In this Privacy Notice, we explain how we collect, process, protect and disclose your personal data in the service. Your personal data is processed by Coolla Oy, which provides this service to our unemployment fund.
Controller:
Unemployment Fund Aaria
Elimäenkatu 5
00510 HELSINKI, FINLAND
Contact person: Petteri Syväoja
Data protection officer: Arto Pirinen, tietosuojavastaava@aariakassa.fi
Processor:
Coolla Oy
Kulosaarentie 4–8
00510 Helsinki, FINLAND
Contact person: Susan Calonius
Purpose and lawful basis for processing
Personal data is collected in the service for the following purposes:
- Provision of the service
- Many features of the service require us to collect, store and process certain information about you in order to implement the features.
- Communication related to the service and ensuring the quality of customer service.
- In some cases, the processor of personal data, Coolla, may need to contact you regarding your activities in the service. For this purpose, we need to process your contact information. If you contact Coolla yourself, they may need certain information from the system in order to assist you and resolve the matter.
- Personalisation of the services and enhancing user experience
- To ensure that your experience of the service is as smooth and personalised as possible, the system must be able to identify you and remember your previous choices when using the service.
- Monitoring of statistics on the service.
- Development of the service.
- In order to develop the service in the right direction, it is important that we obtain data on how the service and its features are used.
- Resolving potential issues related to the service.
- If something goes wrong, we need to process data in order to investigate and resolve the issue.
- Protecting users of the service.
- If you or Coolla have reason to believe that your user account has been abused, or if the service is under threat or abused, we need to process data in order to investigate and resolve the situation.
Categories of personal data and data sources
The following categories of personal data are stored in the service:
- Contact information
- Your name and email address, possibly also your phone number and address.
- Information collected when you use the service.
- These include your responses to forms, surveys, practice tests and tests, logins, registrations and participations in the service, as well as comments, messages, images and videos submitted in the service.
- Information about your online behaviour.
- This includes visited pages on the website and activities on the pages (such as clicks, page scrolling information, displaying or downloading of certain elements of a site), search words, the page you arrived from, times and duration of visiting the website, and opened email messages and links.
- Information about the devices you use to access the service.
- This includes the device model, operating system, browser, IP address and network connection. Some of the data may contain information about your location.
Your personal data is collected in two ways:
- Directly from you when you send messages or post comments in the service and complete online forms.
- When you use the service, information about you is automatically collected through server logs, tracking cookies and pixels and similar technologies used by the service. Information collected through these technologies may be used for tracking your activities when using the service, identifying you and recalling your preferences, automatically unlocking permissions available to you, and for collecting statistics. However, anonymous information collected or received through third-party measurement services that protect the anonymity of users will not be connected to your personal data or used for the purpose of identifying you.
Disclosure and transfer of personal data
Your personal data will not be disclosed or transferred outside the EU or EEA.
Your personal data can be accessed by the management, employees and partners in a contractual relationship with Coolla, the processor of personal data in the service. The service also uses services provided by third parties and contains links to websites offered by third parties.
The service uses the following third-party services and may share information about you with them when you use the services (such as your IP address):
- Microsoft Corp
- The Microsoft 365 platform is used for processing emails and files and for communicating with customers (such as the Microsoft Teams service)
- Seidat
- The presentation platform by Seidat is used for creating presentations.
- Louhi Net Oy
- Louhi Net Oy is the web hosting service provider.
- Stealth Model Finland Oy
- Services by Stealth Model Finland Oy are used for maintaining and developing the service.
- Videobot
- The technology provided by the Videobot platform is used in the implementation of the urabotti chatbot.
- Nettiaika Oy
- The Nettiaika service is used for receiving and managing appointments. The privacy statement for the Nettiaika service can be found on the Nettiaika Oy website here.
- Recright
- The Recright video interview platform is used for implementing video interview demos
- Turvaposti
- The Turvaposti service is used for implementing the secure email feature.
- Matomo
- Measurements on the use of the service’s pages (visitor counts).
- Zef
- Used for conducting impact surveys.
Retention period and data protection
We store the contact information of users for 6 months, videos for 1 month, and messages and job application documents for 1 week. Chat conversation logs are deleted from the server within 90 days.
The data is stored appropriately and in accordance with data protection principles and applicable legislation within the EU/EEA. Personal data and other confidential information of individuals are protected by non-disclosure agreements. The data processor (Coolla Oy) and third parties used in the implementation of the service are bound by agreements aimed at ensuring that data is processed appropriately and with due care and in compliance with data protection legislation. Third parties process the data in accordance with their own privacy policies.
When you follow links on the website to external sites outside the service, those sites have their own privacy policies. You can find more information about their data protection practices in their respective privacy notices. The unemployment fund is not responsible for the privacy practices of external sites.
Your data protection rights
You have the following rights as the data subject:
- Right of access
- The right to access personal data we have stored about you, in other words the right to view your information and receive a written copy of the information.
- Right of rectification
- You have the right to request the correction of inaccurate or incomplete information about you
- Right of erasure
- You have the right to request the deletion of your data if processing the data is not necessary. We will process the erasure request, after which we will either delete the data or give a justified reason why the data cannot be deleted. Please note that we may be under a statutory or other obligation not to delete the requested data.
- Right to object to processing
- You have the right to object or restrict the processing of your personal data if you feel that your data has been processed unlawfully.
- Ban on direct marketing
- You have the right to object to the use of your personal data for direct marketing purposes.
- Withdrawal of consent
- If the processing of your personal data is based solely on your consent and not on a customer relationship, for example, you can withdraw your consent.
- Right of appeal
- You have the right to lodge a complaint with the supervisory authority if you feel that your personal data is not processed in accordance with current data protection legislation and your rights have been violated. In Finland, the supervisory authority is the Office of the Data Protection Ombudsman. You have the right to demand that we restrict the processing of the disputed data until the matter is resolved. Contact information for the Office of the Data Protection Ombudsman can be found on the website of the Data Protection Ombudsman at www.tietosuoja.fi/en.
You can exercise your rights by contacting the parties listed in the contact details. If you choose to exercise your rights, please be prepared to verify your identity.
Changes to the Privacy Notice
We reserve the right to update this Privacy Notice.