Scandic Trans - Privacy Policy

 

Our customers, employees and partners of Scandic Trans have always been a big part of our business. To be able to offer you the best possible experience we need to process some personal data, we know that the processing of personal data involves a lot of responsibilities. Scandic Trans takes the privacy of your personal data seriously and we want to preserve your trust regarding the usage of your personal data. 

This privacy policy describes the guidelines Scandic Trans utilizes to guarantee the safety of personal data; furthermore it describes your rights as a data-subject. EU general data protection regulation (“GDPR”) underlines the rights of the data subjects during the processing of personal data. Two central purposes of GDPR are to strengthen the rights of the individual and that the individual gets more control of his or her personal data. GDPR also requires every company, organisation and society to make the processing of personal data more openly and public. Therefore, we made this data privacy policy so that everyone easily can understand how and why we process personal data. 

 

 

Introduction 

The following text describes our policies on collection, usage, storing, disclosure and sharing personal data. This policy might be updated when needed. In addition to this privacy policy you can find additional information on personal data processing in our register descriptions.

In this text “you” refers to the customer, potential customer, employee, partner or any other individual that may be connected with Scandic Trans. “We/us” refers to Scandic Trans. For clarity, “personal information” or “personal data” means information related to any individual. “Data-subject” refers to the individual which Scandic Trans posesses personal data on. 

 

 

Personal data Scandic Trans possesses  

The personal data which Scandic Trans possesses is usually received from you (e.g. through application for employment, offers or when signing an agreement). On occasions personal data is collected from a third party, e.g. the business information system (www.YTJ.fi).  This is to be able to verify some information.  

 

Scandic Trans possesses personal data on the following categories of data subjects: 

- customers (former, current and potential)

- employees (former, current and potential)

- partners (former, current and potential) 

 

The personal data that Scandic Trans possesses can be categorised into:

- Identification information (e.g. First- and last name, personal identity code, birthtime )

- Contact information (e.g.Address, e-mail address, phone number, post office, postal code, county, city)

- Information demanded by law (mostly for the employees of Scandic Trans) (e.g. Tax- and salary information, account numbers, certificates)

- Information on bought services from Scandic Trans

- Other information (e.g. Service language, qualifications, work experience, education). 

 

Note that different data subjects have different personal data. This means that the processing and the categories of personal data that Scandic Trans have about you may vary depending on if you are a customer, an employee or a business partner.   

 

 

Why Scandic Trans uses your personal data and on what legal base 

Processing of personal data is crucial to be able to offer good cooperation and customer service. Scandic Trans processes your personal data to perform legal obligations, maintain agreements or to give you the best possible service and for developing its business.  

 

Maintaining agreements  

In agreements procesing of personal data is crucial. Scandic Trans needs to process, document and store some personal data to be able to maintain agreements with customers, employees and business partners. Examples of this legal basis: 

- Establishing and maintaining of employment contract. Also for creating certificate of employment,

- Collaboration between Scandic Trans and its sub-contractors.

- Offers. 

 

Performance of legal obligations 

A legal obligation is something that Scandic Trans needs to perform in accordance to EU- and the Finnish law. Examples of legal obligations that require personal data processing: 

- Payment of taxes,

- Accounting,

- Keeping of the minutes (at meetings), 

- Reporting to authorities. 

 

Vital interests

A vital interest means that Scandic Trans have a bigger interest/reason that the individuals interests/reason for protection of personal data. If you oppose to a processing of vital interest, Scandic Trans must prove that the processing is by vital interests. If Scandic Trans cannot prove this, the processing must immediately stop. Examples of processing of vital interests: 

- Execute analyses for developing of Scandic Trans’s business,

- Camera surveillance, since it prevents dangerous situations like accidents and crimes.

 

Consent 

In some cases Scandic Trans may ask for your consent. This is because no other leagal basis can be found. If you leave consent you can at any time withdraw it and then the processing will immediately stop. Note that only the processing that is based on your consent will stop. The processing based on legal obligations, agreements or vital interests will NOT be affected due to withdrawing your consent. If Scandic Trans asks for your consent, a detailed description will be included.

 

 

With whom does Scandic Trans share your personal data? 

Scandic Trans shares your personal data with others. Scandic Trans may share your information with the following: 

- Business partners (truck drivers), when transporting goods and carrying out services,

- Authorities (The Social Insurance Institution of Finland, tax authorities)

- Accountants, 

- Industrial health care,

- Insurance companies,

- Companies that arrange schoolings of specific competences for truck drivers. 

Scandic Trans do not hand out personal data outside EU or EEA. 

 

 

Your rights 

You have the following rights as a data-subject at Scandic Trans:  

 

a) Right to information. You have right to access information on how we use your personal data; therefore we have made this privacy policy.

 

b) Right to know what personal information Scandic Trans possesses on you. You can send a request per e-mail or letter and within 30 days we will give you all information we have on you.   

Note that this can cause large administration costs; therefore this is free if the last request was made longer than one year ago. On a request like this you will obtain the information on at least:

- the purpose of the processing,

- categories of personal data,

- if the personal data is handed out and to who, 

- how long the personal data is used and stored,

- from where we have received the personal data,

- how long the personal data is stored.

 

c) Right to demand rectification of wrong or incomplete personal data. This rectification must not be delayed.

 

d)Right to demand erasing of your personal data or “right to be forgotten”. Erasing of personal data can only occur on some circumstances. If one of the following statements is correct, erasing    is an option: 

- the personal data is no longer necessary for the purpose they were collected in the first place, 

- the processing is (only) based on consent and you withdraw it, 

- you object to a processing of vital interest and we cannot confirm the vital interest,

- the processing occurs for direct marketing and you oppose, 

- the processing is illegal, 

- erasing is needed to perform a legal obligation.

NOTE! Your personal data can NOT be erased if the information is needed for performance of legal obligations or for following other laws.

  

e) Right to restriction of processing. This right is useful if you have required rectification on personal data and we need to verify the information, you can demand restriction of processing during this verification time.  

 

f) Right to data portability. You can get your personal data in an electronic form. If it is possible and safe we can transmit or send your personal data to another destination. This right applies to    personal data processing based on consent or agreements. THis right does not apply to information on paper.

 

g) Right to object. You can object to our processing that are based on vital interests. If you object to a vital interest, Scandic Trans must prove that the processing really is more important than your personal interests. If we cannot prove this, the processing will immediately stop. Note that if you object to direct marketing, the processing will immediately stop.  

 

Observe that the rights might vary on occasions. All these rights does not apply in all situations.

 

 

Storing and safety of personal data 

Scandic Trans carry out a data protection impact assessment regularly to be able to detect any possible threats and to continuous develop the protection of your personal data.  Scandic Trans protects your personal data by having limited access to the information, this means that accessing to the personal data requires a work task related to the personal data. The personal data is stored either in locked space or behind passwords and other suitable technical solutions. Everyone at Scandic Trans has committed themselves to confidentiality. This confidentiality continues even after the work contract comes to an end.

Scandic Trans stores your personal data on the base of laws, standards or on own set principles.  

 

 

Contact Scandic Trans or the data protection authority 

If you have any questions about your rights or this privacy policy, please do not hesitate to contact us. You can easily contact Scandic Trans through the form below. Another option is that you contact Scandic Trans through the e-mail address mikael.lofqvist@scandictrans.fi or by sending a mail to this address: 

 

Oy Scandic Trans Ab 

Varastotie 14 

65 610 MUSTASAARI 

FINLAND 

 

You can also file a complaint with a supervisory data protection authority. The Finnish supervisory data protection authority is "the data protection ombudsman" and you can find the contact information on this webpage http://www.tietosuoja.fi/en/.