Customer Registry System, 01/05/2020
- Name of the registry
- Registry holder
- Registry responsible
- Personal responsibility
- Use of the registry
- The basis of recognition of the registry
- Data content of the registry
- Registered data sources of the registry
- Regular division of personal data
- Internal use of the registry
- Joining the registry to other registries
- Protection of the registry
- Storage, archiving and disposal of the personal registry and registration data
- Registered information
- Inspection and repair of personal data
- Prohibition right
- Registry administration
- Instructions for internal registration and education
1. NAME OF THE REGISTRY
TAHKOcom Oy’s customer registry
2. REGISTRY HOLDER
TAHKOcom Oy, Tahkolaaksontie 4A, 73310 Tahkovuori, Finland
3. REGISTRY’S RESPONSIBLE PERSON
The person in charge is Managing Director Isa-Maria Tervonen, isa-maria.tervonen(at)tahko.com
It is up to the responsible person to ensure that the customer registry system is properly used eg:
- check the access rights if necessary but at least once a year
- take care of the data protection of the information system
- ensure that the use of the system is instructed and that users are provided with adequate training.
4. PERSONS RESPONSIBLE FOR REGISTRATION
Isa-Maria Tervonen, Managing Director, is responsible for registry matters.
The Registry Administrator has the task of exercising access rights after they have been granted, providing more detailed information about the registry and the right of the data subject to have access to the information to be verified and corrected.
5. USE OF THE REGISTRY
The purpose of the system is to allow the keeping of existing and future customers’ customer records for businesses and private individuals, as well as accommodation management and accommodation lease control for each customer.
The existing customers and partners of TAHKOcom Oy are registered with the system.
The system is also used for mailing lists. Mailing lists are drawn up for target audience marketing, customer service, and for marketing events.
6. THE BASIS OF RECOGNITION OF THE REGISTRY
Registered users are current customers of TAHKOcom Oy or its subsidiaries. Customers refer to tourism and maintenance / cleaning / security services as well as real estate and internet service customers as well as tourism service providers such as holiday home owners and program service companies. For the customer to buy TAHKOcom Ltd. or its subsidiaries’ services, the customer agrees to TAHKOcom making a registry entry of him / her.
The customer registry is TAHKOcom Oy’s indispensable tool in marketing and mailing as well as archive directory. Customer is not sent direct marketing without this approval. You have the right at any time to cancel your approval for direct marketing.
In addition, TAHKOcom Oy is obliged to keep a register of its accommodation customers on the basis of the Act on Accommodation and Catering on 28.4.2006 / 308.
7. DATA CONTENT OF THE REGISTRY
The information content consists of the names and contact details of registered private individuals and companies. In addition,
- the Finnish social security number or, in the absence thereof, the date of birth and nationality;
- traveler’s travel document number;
- dates of Arrival and Departure.
When the Law on Accommodation and Catering Activities, 28.4.2006 / 308 requires this.
8. REGISTRY DATA SOURCES
Matomo Analytics is used to collect anonymised data on the website usage.
9. REGULAR DISCLOSURE OF PERSONAL DATA
Personal data will only be disclosed to TAHKOcom Oy’s partners involved in the production of a service chain for that customer or who bill their services directly from that customer. The same applies to the recovery of claims. Relevant data processing agreements have been made with the operators dealing with the data.
For business reports, etc., only statistical data that does not contain personal data (nationality, postal code) will be disclosed.
The details of the accommodation will be handed over to the police (Pohjois-Savon poliisilaitos) as required by the Act on Accommodation and Catering 28.4.2006 / 308.
Personal data will not be disclosed outside the EU or the European Economic Area.
10. INTERNAL USE OF THE REGISTRY
The registry is used by the entire staff of TAHKOcom Oy and by the staff of its subsidiaries Tahko24h Oy. The registration and updating of information is primarily the responsibility of TAHKOcom Oy’s sales and marketing staff .
You need a personal username and password to access the registry. The username is given when granting access. The access ends when a person moves away from the tasks for which he has been granted access. At the same time, the username is deleted.
Contact information may be pronted on invoices, invoice notes, recollection letters, invitations, and address labels for marketing purposes such as brochure mailings and brochures.
11. COMPILING THE REGISTRY
TAHKOcom Oy’s customer registry is only for it’s own use. Updating is based on customer data.
12. PROTECTION OF THE REGISTRY
The information contained in the registry is mainly used by TAHKOcom Oy and by the company’s subsidiary Tahko24h Oy.
The micro-computer used by the system is located in rooms accessible only by the persons concerned. When the persons in charge are not present, the machine is closed or locked.
A backup of the system is taken at least once a day.
13. STORAGE, ARCHIVING AND DISPOSAL OF THE PERSONAL REGISTRY AND REGISTRATION DATA
The personal data of registered customers in TAHKOcom Oy’s online store will be retained for the time being. The data for unregistered customers is retained for five years, after which customer data is deleted except for statistical data (nationality, postal code).
Information on rental agency agreements is transferred to the archives two years after the end of the contract. In the archive, contract information is retained for three years.
14. REGISTERED INFORMATION
In the event of a purchase / booking or at the making of a rental agency agreement, the data subject will be informed that personal data relating to him / her will be registered in the customer registry and the financial management information system. The registry description for the system is available for the persons in charge of the registry.
15. INSPECTION AND REPAIR OF PERSONAL DATA
A registered person may submit a personal or written request to check his / her registry information from the registry administrator. The person in charge of the registry decides on the implementation of the right of inspection. The right of inspection shall be effected within one month of the submission of the request. An oral check request made on the spot can be carried out immediately if the person can be identified. The registry does not contain information for which the right of inspection cannot be implemented.
The correctness of personal data is checked if necessary from the Population Information System. Business information is checked if necessary from the Register of Companies. The person or company may submit in writing a correction of data to any operator of the registry or to the person in charge of the registry.
In addition, the registered person can manage his / her personal data on the tahko.com user portal if he / she has registered with TAHKOcom Oy’s online store where he / she can update and delete his / her information under certain limitations. Data cannot be removed if the customer has future reservations or valid contracts with TAHKOcom Oy. In addition, the Act on Accommodation and Catering 28.4.2006 / 308 requires the retention of accommodation information for one year after the accommodation reservation has begun.
16. PROHIBITION RIGHT
The registrant has the right to deny access to his / her data for direct marketing and market and opinion polls or inquiries. In addition, the data subject has the right to “be forgotten”, that is to say, they can ask for the removal or transfer of personal data concerning them, subject to certain limitations. Data cannot be removed if the customer has future reservations or valid contracts with TAHKOcom Oy. In addition, the Act on Accommodation and Catering 28.4.2006 / 308 requires the retention of accommodation information for one year after the accommodation reservation has begun.
17. REGISTRY ADMINISTRATION
The acting management of TAHKOcom Oy exercises the decision-making power of the Registry as controller.
The CEO decides
- the description of the registry and the registration report
- the use of the registry, the definition of the data content and the purpose, the granting of access rights, the registration of the data subject and the exercise of the right of inspection, the correction of the information and the disclosure of the information
- the system technical maintenance of the registry
- the protection of the registry and the organization, archiving and destruction of information security
- the naming of the person in charge of the registry and his duties.
Registry functions are carried out by the entire staff of TAHKOcom Oy and by the entire personnel of its subsidiaries Tahko24h Oy.
The maintenance of the system is carried out by TAHKOcom Oy’s IT Manager, who also handles other computer-related issues related to the registry.
18. INTERNAL REGISTRATION INSTRUCTIONS AND EDUCATION
Internal Registry Guidelines are drawn up separately. Staff training is planned separately.Online shop
Keskusvaraamo TAHKOcom Oy
Tahkolaaksontie 4 a, 73310 TAHKOVUORI, FINLAND
tel. +358 300 870 787 ( 0,65€/min )