Privacy policy for the customer and marketing register
31.8.2026
1. Data controller
Mailand Communications Ltd, hereinafter also referred to as “Mailand” (Business ID: 2164316-0)
Arkadiankatu 16 B 26, 00100 Helsinki, Finland
Mailand is the controller of the personal data processed and is responsible for ensuring that the processing takes place in accordance with the applicable legislation.
2. Contact person for data protection matters
Alpo Räinä
Arkadiankatu 16 B 26, 00100 Helsinki, Finland
Phone: +358 40 5670212
E-mail: alpo.raina(at)mailand.fi
3. Name of the Register
Mailand Customer and Marketing Register
4. General
Our activities as a consulting and training company providing communications and marketing communications services to various organisations require the collection, processing and retention of work role-based personal data related to the performance, verification and reporting of assignments. The privacy of our customers is important to us. As the data controller, we ensure that all personal data is always protected in accordance with best practices and current legislation.
Personal data = any information relating to an identified or identifiable natural person (e.g. name, email address, phone number, address)
Data subject = a natural person whose personal data is being processed
5. Basis for Maintaining the Register, Sources of Personal Data and Purposes of Use
The processing of personal data requires a customer or service relationship or another comparable relationship connected with Mailand’s activities, an assignment given to Mailand by a person or organisation, or the fulfilment of rights and obligations arising from agreements between Mailand and the data subject as well as from legislation. The processing of data may also be based on the individual’s consent. The processing of personal data may also be based on Mailand’s legitimate interest arising from a relevant connection, which may under certain conditions be applied to processing activities that cannot be carried out on the basis of a contractual relationship.
We market our services only to organisations on a work role basis, in which case we process only the personal data related to such roles. For the purposes of targeting marketing and communications, we use relevant information provided to us or related to the customer relationship within the limits permitted by law.
Personal data is also collected, processed and retained in our registers for the purpose of fulfilling statutory obligations, such as accounting and regulatory purposes, in accordance with the applicable regulations and time limits.
The processing of personal data is primarily based on the data subject’s consent or on an agreement between the Data Controller and the Data Subject.
The purposes of the Customer and Marketing Register are:
- Communication and management of customer relationships with individuals and customers
- Electronic communications to the data subject
- Other processing of personal data necessary for Mailand’s operations
- Analysing and developing the use of Mailand’s website and services
- Identifying companies and organisations visiting Mailand’s website for B2B sales and marketing purposes
6. Regular Sources of Personal Data
Personal data is collected from the individual in connection with entering into or preparing an agreement, purchasing or using products and services, participating in events, meetings and communications between a Mailand representative and the individual and, where necessary and permitted by law, also from public sources. Personal data may also be collected when the individual visits websites managed by Mailand.
Information concerning the use of the website may also be collected through analytics and company identification technologies used on Mailand’s website.
An individual’s data may be updated and verified through population information systems to ensure that the data is accurate and up to date. Where permitted by law, personal data may also be obtained and updated from other external data sources for purposes of which individuals have been informed.
7. Website Analytics and Company Identification
Mailand uses the Snitcher service provided by Snitcher B.V. on its website for analysing business use of the website and identifying companies and organisations visiting the website.
Snitcher processes, among other things, the visitor’s IP address, information about pages visited, the source from which the visitor arrived at the website, time spent and activity on the website, technical information relating to the browser and device, as well as randomly generated device and session identifiers.
Snitcher uses the visitor’s IP address and other identification signals to determine the company or organisation behind the website visit. Information concerning website visits is then aggregated at company level. Mailand uses Snitcher to identify companies and organisations, not to identify individual consumers.
The information is used to analyse and develop the use of Mailand’s website and services and to support B2B marketing and sales.
The processing of personal data relating to company-level website visitor identification and analytics is based on Mailand’s legitimate interest in understanding how organisations use its website and in developing its B2B marketing and sales.
The use of Snitcher’s non-essential cookies and similar identifiers stored on the user’s terminal device is based on the user’s consent.
Snitcher may use a first-party cookie and browser storage to distinguish website visits from one another and to identify a returning browser. Further information about the cookies and similar technologies used, their purposes and retention periods is provided in Mailand’s cookie information and cookie settings.
According to Snitcher, the data collected through the service is processed and stored within the European Union in Frankfurt, Germany.
Further information about Snitcher’s processing of personal data is available in Snitcher’s Privacy Policy.
8. Disclosure and Transfer of Data
Personal data may be disclosed or made available to service providers and partners used by Mailand where this is necessary to fulfil the purposes described in this Privacy Policy. Such parties may include, for example, providers of marketing, customer relationship management, communications, website, analytics and IT services. Service providers process personal data in accordance with applicable data protection legislation and, where applicable, on behalf of Mailand and in accordance with Mailand’s instructions.
Personal data is disclosed to authorities where required by law, for example in connection with investigating and preventing misuse.
Personal data may also be transferred or disclosed, in order to carry out an assignment given by the data subject or with the data subject’s consent, to temporary registers such as event, contact, participant or research registers. Data in these registers is processed only for the purposes of each register and in the manner separately communicated to the data subjects.
As a general rule, Mailand aims to process personal data within the European Union and the European Economic Area. However, some service providers used by Mailand may process personal data outside the EU/EEA.
If personal data is transferred outside the EU/EEA, Mailand ensures that there is a lawful basis for the transfer and that appropriate safeguards are used to protect the personal data. The transfer may be based, for example, on an adequacy decision adopted by the European Commission, including transfers to approved US organisations participating in the EU–US Data Privacy Framework, Standard Contractual Clauses approved by the European Commission, or other safeguards permitted under applicable data protection legislation.
9. Principles for Protecting the Register
The security of the register and the confidentiality, integrity and availability of personal data are ensured through appropriate technical and administrative measures. Personal data is protected against unauthorised access and unlawful or accidental processing.
Personal data is processed only by persons designated by Mailand and by third parties that maintain or develop services on behalf of Mailand. These persons authenticate themselves to the systems using a personal user ID and password.
10. Rights of the Data Subject
In accordance with applicable legislation, the data subject has the right to access the information concerning them that has been stored in the register.
A request for access may be submitted to the contact person for data protection matters specified in section 2. Mailand may, where necessary, request additional information to verify the identity of the person making the request.
The Data Controller will respond to the data subject’s information request within the time period specified in the EU General Data Protection Regulation (as a general rule, within one (1) month). If requests are manifestly unfounded or excessive, in particular if they are repetitive, the administrative costs arising from responding to and fulfilling such requests may be charged.
The data subject may exercise their rights by contacting Mailand using the contact details provided in section 2.
11. Rectification of Data
In accordance with applicable legislation, the data subject may update and amend their own data by notifying the contact person for data protection matters specified in section 2.
Mailand may ensure the accuracy and up-to-date nature of personal data by updating personal and contact information from the sources described in section 6.
12. Changes to the Privacy Policy
Due to technological developments and possible changes to Mailand’s services, Mailand reserves the right to make changes to this Privacy Policy. Changes may also be based on amendments to legislation. We recommend reviewing the contents of the Privacy Policy regularly.