Privacy policy

1. About Polarteknik Oy

Polarteknik Oy is a leading supplier of turnkey solutions in the field of railway door systems. We sell, develop, manufacture, assemble and service train door systems, partitions and components for OEM manufacturers, integrators, fleet owners, service companies and operators.

2. About the Polarteknik Oy Privacy Policy

Protecting your personal data and your privacy is important to us. This Privacy Policy describes how the Polarteknik Oy collects, uses, shares and otherwise processes personal data in connection with your relationship with us as a Polarteknik Oy customer, partner or someone generally interested in our products and services. We may provide supplementary privacy notices on specific occasions when we are collecting or processing personal data. Those supplementary notices should be read together with this Privacy Policy.

This Privacy Policy applies to processing activities by Polarteknik Oy and all other legal entities in its corporate group (the “Group”), including but not limited to Polarteknik UK Ltd. This Privacy Policy is issued on behalf of the Group, so when we mention “Polarteknik Oy”, “we”, “us” or “our” in this Privacy Policy, we are referring to the relevant company in the Group which is responsible for processing your personal data. We will let you know which entity will be the controller of your personal data when you purchase a product or service with us. Polarteknik Oy is the controller responsible for this website.

3. Polarteknik Oy processing of personal data and purposes

Polarteknik Oy processes personal data in accordance with the General Data Protection Regulation (EU) 2016/679 (“GDPR”) and other applicable data privacy legislation. Personal data is information that may be used to identify a natural person such as a name, job title, telephone number and other contact details. Personal data does not include data from which you can no longer be identified, such as anonymised data.

Polarteknik Oy processes personal data for the following purposes:

1. to provide, deliver, administer and maintain products and services provided by the Polarteknik Oy under customer agreements;
2. to provide information with respect to the business of Polarteknik Oy, products and services that customers and others request from us, to participate in tenders;
3. for internal administrative purposes, internal statistics as well as to develop and improve Polarteknik Oy’s operations;
4. to send out information about Polarteknik Oy’s business, activities and events
5. in order for Polarteknik Oy to comply with applicable laws, regulations and decisions from authorities.

Polarteknik Oy processes personal data only if there is a legal basis for doing so. Polarteknik Oy processes personal data based on a legitimate interest when Polarteknik Oy processes personal data for the purposes set out above in 1) – 3), as it is a legitimate interest to have contacts with representatives of customers and partners and potential customers and partners. It is also a legitimate interest of Polarteknik Oy to process personal data for internal administrative purposes, internal statistics and to develop and improve Polarteknik Oy’s operations.

Personal data may also be processed on the basis that the data subject has given its consent to such processing, such as when a data subject has subscribed to the Polarteknik Oy’s product info material, or on the basis that the data subject and an entity within Polarteknik Oy have entered into an agreement. When Polarteknik Oy has a legal obligation to perform certain processing of personal data, for example with respect to applicable accounting legislation, then the legal obligation is the legal basis for the processing.

As part of Polarteknik Oy’s activities Polarteknik Oy may, in some cases, receive the same categories of personal data as mentioned above from third parties that Polarteknik Oy cooperate with and which they are entitled to disclose to Polarteknik Oy.

Polarteknik Oy retains your personal data only for the period necessary to fulfil the purposes of the processing. Personal data is deleted or anonymised when it is no longer relevant to the purposes it was collected for.

4. Transfer of personal data

Within the course of Polarteknik Oy activities, and in order to achieve the above-mentioned purposes of processing, Polarteknik Oy may, in accordance with applicable law, share personal data within Polarteknik Oy and with third parties that Polarteknik Oy cooperates with.

Not all administrative systems and support tools that Polarteknik Oy uses for internal operations are installed locally at Polarteknik Oy’s sites in the Nordic countries and managed by Polarteknik Oy’s personnel only. In some cases, for example with respect to managing order responses, delivery notes and invoices, Polarteknik Oy uses administrative support tools and systems that require personal data to be stored or in other ways handled by the provider of the tool or system.

Against this background, personal data connected to Polarteknik Oy’s activities may be transferred to or stored in countries outside the European Economic Area (EEA). Such transfer shall be made in accordance with applicable legislation and require that the country in question has an adequate level of data protection or that there are other sufficient safeguards for a lawful transfer, for example the application of standard contractual clauses.

5. Security measures

Polarteknik Oy takes all necessary and reasonable technical and organisational security measures to protect your personal data from unauthorised access, disclosure, alterations or destruction. It means that Polarteknik Oy in its operations applies various physical and technical restrictions as regards access to personal data, for example through technical access control systems, the use of firewalls, protection from harmful code, backup systems and other network security measures, and the ability to undertake security measures such as encryption and de-identification of personal data. If Polarteknik Oy employs a third-party partner to support Polarteknik Oy’s operations, Polarteknik Oy ensures that the partner applies corresponding technical and organisational security measures and that only personal data is processed according to Polarteknik Oy’s instructions and approval.

6. Personal data in relation to social media services

Polarteknik Oy uses network and social media platforms and services and currently has accounts on LinkedIn, Facebook, Twitter and YouTube, where we inform others about parts of Polarteknik Oy’s activities. Please note that information that you choose to disclose through any of the above-mentioned social media services and Polarteknik Oy’s accounts may become publicly available to other visitors and to the public on the web page. Further, the mentioned services apply their own terms of use that you need to consider if you choose to use them.

7. Register extract requests and right to rectification, etc.

You have the right to receive information regarding the personal data which Polarteknik Oy has registered and is processing, the origin of the personal data that is processed, the purposes of the processing, and the recipients or categories of recipients to whom personal data has been or may be disclosed, and where possible, the envisaged period for which the personal data will be stored (“Register Extract”). Upon such request Polarteknik Oy will, moreover, provide information that Polarteknik Oy is obliged to provide under applicable law. A request for a Register Extract must be provided in writing and signed by you.

Anyone who discovers that personal data registered within Polarteknik Oy is not updated, is inaccurate and inadequate, or is processed in violation of the abovementioned purposes or applicable law, may request that Polarteknik Oy corrects, blocks or deletes such registered personal data.

You may also, under certain circumstances, request that certain processing is restricted or request that personal data is provided in a structured, commonly used and machine-readable format (data portability).

Anyone who has given consent to certain processing of personal data may at any time withdraw the consent by contacting Polarteknik Oy. Upon withdrawal of the consent, Polarteknik Oy will terminate the processing that was subject to the consent.

Requests referred to under this section should be sent to Polarteknik Oy according to the contact details below.

8. Amendments to Polarteknik Oy’s Privacy Policy

Polarteknik Oy’s Privacy Policy may be amended. If any amendments are made to Polarteknik Oy’s Privacy Policy that imply any amendments to the way Polarteknik Oy processes your personal data, Polarteknik Oy may inform you of such amendments in an appropriate manner, for example via e-mail.

9. Contact information

Should you have any questions or comments regarding Polarteknik Oy’s Privacy Policy, please contact us:

By post:

Polarteknik Oy
Managing Director MIkael Räsänen
Klaavolantie 1
32700 Huittinen
Finland

or by e-mail: