{"id":90618,"date":"2018-09-24T17:48:19","date_gmt":"2018-09-24T14:48:19","guid":{"rendered":"https:\/\/reenis.fi\/?page_id=90618"},"modified":"2026-11-06T13:07:59","modified_gmt":"2026-11-06T11:07:59","slug":"privacy-notice","status":"publish","type":"page","link":"https:\/\/reenis.fi\/en\/privacy-notice\/","title":{"rendered":"Privacy notice"},"content":{"rendered":"\n<div class=\"r26-privacy\"><p>Updated 16.9.2026. This notice describes confirmed practices and separately identified changes to be introduced. The review of service providers&#8217; data transfers and certain legal bases for processing is still in progress.<\/p><h2>Data controller and contact details<\/h2><p><strong>Reeniseppo Oy<\/strong> \u00b7 Business ID 2928998-7  <br>Paakakatu 2, 90520 Oulu  <br><a href=\"mailto:info@reenis.fi\">info@reenis.fi<\/a> \u00b7 08 613 9199<\/p><p>You can contact <strong><a href=\"mailto:info@reenis.fi\">info@reenis.fi<\/a><\/strong> to ask about the processing of your personal data or to exercise your data protection rights. Do not include a personal identity code or health information in your initial contact.<\/p><h2>What data do we process?<\/h2><p>We process data about Reenis customers, participants, guardians and contact persons to provide services. Data is obtained from you, a participant&#8217;s guardian or a booking contact person, and through the use of services.<\/p><p>This data may include:<\/p><ul><li>names, email addresses, telephone numbers and billing details;<\/li><li>purchases, payment and booking details, and customer account information;<\/li><li>participant and guardian details needed to organise a course or camp;<\/li><li>customer service messages, feedback and marketing preferences;<\/li><li>gym membership validity and door-opening and visit records;<\/li><li>CCTV footage;<\/li><li>technical online service data, such as IP addresses and browser information.<\/li><\/ul><p>Where necessary, we request allergy information to arrange catering and medical certificates to process credits for sickness absences. Separate explicit consent will be introduced for processing health data. Access to this data will be restricted to employees handling the catering or credit matter. These changes have been decided on, but their practical implementation still needs to be checked. The legal basis for processing previously collected data will be assessed separately.<\/p><h2>What is the data used for?<\/h2><p><strong>Purchases and services.<\/strong> We use data to manage orders, bookings, courses, camps, memberships and related customer service. Processing data about a contracting party is based on performing the contract or taking steps at their request before entering into a contract. The legal basis for processing data about other participants, such as children, is assessed separately in relation to providing the service.<\/p><p><strong>Billing and accounting.<\/strong> We process data for billing and compliance with statutory obligations. Processing data required for statutory accounting is based on a legal obligation.<\/p><p><strong>Feedback and service development.<\/strong> We use feedback for customer service and to improve our operations. You can give feedback without contact details. If you would like a reply, we need your contact details. The legitimate interest assessment for processing feedback will be documented as part of the update to our data protection practices.<\/p><p><strong>Marketing.<\/strong> We use Mailchimp to send information about upcoming courses and camps to adult customers and guardians. Marketing based on a customer relationship is limited to Reenis&#8217;s own similar courses and camps. An option to opt out of marketing will be added at purchase. Every marketing message contains a working unsubscribe link. For existing recipients, we still need to check whether the requirements for marketing were met when the data was collected; a new opt-out checkbox does not retrospectively remedy an earlier omission. Mailchimp open and click data is used occasionally; the extent of automatic collection will be checked in the settings. You can object to the use of your data for direct marketing at any time by contacting <a href=\"mailto:info@reenis.fi\">info@reenis.fi<\/a>. Opting out of marketing does not prevent us from sending essential service messages about your order or course.<\/p><h2>Gym access control<\/h2><p>We use Gym Keeper to manage memberships and access rights. Names, email addresses, telephone numbers and membership validity are passed to the system. The system also stores door-opening or visit history.<\/p><p>Reenis determines the purposes for processing member data. Gymkeeper Oy processes the data on behalf of Reenis and according to its instructions. Access history is used to investigate access problems, for safety and to monitor visit numbers. A target retention period of 12 months from the event has been decided on for personal door-opening and visit records. A deletion procedure will be introduced separately; the data is currently not deleted automatically.<\/p><h2>CCTV<\/h2><p>Recording CCTV operates in Reenis activity spaces, at reception and at entrances. Its purpose is to ensure the safety of customers and staff and to investigate theft and damage. The cameras record images, not sound.<\/p><p>Recordings are retained for 30 days. It has been decided to restrict viewing rights to named responsible persons for investigating safety incidents, damage and misuse. Implementation of this restriction and the legitimate interest assessment will be checked as part of the update to our data protection practices.<\/p><h2>Service providers and data recipients<\/h2><p>Reenis handles the practical maintenance of its website itself. We use the following service providers in our operations:<\/p><div class=\"r26-privacy-table\"><table><thead><tr><th scope=\"col\">Service<\/th><th scope=\"col\">Purpose<\/th><\/tr><\/thead><tbody><tr><td>Hosting service<\/td><td>Website hosting and email services<\/td><\/tr><tr><td>Google Workspace<\/td><td>Email and work tools, such as Google Sheets<\/td><\/tr><tr><td>Mailchimp<\/td><td>Newsletters and marketing messages<\/td><\/tr><tr><td>Gym Keeper<\/td><td>Membership and access rights management<\/td><\/tr><tr><td>Tilitekno<\/td><td>Accounting: billing details for invoiced customers, summaries of other sales<\/td><\/tr><\/tbody><\/table><\/div><p>The online shop&#8217;s delivery terms name Paytrail as the payment service provider. The current payment service arrangements will be checked as part of the update to our data protection practices. Payment service providers may also process data on the basis of their own statutory obligations.<\/p><p>Data may be disclosed to authorities where required by law. Service providers&#8217; processing roles, processing agreements and any transfers outside the EU\/EEA, together with their safeguards, will be confirmed for each service as part of the update to our data protection practices.<\/p><h2>Cookies and external services<\/h2><p>The website uses CookieYes cookie settings, YouTube videos and Google&#8217;s reCAPTCHA service. You can open the cookie settings in the website footer to review or change your choices.<\/p><p>The final description of cookies, analytics and other tracking functions will be aligned with the website&#8217;s verified operation. Changing a cookie choice alone does not delete data that has previously been lawfully processed.<\/p><h2>How long is data retained?<\/h2><p>Confirmed retention practices:<\/p><ul><li><strong>Medical certificates:<\/strong> deleted as soon as they are no longer needed to handle the credit matter.<\/li><li><strong>Allergy information:<\/strong> deleted no later than one year after the event or catering ends. The necessity of the data is assessed according to its purpose; the maximum period does not in itself justify retaining unnecessary data.<\/li><li><strong>CCTV recordings:<\/strong> 30 days.<\/li><li><strong>Separately subscribed newsletter:<\/strong> the recipient is removed from the active marketing list when they unsubscribe. Information necessary to respect a marketing opt-out is retained.<\/li><\/ul><p>It has been decided to introduce the following retention periods, but implementation of deletion still needs to be verified:<\/p><div class=\"r26-privacy-table\"><table><thead><tr><th scope=\"col\">Data category<\/th><th scope=\"col\">Decided target retention period<\/th><\/tr><\/thead><tbody><tr><td>Purchase, billing and accounting data<\/td><td>10 years from the end of the financial year relating to the transaction; necessity and statutory obligations will be checked for each data category. Does not apply to health data in orders.<\/td><\/tr><tr><td>Personal door-opening and visit records in Gym Keeper<\/td><td>12 months from the event<\/td><\/tr><tr><td>Ordinary customer service messages and feedback<\/td><td>2 years after the matter is closed; health data has its own shorter periods<\/td><\/tr><tr><td>Marketing list based on a customer relationship<\/td><td>2 years after the last purchase or until an earlier marketing opt-out; a separate newsletter subscription is handled separately<\/td><\/tr><\/tbody><\/table><\/div><p>Retention of customer accounts and other participant data, and the backup deletion cycle, still need to be defined. An accounting retention obligation does not in itself justify retaining all customer data.<\/p><h2>Your rights<\/h2><p>Subject to the conditions of the General Data Protection Regulation, you have the right to:<\/p><ul><li>receive information about the processing of your personal data and access your data;<\/li><li>request correction of inaccurate data;<\/li><li>request erasure of data or restriction of processing;<\/li><li>object to processing based on legitimate interests on grounds relating to your particular situation;<\/li><li>object to direct marketing at any time;<\/li><li>withdraw your consent where processing is based on consent;<\/li><li>receive the data you have provided in a portable format where processing is based on a contract or consent and is carried out by automated means;<\/li><li>lodge a complaint with the Data Protection Ombudsman: <a href=\"https:\/\/tietosuoja.fi\/\">tietosuoja.fi<\/a>.<\/li><\/ul><p>The applicability of these rights depends on the processing. For example, material subject to statutory retention cannot be deleted before the retention obligation ends. Withdrawing consent does not affect the lawfulness of processing carried out before withdrawal.<\/p><p>Send your request to <strong><a href=\"mailto:info@reenis.fi\">info@reenis.fi<\/a><\/strong>. We will respond without undue delay, normally within one month. Where necessary due to the complexity or number of requests, this period may be extended by up to two months. We will tell you about the extension and its reason within the first month.<\/p><p>Requests are normally free of charge. Exceptions under the General Data Protection Regulation may apply to manifestly unfounded or excessive requests. Where necessary, identity will be verified in a proportionate way.<\/p><h2>Updates to this notice<\/h2><p>This notice will be updated when personal data processing changes. Material changes will be communicated as required by their nature. The notice provides information about personal data processing; reading it or using the service does not in itself constitute consent to all processing.<\/p><\/div><style>.r26-privacy{max-width:900px;margin-inline:auto;padding:0 20px 64px;color:#1f3854}.r26-privacy h2{font-size:clamp(1.5rem,3vw,2.2rem);line-height:1.2;margin-top:48px}.r26-privacy p,.r26-privacy li{line-height:1.75}.r26-privacy li{margin-bottom:8px}.r26-privacy-table{overflow-x:auto}.r26-privacy table{width:100%;border-collapse:collapse;font-size:16px}.r26-privacy th,.r26-privacy td{padding:14px;border:1px solid #ccd5df;text-align:left;vertical-align:top}.r26-privacy th{background:#aff8f4}.r26-privacy a{text-decoration:underline;overflow-wrap:anywhere}<\/style>\n","protected":false},"excerpt":{"rendered":"<p>Updated 16.9.2026. This notice describes confirmed practices and separately identified changes to be introduced. 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