Welcome to Voxor and our website at www.voxor.fi. At Voxor, we take the protection of your data very seriously, and in the below we explain what data we collect when you use our website and services and how it is used.

General Information

1. What law applies?

Our use of your Personal Data is subject to both Finland`s Data Protection Act” (Tietosuojalaki (1050/2018)) (the “DPA”) and the EU’s General Data Protection Regulation (the “GDPR”), and of course we process your Personal Data accordingly.

1. What is Personal Data?

Personal Data is any information relating to personal or material circumstances that relates to an individual. This may include, a name, date of birth, e-mail address, postal address, or telephone number but also online identifiers such as IP addresses or device ID`s.

1. What is processing?

”Processing” means any operation or set of operations which is performed upon Personal Data, whether or not by automatic means. The term is broad and covers virtually any handling of data.

1. Who is responsible for data processing?

The responsible party within the meaning of the DPA and the GDPR is Voxor of Puutarhakatu 49, 20100 Turku, Finland (“Voxor”, “we”, “us”, or “our”).

For more information about our privacy practices, if you have questions, or if you would like to make a complaint, please contact us using info@voxor.fi, call +358 400 152 221 or write to us at the above address.

1. What are the legal bases of processing?

In accordance with the DPA and the GDPR, we have to have at least one of the following legal bases to process your Personal Data:

• For the fulfillment of contractual obligations
  • The purposes of the data processing are primarily based on the service we provide.

• Within the framework of our legitimate interests

Where necessary, we process your data beyond the actual performance of the contract in order to safeguard legitimate interests of us or third parties. Examples are:

• • Ensuring IT security and IT operations,
  • Measures for business management and further development of our services,
  • Defense against third-party claims and enforcement of own claims.

• Based on your consent
  • Insofar as you have given us your consent to process personal data for certain purposes.

1. Is there an obligation for me to provide data?

Within the scope of our business relationship, you are only required to provide personal data that is necessary for the establishment, implementation, and termination of a business relationship or that we are legally obliged to collect. Without this data, we will usually have to refuse to conclude the contract or will no longer be able to perform an existing contract and may have to terminate it.

Data we collect automatically

1. Log data

Each time you visit our website, our system automatically records the following data from the visiting device and stores it in a so-called log file: i) Name of the retrieved file, ii) date and time of the visit, iii) amount of data transferred, iv) message about successful retrieval, type of browser and version used, v) IP address (identification of the user’s device), vi) Operating system of the visiting device, vii) Internet service provider of the visiting device, viii) website from which you access our website, and ix) which of our website pages you are accessing. The legal basis for processing is our legitimate interest.

1. Hosting

The hosting services used by us for the purpose of operating our website is kotisivut.com (Mediam Oy). In doing so kotisivut.com, processes inventory data, contact data, content data, usage data, meta data and communication data of customers, interested parties and visitors of our website and services, on the basis of our legitimate interests in an efficient and secure provision of the website and services in conjunction with the provision of contractual services and the conclusion of the contract for our services, including but not limited to our services).

1. Content Management System

We also use the Content Management System (CMS) of WordPress by Automattic Inc to publish and maintain the created and edited content and texts on our website. This means that all content and texts submitted to us is transferred to WordPress. This represents a legitimate interest.

1. Use of cookies

We use so-called cookies on our website. Cookies are pieces of information that are transmitted from our web server or third-party web servers to your web browser and stored there for later retrieval. Cookies may be small files or other types of information storage. There are different types of cookies: a) Essential Cookies. Essential cookies are cookies to provide a correct and user-friendly website; and b) Non-essential Cookies. Non-essential Cookies are any cookies that do not fall within the definition of essential cookies, such as cookies used to analyze your behavior on a website (“analytical” cookies) or cookies used to display advertisements to you (“advertising” cookies).

As set out in Finland`s Act on Electronic Communications Services 2014/917, (“ECS”), and the EU`s Privacy and Electronic Communications Directive (“PECD”), we need to obtain consent for the use of Non-essential Cookies and do so when you visit our website for the first time through our Cookie Consent Management Tool. For further information on the Cookies we use, please refer to our Cookie Policy.

1. Cookie consent

Our website uses a cookie consent tool to obtain your consent to the storage of cookies and to document this consent. When you enter our website, the following Personal Data is transferred to us: a) Your consent(s) or revocation of your consent(s); b) Your IP address; c) Information about your browser; d) Information about your device; d) Time of your visit to our website. The basis for processing is our legitimate interest and your consent.

Data we collect directly

1. Contacting us

You can contact us in various ways, and in addition to your name, e-mail address, IP address or telephone number, if provided, we usually collect the context of your message which may also include certain Personal Data. The Personal Data collected when contacting us is to handle your request and the legal basis is both your consent and contract.

1. Social media

We are present on social media (currently, Facebook and LinkedIn) on the basis of our legitimate interest. If you contact or connect with us via social media platforms, we and the relevant social media platform are jointly responsible for the processing of your data and enter into a so-called joint controller agreement. The legal basis is our legitimate interest, your consent or, in some cases, the initiation of a contractual service, if any.

1. When using our services

We process the Personal Data involved in your use of our translation or interpretation services (including your contact details, your contract details, your billing or company address and the files and documents you upload) in order to be able to provide our contractual services. This includes in particular our support, correspondence with you, invoicing, fulfillment of our contractual, accounting and tax obligations. Accordingly, the data is processed on the basis of fulfilling our contractual obligations and our legal obligations.

1. Interpret for us

If you apply for a role as interpreter, we process the information we receive from you as part of the application process, e.g., through your letter of application, CV, references, correspondence, telephone, or verbal details. In addition to your contact details, information about your education, qualifications, work experience and skills is particularly relevant to us. The legal basis for processing data during the application process is the initiation of a contract and, if you have given your consent, for example by sending us information that is not necessary for the application process, it is your consent. The legal basis for data processing after a rejection is Our legitimate interest.

1. Administration, financial accounting, office organization, contact management

We process data in the context of administrative tasks as well as organization of our business, and compliance with legal obligations, such as archiving. In this regard, we process the same data that we process in the course of providing our contractual services. The processing bases are our legal obligations and our legitimate interest.

Data processing through integration of third-party services and content

We use content or service offers of third-party providers on the basis of our legitimate interests in order to integrate their content and services (”content”).

This always requires that the third-party providers of this content are aware of the IP address of the user, as without the IP address they would not be able to send the content to their browser. The IP address is therefore necessary for the display of this content.

The following provides an overview of third-party providers and their content, together with links to their privacy policies, which contain further information on the processing of data and so-called opt-out measures, if any,

• Analytics and Tracking: Google Analytics by Google LLC, (For further information, please also refer to our Cookie Policy)
• Fonts: Font Awesome by Fonticons Inc, and
• Forms: WP Forms by WPForms, LLC.

General Principles

1. Who receives my data?

Within Voxor, those that need your data to fulfill our contractual and legal obligations will receive access to it.

Processors used by us may also receive data for these purposes. These are companies in the categories of IT services, telecommunications, and sales and marketing. Where we use processors to provide our services, we take appropriate legal precautions and corresponding technical and organizational measures to ensure the protection of personal data in accordance with the relevant legal provisions.

Data is only passed on to third parties within the framework of legal requirements. We only pass on users’ data to third parties if this is necessary, for example, for contractual purposes or on the basis of legitimate interests in the economic and effective operation of our business or you have consented to the transfer of data.

1. How long will my data be stored?

As far as necessary, we process and store your personal data for the duration of our business relationship, which also includes, for example, the initiation and execution of a contract.

In addition, we are subject to various storage and documentation obligations, which result from the minimum statutory retention periods among others. The retention and documentation periods specified there are up to 8 years.

1. How do we secure your data?

Our website uses SSL or TLS encryption to ensure the security of data processing and to protect the transmission of content or contact requests that you send to us. We have also implemented numerous security measures (“technical and organizational measures”) for example encryption or need to know access, to ensure the most complete protection of Personal Data processed through this website.

Nevertheless, internet-based data transmissions can always have security gaps, so that absolute protection cannot be guaranteed. And databases or data sets that include Personal Data may be breached inadvertently or through wrongful intrusion. Upon becoming aware of a data breach, we will notify all affected individuals whose Personal Data may have been compromised as expeditiously as possible after which the breach was discovered.

1. Is data transferred to a third country or to an international organization?

Your data is not transferred to third countries (countries outside Finland and the EEA).

1. Special Category Data

Unless specifically required when using our services and explicit consent is obtained for that service, we do not process special category data.

1. Minors

We do not request Personal Data from minors and children and do not knowingly collect such data or pass it on to third parties.

1. Automated decision-making

Automated decision-making is the process of making a decision by automated means without any human involvement. Automated decision-making including profiling does not take place.

1. Do Not Sell

We do not sell your Personal Data.

Your Rights and Privileges

1. Privacy rights

Under the DPA and GDPR, you can exercise the following rights:

• Right to information
• Right to rectification
• Right to object
• Right to deletion
• Right to data portability
• Right to withdraw consent
• Right to complain to a supervisory authority
• Right not to be subject to a decision based solely on automated processing.

If you have any questions about the nature of the Personal Data we hold about you, or if you wish to exercise any of your rights, please contact us.

1. Updating your information

If you believe that the information we hold about you is inaccurate or that we are no longer entitled to use it and want to request its rectification, deletion, or object to its processing, please do so by contacting us.

1. Withdrawing your consent

You can revoke consents you have given at any time by contacting us. The legality of the data processing carried out until the revocation remains unaffected by the revocation.

1. Access Request

In the event that you wish to make a Data Subject Access Request, you may inform us in writing of the same. We will respond to requests regarding access and correction as soon as reasonably possible. Should we not be able to respond to your request within thirty (30) days, we will tell you why and when we will be able to respond to your request. If we are unable to provide you with any Personal Data or to make a correction requested by you, we will tell you why.

1. Complaint to a supervisory authority

You have the right to complain about our processing of Personal Data to a supervisory authority responsible for data protection. The competent data protection authority in Finland is: The Office of the Data Protection Ombudsman, P.O. Box 800, 00521 Helsinki, Finland, www.tietosuoja.fi.

Validity and questions

This Privacy Policy was last updated on Sunday, 15 October 2023 and is the current and valid version. However, we want to point out that from time to time due to actual or legal changes a revision to this policy may be necessary. For more information about our privacy practices, if you have questions, or if you would like to make a complaint, please contact us using info@voxor.fi, call +358 400 152 221 or write to us at the above address.