Privacy Statement for Toimistomummola
This is Toimistomummola Oy’s register and privacy statement in accordance with the EU General Data Protection Regulation (GDPR).
Updated: 18.6.2024
What is Toimistomummola?
Toimistomummola Oy is an employment agency that brings energetic retirees to offices to assist with everyday tasks. This can include making coffee, loading and unloading the dishwasher, collecting dishes from tables, setting up breakfast, taking out the trash, and watering office plants. The content of the service is tailored according to the customer’s needs.
What is this privacy statement?
This privacy statement is a document where we explain how Toimistomummola Oy processes the personal data of subscribers, customers, job applicants, and workers. The aim of this privacy statement is to provide this information as clearly and understandably as possible. However, if something is unclear or if you have any other questions about Toimistomummola’s data processing, you can contact us at info@toimistomummola.fi.
Using Toimistomummola’s services requires acceptance of the processing of personal data according to this privacy statement, so we hope that the concerned parties read this privacy statement carefully.
This privacy statement only covers data processing carried out by Toimistomummola. It does not cover data processing carried out by third parties, and Toimistomummola is not responsible for the data processing carried out by third parties.
1. Data Controller and Data Processor
The data controller refers to the company responsible for data processing. The data controller is Toimistomummola Oy.
Data Controller and Contact Information:
Toimistomummola Oy (hereinafter “Toimistomummola,” “we”) Business ID: 3446993-1 Email: info@toimistomummola.fi Mailing address: Hermannin rantatie 12 A, 00580 Helsinki
2. Processing of Personal Data
We collect various personal data for the delivery, sale, and marketing of Toimistomummola’s services, as well as for the development of the company’s operations and services. This section explains what kinds of personal data we process from different target groups.
We use a CRM system and our own ERP system for processing personal data. We store electronic personal data on secure servers managed jointly with our service providers. Electronic personal data is always protected by a password.
Any potential manual data is stored in a locked facility, accessible only to authorized personnel.
The target groups include the following (short name used in parentheses):
- Potential subscribers and customers approached for sales and marketing purposes (sales and marketing audience)
- Companies ordering services (companies)
- Representatives of companies, associations, or public entities ordering services (company contacts)
- Job applicants for worker positions (job applicants)
- Workers who have received assignments, so-called ”office grandmas” (workers)
Additionally, we briefly explain the purpose for which these data are collected and processed. More information on the purposes and legal bases is provided below.
Basic and Contact Information
For example:
- First and last name
- Email address
- Street address
- Language
- Year of birth
- Gender
- Phone number
From whom do we collect? Sales and marketing audience, companies, company contacts, job applicants, workers
Main purpose? Sales and marketing purposes, maintaining customer and worker relationships, delivery of contractual services.
Detailed Identification Information
- Date of birth
- Personal identification number
From whom do we collect? Job applicants, workers
Main purpose? The personal identification number is used for worker identification.
Other Personal Descriptive Information
To offer individualized and tailored services, we collect necessary background information from companies, workers, and job applicants. We may collect and process descriptions such as:
- Company size, operations, and needs
- Company specific requests
- Interests and specific requests of job applicants and workers
- Other information intentionally provided by the customer, worker, or job applicant.
From whom do we collect? Companies, workers, and job applicants.
Main purpose? To deliver a customized and individualized service and to create a service plan.
Customer and Service Relationship Information
We collect information related to the customer relationship during service delivery and customer service interactions. These details are generally not personal data but may be classified as personal data when combined with other information. Examples include:
- Description of service visit events
- Received customer feedback
- Billing information
From whom do we collect? Companies, company contacts, and workers.
Main purpose? To manage the contract-based customer relationship and to improve our services.
Background Information from Job Applicants
In addition to the aforementioned personal data, we ask job applicants (and thus also workers) for information related to work experience and educational background, such as:
- Education
- Work experience
- Retirement status
- Driving license
- Other necessary information provided during the application process
From whom do we collect? Job applicants, workers
Main purpose? To assess the suitability of the job applicant for the position and to match the worker with the client company.
Automatically Collected Information
To improve our digital services, we collect some information automatically from our website and mobile applications.
These include:
- Duration and time of website visit
- Actions taken on the website
- Model and version of the web browser or mobile device used
- Operating system
- IP address
From whom do we collect? All users of our digital services (website and mobile applications).
Main purpose? To monitor the performance of our digital services and to develop our digital services.
Information Collected During Customer Research
To improve Toimistomummola’s services, we conduct various customer surveys, during which we may collect more detailed information. Participation in these surveys is entirely voluntary, and information is provided with the company’s or the company contact’s consent. In addition to service-related information, we may collect further information such as:
- Company details and needs
- Future plans
- Daily life, needs, and wishes of retirees
From whom do we collect? Voluntary survey participants, primarily companies and the sales and marketing audience.
Main purpose? For the development of services and marketing.
3. Regular Sources of Personal Data
Personal data are mainly collected directly from the data subject through various channels. Personal data are not collected from external sources or services.
Information Provided by the Data Subject
Regular Sources of Information
Channels through which personal data are mainly provided and collected:
- Web forms
- Emails
- Text messages
- Phone calls
- Messages on social media services
- Physical meetings
- Forms within digital applications
- Chat messages to customer service
Regular Situations in Which Data Subjects Provide Their Information
Companies and company contacts:
- When arranging sales meetings
- During sales meetings
- During the initial assessment of service needs
- When ordering services
- When drafting service agreements
- During service visits
- During customer service interactions and customer relationship management situations
- When providing customer feedback
Workers and job applicants:
- During the job application process
- When submitting an application
- During the interview
- When drafting the assignment contract
- During support and guidance events related to the assignment
Automatically Collected Information
Cookies
Cookies are small text files that a website stores on your device. Cookies are used to enhance the user experience of the website.
When navigating Toimistomummola’s website, users are asked about the use of cookies. Cookies essential for the website’s functionality, such as logging in and remembering previous conversations, are set automatically, while other cookies are set with separate consent. Other cookies include those intended to optimize the efficiency of the site’s features and tracking and analytics cookies. Tracking and analytics cookies are used to monitor the use of the website and to improve services.
You can change the allowed cookies at any time on Toimistomummola’s website. Users can also disable cookies in their browser or set their browser to warn when cookies are being set. Note that doing so may prevent some functionalities of the service from working correctly. More information about cookies and their removal can be found at www.allaboutcookies.org.
Toimistomummola’s website uses Google Analytics and other analytics tools to create reports on the use of the website to improve the site and services. More information about Google Analytics can be found at http://www.google.com/analytics. You can opt out of Google Analytics data collection by downloading the browser add-on from https://tools.google.com/dlpage/gaoptout.
4. Purpose and Legal Basis for Processing Personal Data
Why do we process personal data? Toimistomummola processes personal data for several purposes:
To provide services and fulfill contractual obligations
Toimistomummola processes personal data primarily to provide services to its customers. Toimistomummola uses personal data to fulfill its contractual obligations. Personal data are used to deliver services and manage the customer relationship. If a user contacts customer service, the provided information is used to find a solution and address any complaints.
For customer communication and marketing
Toimistomummola may process personal data to contact customers about services and inform them of changes to services and products, as well as to market its services to customers. The information is also used for research and analysis to improve our digital services.
To improve quality and analyze development trends
Toimistomummola may process information about the use of services to improve service quality, such as analyzing various service usage trends. Whenever possible, this purpose will be pursued using anonymous data that cannot identify the individual.
For recruiting and managing assignments for workers
Toimistomummola processes the personal data of workers and job applicants to establish and maintain the assignment relationship, such as assessing their suitability for providing the service, drafting the assignment agreement, and finding a suitable client company.
Legal Bases for Processing
Based on the agreement
Toimistomummola may process personal data to fulfill its contractual obligations and ensure the proper delivery of services, as well as to manage the assignment relationship with workers.
Based on consent
Toimistomummola processes personal data based on the consent given by the individual. In such cases, consent can be withdrawn at any time. Withdrawal of consent may affect the availability of services and the functionalities of the website.
Based on legitimate interest
Toimistomummola may process personal data based on its legitimate interests when the processing is deemed necessary for purposes such as marketing and customer relationship management, service development, and ensuring the security and functionality of services.
5. Data Retention Period
Personal data are retained only as long as necessary for their intended purpose. Personal data related to customer relationships are typically retained for the duration of the customer relationship and for a reasonable period thereafter to address any potential follow-up needs.
Personal data of job applicants and workers are retained for the duration of the recruitment process and, for workers, for the duration of the assignment relationship and a reasonable period thereafter.
6. Data Subject Rights
Right to Access Data subjects have the right to know whether Toimistomummola is processing their personal data and, if so, to access those data. Requests for data access should be directed to the contact information provided above.
Right to Rectification Data subjects have the right to request the correction of inaccurate or incomplete personal data.
Right to Erasure Data subjects have the right to request the deletion of their personal data under certain conditions.
Right to Restrict Processing Data subjects have the right to request the restriction of their personal data processing under certain conditions.
Right to Data Portability Data subjects have the right to receive their personal data in a structured, commonly used, and machine-readable format and to transfer those data to another data controller, where technically feasible.
Right to Object Data subjects have the right to object to the processing of their personal data under certain conditions.
Right to Withdraw Consent Data subjects have the right to withdraw their consent for data processing at any time.
7. Data Security
Toimistomummola employs technical and organizational measures to ensure the security of personal data. These measures include secure servers, password protection, encrypted communications, and access controls.
8. Changes to this Privacy Statement
Toimistomummola reserves the right to update this privacy statement as needed to reflect changes in its practices and services. The latest version will always be available on Toimistomummola’s website.
