit
• Pages viewed and time spent on pages
• Forms filled out

What rights and opportunities do I have?

Withdrawal of Consent
If we process your data based on your consent, you may withdraw your consent at any time by notifying us, for example, by sending an email to info@kylmaketju.com.

Access to Data
You have the right to receive confirmation of whether we process personal data about you, as well as to know what personal data we process. Additionally, you have the right to receive additional information regarding the basis of processing your personal data.

Right to Rectify Errors
You have the right to request that we correct any incorrect, outdated, or otherwise incomplete personal data about you.

Right to Object to Direct Marketing
You may object to the processing of your personal data for direct marketing purposes by sending an email to info@kylmaketju.com.

Right to Object to Processing
If we process your personal data based on a legitimate interest or public interest, you have the right to object to the processing of your personal data if there is no overriding legitimate reason for processing or if the processing is not necessary for the establishment of a legal claim. Please note that in this case, it may be difficult for us to serve you in other ways than by phone.

Right to Restrict Processing
In certain situations, you have the right to request that we restrict the processing of your personal data.

Right to Data Portability
If we have processed your data based on your consent or the fulfillment of a contract, you have the right to request that we provide you with the data you have submitted to us in a commonly used format, so that the data can be transferred to another service provider.

How can I exercise my rights?
You can exercise the rights described above by contacting us, for example, by sending an email to info@kylmaketju.com. We kindly ask you to include your name, address, and phone number, and verify your identity. If you believe that the processing of your personal data is unlawful, you may also file a complaint with the relevant supervisory authority.

Can this privacy policy be updated?
We may make updates to this privacy policy as our operations or data protection principles change. Updates may also be necessary if legislation changes. The changes will take effect once we have published the updated privacy policy. Therefore, we encourage you to review the content of this privacy policy regularly.

Who can I contact regarding data protection matters?
Data Controller
Cooling Reaction Finland Oy
Tuotantolinja 4 H 2
36220 Kangasala, Finland
Email: info@kylmaketju.com

Contact Person
Jouni Anttila
Tel. +358 45 1642 711
Email: jouni.anttila@kylmaketju.com