This privacy policy explains how TeraHost Oy processes personal data in accordance with the EU General Data Protection Regulation (GDPR) and Finnish data protection law. We apply the same practices to everyone who visits our website or contacts us, whether you are in Finland, elsewhere in the EU or outside the EU.
1. Controller and contact
TeraHost Oy (Business ID 3456789-1)
Kauppakatu 40, 53100 Lappeenranta, Finland
Email hello@terahost.fi
Phone +358 50 412 7700
Please send privacy questions and requests to hello@terahost.fi with the subject line Privacy. We have not appointed a data protection officer, as this is not required for our activities.
2. Whose data we process
- Visitors to terahost.fi
- People who request a quote, contact us by email, phone or WhatsApp, or ask us questions
- Contact persons of our business customers, partners and property owners
- Guests staying in accommodation we arrange, to the extent needed to organise the stay
3. What personal data we collect
- Contact and company details such as your name, company, job title, work email address and phone or WhatsApp number.
- Accommodation request details such as crew size, arrival date, length of stay, accommodation level, room needs, additional services, budget, project or worksite and any notes you write. Please do not include sensitive information such as health data in the notes.
- Guest details such as guest names and arrival and departure dates when they are needed to arrange access to the accommodation.
- Communication such as emails, messages and notes from calls.
- Contract and invoicing details such as offers, bookings, billing contacts and payment information related to your company.
- Technical data such as IP address, browser and device type, pages visited, the page you came from, campaign parameters (UTM) and time of visit.
4. Where the data comes from
We receive data mainly from you. Data may also come from your employer or a colleague who books accommodation for your team, from your browser when you use our website, and from public sources such as company registers when we check business details.
5. Why we process data and on what legal basis
- Answering enquiries and preparing offers. Legal basis is taking steps at your request before entering into a contract (Article 6(1)(b)) and our legitimate interest in handling business enquiries (Article 6(1)(f)).
- Arranging and managing accommodation, customer service and invoicing. Legal basis is performance of a contract (Article 6(1)(b)) and, for contact persons of companies, our legitimate interest in managing the customer relationship (Article 6(1)(f)).
- Accounting and other legal obligations. Legal basis is compliance with a legal obligation (Article 6(1)(c)), for example under the Finnish Accounting Act.
- Running and securing the website. Legal basis is our legitimate interest in keeping the website working, secure and free of abuse (Article 6(1)(f)).
- Analytics and measuring marketing. Legal basis is your consent (Article 6(1)(a)). We only use analytics cookies if you accept them, and you can withdraw consent at any time.
- Marketing messages. We send newsletters or offers only if you have separately agreed to them, or to business contacts as allowed by Finnish law. You can opt out at any time.
- Establishing or defending legal claims. Legal basis is our legitimate interest (Article 6(1)(f)).
Where we rely on legitimate interest, we have assessed that it is not overridden by your rights. You can ask us for more information about this assessment. Providing data is voluntary, but without contact and request details we cannot prepare an offer.
6. Cookies and similar technologies
The website uses technologies that are necessary for it to work, such as the browser session storage that remembers your quote answers and campaign source during your visit. This data stays in your browser and is deleted when you close the tab. Analytics and marketing cookies are used only with your consent. More details are in our Cookie Policy.
7. Who receives the data
We do not sell personal data. We share data only when needed for the purposes above, with
- Service providers that process data on our behalf, such as Webflow (website hosting and form submissions), Google (Tag Manager, web fonts and, with consent, analytics), Cloudflare (delivery of website code libraries), map providers OpenStreetMap Foundation or Mapbox (map images on the Find your project page) and our email, customer management and accounting service providers. They may only use the data according to our instructions.
- Accommodation owners and partners, when guest or booking details are needed to arrange a stay.
- Authorities and advisers, when required by law or needed to protect our legal rights.
8. Transfers outside the EU and EEA
Some of our service providers process data outside the EU and EEA, mainly in the United States. We transfer data only when it is protected as required by the GDPR, either on the basis of an adequacy decision of the European Commission, such as the EU US Data Privacy Framework for certified companies, or on the basis of the European Commission's Standard Contractual Clauses together with any necessary additional safeguards. You can request more information about the safeguards from us.
9. How long we keep data
- Quote requests that do not lead to a contract are deleted within 24 months of our last contact with you.
- Customer and contract data is kept for the duration of the customer relationship and for three years after it ends, which is the general limitation period for claims in Finland.
- Accounting records are kept for the periods required by the Finnish Accounting Act, generally six years for vouchers and ten years for financial statements and ledgers.
- Analytics data collected with consent is kept for up to 14 months.
- Marketing permissions are kept until you withdraw them.
When data is no longer needed, we delete or anonymise it.
10. Your rights
Under the GDPR you have the right to
- access the personal data we hold about you
- have inaccurate data corrected
- have your data deleted
- restrict processing
- object to processing based on our legitimate interest, and always object to direct marketing
- receive the data you provided to us in a machine readable format and transfer it to another controller
- withdraw your consent at any time, without affecting processing that took place before
To use your rights, contact hello@terahost.fi. We may ask you to confirm your identity. We will reply within one month, or within three months for complex requests, in which case we will let you know. We do not make decisions about you based solely on automated processing.
11. Right to lodge a complaint
If you think we process your data unlawfully, you can lodge a complaint with the Office of the Data Protection Ombudsman in Finland, P.O. Box 800, 00531 Helsinki, tietosuoja@om.fi, tietosuoja.fi. If you live or work in another EU or EEA country, you can also contact the data protection authority there.
12. Visitors from outside the EU
We process the data of all visitors under the GDPR and the principles in this policy. If the law of your country gives you additional rights, for example under the UK GDPR, you can use them by contacting us in the same way.
13. How we protect data
We protect personal data with appropriate technical and organisational measures. The website uses an encrypted connection (HTTPS), access to data is limited to people who need it for their work, our service providers are bound by data processing agreements, and we regularly review who has access.
14. Children
Our services are intended for businesses and are not directed at children. We do not knowingly collect personal data from anyone under 16.
15. Changes to this policy
We may update this policy when our services or the law change. The date at the top of the page shows when it was last updated. Significant changes will be highlighted on this page.
