Data controller
Rutirob Oy
Business ID 0733991-2
Registered office: Nokia, Finland
Privacy notice
This notice covers personal data handled by Rutirob Oy through its website, Google Analytics, customer relationships, customer portal, support, licence management and customer software.
At a glance: We process personal data only to deliver services, manage customer relationships and licences, provide support, maintain security and meet legal obligations. Google Analytics runs on this website only with your consent.
1. Who we are and how to contact us
Privacy enquiries
Email: myynti@rutirob.fi
Phone: +358 44 494 6226
Mention data protection in your subject line so we can direct your enquiry to the right person.
2. Our role when handling personal data
We act as a controller or processor depending on why and for whom we process the data.
When we are the data controller
We are the data controller for our customer, enquiry, contract, invoicing, licence, analytics and support records. This means we decide why and how they are processed.
When we are the data processor
Customers are generally the data controllers for personal data they store in our portal or software for their business. We process it on their behalf, following the contract, their instructions and agreed service descriptions.
3. What personal data do we process?
Website enquiries
When you contact us, we may process the details you provide, including:
- name, email address, phone number and organisation
- your message and the date and time of your enquiry
- any other information you choose to share with us
Customer portal and user accounts
To operate and administer the portal, we process:
- the user’s name, email address, organisation, role and access permissions
- technical details about login, access permissions and security
- details of the customer’s licences, services, software, orders and delivered solutions
Support requests and customer communications
To provide support and ongoing services, we process the information needed to communicate and resolve your request, including:
- contact details of the person submitting the support request
- the request, message history, attachments and handling notes
- information about the software, licence or environment involved
Software we supply
The data in our software depends on the customer’s needs. Where it processes the customer’s personal data, we agree the categories, purposes and retention periods in a service or data processing agreement.
We request sensitive personal data in support cases only when needed to resolve the issue.
Website analytics
With your analytics consent, Google Analytics may process general website usage data, including:
- page views and general interactions with the website
- general information about device and browser types
- approximate location and where visitors came from
- Google Analytics cookie identifiers
4. Why we process data and our legal bases
Contracts and service delivery
We process data to establish customer relationships, set up services, provide portal access, manage licences, provide support and maintain customer software.
Legitimate interests
We process necessary data for customer communications, service development, security, misuse prevention and business continuity.
Consent
Google Analytics and its cookies require your consent. You can give, refuse or withdraw it in cookie settings.
Legal obligations
Where legally required, we process data for accounting, invoicing, contract verification and obligations to public authorities.
5. Where we get personal data
Most data comes from you, customer-appointed administrators or services used under our customer agreement. Sources include:
- contact forms, emails, calls and meetings
- customer portal accounts, support requests and licence management
- customer information supplied during requirements planning, delivery or support
- technical logs needed for service operation and security
- Google Analytics, if you accept analytics cookies
6. Who receives personal data
We do not sell personal data. We process it only as needed for services, technical maintenance, security, analytics, invoicing or legal obligations.
Service providers
We may use providers for our website, portal, email, backups, invoicing, servers and analytics. Providers acting as data processors follow our instructions and process data on our behalf.
Google Analytics
Google provides Google Analytics and may process data under its own terms and privacy policies as needed to provide that service.
International transfers
We aim to process data within the EU and EEA. Some services, including Google Analytics, may process data or allow access outside this area. We then use appropriate safeguards, such as EU standard contractual clauses or another legally permitted transfer mechanism.
7. How long we keep personal data
Customer records
We keep customer, contract, invoicing and licence records during the customer relationship and afterwards as needed for contractual matters, accounting, complaints, legal claims or statutory obligations.
Support requests and portal records
We keep support requests, user records and technical logs only as long as needed for service delivery, security, error investigation or agreed support. Unneeded data is deleted or anonymised within a reasonable time.
Google Analytics
Google Analytics retention periods are set in the service. We recommend a short default, such as 2 months, unless a longer period is chosen separately.
8. Cookies, analytics and tracking
Essential cookies and similar technologies keep the site and forms working and remember your cookie choice. They do not require separate consent because they are necessary for the site to function.
With your consent, analytics cookies help us understand website use and improve content.
Your choice applies only to this domain. We will ask again if you delete or block browser storage or use another browser.
Your choice stays in your browser. We do not store it on our server or transfer it between domains. Google Analytics does not run without JavaScript.
| Cookie or stored item | Purpose | Default lifetime |
|---|---|---|
rutirob_consent_v3 |
Remembers this domain’s cookie preference in your browser. | 180 days from saving your choice |
_ga |
Distinguishes visitors for analytics purposes. | Up to 2 years |
_ga_* |
Maintains session state in Google Analytics. | Up to 2 years |
Google Analytics may process page views, events, browser and device types, approximate location and traffic sources. Google says GA4 does not log or store individual IP addresses for users in the EU, Switzerland or UK. It may estimate location from an IP address before discarding it.
9. Information security
We use appropriate technical and organisational safeguards, including restricted access, individual authentication, backups, server and application maintenance, and encrypted connections where needed. Access is limited to people and providers who need the data for their work.
10. Your data protection rights
Depending on the circumstances, you may have the right to know how your data is processed, access it, have inaccurate data corrected, request deletion, restrict or object to processing, or request data portability.
How to exercise your rights
To make a request about your personal data, email myynti@rutirob.fi. We may need to verify your identity before acting on your request.
Supervisory authority
If you believe your data has been processed unlawfully, you can complain to the relevant supervisory authority. In Finland, this is the Office of the Data Protection Ombudsman.
11. Changes to this notice
We update this notice when our services, portal, data practices, analytics tools or applicable law change. The latest version is available here.