Privacy Policy

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Last updated: 15 October 2025

1. Introduction

This Privacy Policy describes how Havuja Solutions Oy (“Havuja Solutions”, “we”, “our”, or “us”) collects, uses, and protects personal data.

It applies to all personal data processed by us, whether collected through our website, email, events, or other direct interactions.

We are committed to protecting your privacy and handling your data transparently and responsibly in accordance with the EU General Data Protection Regulation (GDPR) and the Finnish Data Protection Act.

We may update this Privacy Policy periodically; the latest version will always be available on our website.

2. What data we collect

We collect personal data directly from you and automatically when you interact with our website or communications.

We may collect:

✓ Name, email address, phone number, job title, and company name

✓ Message content and contact details provided via forms or email

✓ Recruitment-related data when submitting an open application

✓ Website usage information (IP address, browser type, device info, pages visited)

Cookie data used for analytics and performance

We do not intentionally collect sensitive personal data.

3. Why we collect and process data

We process personal data only when necessary and for specific lawful purposes, including:

✓ Responding to inquiries and managing customer relationships

✓ Providing and improving our services

✓ Sending updates or marketing communications (when consented)

✓ Analyzing website usage and performance

✓ Meeting legal and contractual obligations

✓ Managing recruitment and evaluating job applications

4. Legal basis for processing

Processing is based on one or more of the following:

✓ Performance of a contract or pre-contractual measures

✓ Compliance with legal obligations

✓ Legitimate interests of Havuja Solutions (such as maintaining customer relationships)

✓ Your consent (for marketing or optional cookies)

You may withdraw your consent at any time by contacting contact@havuja.ai

5. How we use and share your data

We use your personal data only for the purposes listed above.

Data may be shared with trusted service providers that support our operations, such as:

✓ Website hosting and analytics providers (e.g., Wix, Google Analytics)

✓ Cloud storage and IT service providers

✓ Email and marketing tools

All partners process data under our instruction and in full GDPR compliance.

We do not sell or rent personal data to any third parties.

6. Cookies

Our website uses cookies to improve usability and measure performance. Cookies are small text files stored on your device. Some cookies are essential for site functionality; others (analytics cookies) help us understand user behaviour.

We use Google Analytics to collect aggregated, anonymous data such as visitor numbers and popular pages. You can manage or disable cookies in your browser settings. Please note that blocking cookies may affect site functionality.

7. Data transfers outside the EU

If data is transferred outside the EU/EEA (for example, to cloud service providers), we ensure it is protected with appropriate safeguards, such as EU Standard Contractual Clauses.

8. Data retention

We retain personal data only as long as necessary for its purpose or as required by law.

Typical retention periods:

✓ Customer and partner data — as long as the relationship is active

✓ Marketing and communication data — until consent is withdrawn

✓ Recruitment data — up to 12 months after the application process

After the retention period, data is securely deleted or anonymized.

9. Data security

We apply industry-standard technical and organizational measures to protect data, including:

✓ Encrypted data connections (HTTPS)

✓ Access controls and role-based permissions

✓ Regular backups and monitoring

✓ Confidentiality agreements with staff and partners

10. Your rights

Under the GDPR, you have the right to:

✓ Access your personal data

✓ Request correction or deletion of inaccurate data

✓ Restrict or object to processing

✓ Withdraw consent at any time

✓ Request data portability

✓ Lodge a complaint with the Finnish Data Protection Ombudsman

To exercise your rights, contact us at contact@havuja.ai

We may verify your identity before processing the request.

11. Recruitment data

If you submit an open application, we process your information to assess your suitability for roles and communicate with you. Data is stored securely and retained for up to 12 months unless you request earlier deletion.

12. Links to other websites

Our website may contain links to third-party websites. We are not responsible for their privacy practices and encourage you to review their policies separately.

13. Data breaches

In the unlikely event of a personal data breach, we will act according to GDPR requirements, including notifying the Finnish Data Protection Authority within 72 hours and, if required, affected individuals.

14. Changes to this policy

We may update this policy as our operations or legal requirements evolve. Updates take effect when posted on our website. Please check this page periodically for the latest version.

Controller: Havuja Solutions Oy, Finland

Business ID: 3445871-4

Email: contact@havuja.ai