Privacy policy

What is meant by personal data and special categories of personal data

Personal data means any information relating to an identified or identifiable natural person, such as name, address, telephone number and e-mail address.

Special categories of personal data are a subset of personal data and may include information on racial or ethnic origin, medical or health status or trade union membership.

What personal data is collected and stored

Personal data may include name, social security number, address, telephone number, email address, photograph, tax number, educational background and identification information. We will only collect personal data with consent and will explain the purpose of the processing.

Personal data is collected from employees and job applicants, as well as from contact persons of customers, suppliers or contractors or other relevant persons for the performance of the work.

We will take reasonable steps to ensure that all personal data is deleted or made anonymous after it can no longer be used in accordance with this Privacy Policy. Transaction data may contain personal data. Financial information will be kept for five years after the end of the financial year to which the financial information relates, or longer if required by law.

Why personal data is collected

We collect personal information to comply with the law, including to do anything we are required or permitted to do by law. We may also collect personal information to comply with legal and other governmental requirements.

Personal data of employees and job applicants are collected for the purposes of recruitment, creating and maintaining employment relationships.

Personal data is processed on the basis of a contract between IEI Services Oy and the customer or supplier. Personal data is processed for the maintenance, management and development of customer and supplier relationships related to the services, for statistical purposes and for the production, provision and development of services. For example, data is processed for the management of purchase and sales contracts, sales invoicing, processing of purchase invoices or the procurement of subcontracted services and materials.

Personal data is usually collected from the individual. We collect the personal data provided electronically, from telephone conversations with our representatives, in the course of providing and administering our services and from completed forms and other correspondence.

If we receive personal information that we have not requested and that is not necessary for the provision of our services or for the receipt of services, we will destroy the information unless we are required by law to retain it. According to the Tax Procedure Act, the main contractor or other main contractor of a joint construction site must provide the Tax Administration with the necessary identification and contact information on employees and self-employed persons working on the joint construction site, as well as on employers and hirers, for tax control purposes on a monthly basis, as well as information on the employer's country of residence, the nature of the employment and commissioning relationship, and information on employment and residence in Finland, as well as information on insurance. The Government Decree on safety in construction work requires the main contractor to ensure that it has information on the workers and self-employed persons working on the site. IEI Services Oy processes personal data in order to fulfil the above-mentioned legal obligations.

Disclosure of data to third parties

Personal data may be disclosed to third parties. Third parties include, but are not limited to: our affiliated legal entities, agents, third party advisors and our third party service providers and contractors (such as postal service providers, commercial agents or support services), government agencies, including law enforcement agencies, regulatory bodies and dispute resolution bodies (or other bodies to which information must be disclosed by law or court order), and other persons or entities to whom an individual has authorized the disclosure of his or her information.

Where we transfer information to a third party, we will take all reasonable steps to ensure that they are bound by confidentiality and privacy obligations to protect your personal information. The disclosure will be made in accordance with the requirements of the law. Data processing agreements ensure that personal data is not used for purposes other than those stated and that the third party has an obligation to provide adequate safeguards to protect the individual and the personal data.

Transfer of data outside the EU/EEA

We will not disclose personal information to organizations located outside the borders of the country in which we receive the information without written consent, except as described below or where disclosure is otherwise permitted or required by law or court order.

We may disclose personal data to our contractual partners outside the EU/EEA. However, such disclosure does not alter our commitment to protect personal data in accordance with this Privacy Policy.

If personal data is transferred outside the EU/EEA, IEI Services Oy will ensure an adequate level of security by transferring the data to countries whose level of protection has been determined by the European Commission to be adequate or by entering into properly drafted agreements between IEI Services Oy and the recipient outside the EU/EEA.

Access to and correction of personal data

Personal data is protected by data security, as required by law.

Access is only granted to persons designated by IEI Services Oy who need the data for their tasks. Personal data collected electronically is stored on password-protected systems and users have access to personal IDs and passwords.

Personal data also exist in paper-based archives. IEI Services Ltd has safeguards in place as required by law to protect personal data against misuse, interference and loss, unauthorised access, alteration and disclosure. Access to personal data is limited to persons with appropriate authority.

You have the right to access and, if necessary, correct your data if it is incomplete or out of date. The request must be accompanied by a full description of the personal data requested, in order to verify the identity of the person making the request. The request for access to personal data will be documented, as will the details of the request and the identity of the IEI Services Ltd employee who provided access.

The exercise of rights is free of charge. However, a fee may be charged for the costs incurred in responding to and processing a request for access, including photocopying, submission of written reports, administrative work and mailing.

Complaining about a breach of privacy

If you want to complain about a breach of privacy, please contact us:

Data protection/ IEI Services Oy
Myllymäentie 22
48810 Kotka

We will deal with your complaint as quickly as possible