Privacy Notice

Last updated 8 July, 2026

We would like to provide you with information regarding collection and handling of personal data at Vahterus Oy (“company”, “we”, “us”, or “our”) and how we use it. If you have any questions or concerns about this notice or our practices regarding your personal information, please contact us at privacy(at)vahterus.com.

Data Controller

The Data Controller of Personal Data collected through this website is Vahterus Oy, headquartered in Kalanti, Finland. We are committed to protecting your personal data and complying with applicable data protection and privacy laws.

Personal information that we collect and why

We collect and process your information for purposes based on legitimate business interest, the fulfilment of our contract with you, compliance with our legal obligations, and/or your consent.

We use personal information collected via our sites for a variety of business purposes described below. We process your personal information for these purposes in reliance on our legitimate business interest (“Business Purposes”), in order to enter into or perform a contract with you (“Contractual”), with your consent (“Consent”), and/or for compliance with our legal obligations (“Legal Reason”).

The elements of your data that we collect may include:

Forename and Surname, Job Title, Company name, Company address, work email, phone and/or fax number, and other information specific to the nature of our interaction.

With your consent, we can also collect personal data for marketing purposes to directly advertise by mail. If you are under 16-years old, this consent must be given by your legal guardian.

We also collect technical information about your visit, including IP address, browser type, access times, referring URL, real-time location data, device and screen resolution.

Cookies, Web Beacons and Other Similar Technology

We use cookies and similar tracking technologies to access and store information. More specific information can be found in our Cookie Policy.

Site visitation tracking

We use Google Analytics (GA4), a web analytics service provided by Google Ireland Limited, to analyse website visitors under its own privacy policy. GA4 records data such as geographical location, device, browser and operating system. Data is retained for up to 14 months. Data may be transferred to the United States under the EU-US Data Privacy Framework or applicable Standard Contractual Clauses.

We also use HubSpot to track website visits and to support our customer relationship management. HubSpot processes this data on our behalf as a data processor under a data processing agreement, in accordance with its own privacy policy. Data may be transferred to the United States under the EU-US Data Privacy Framework or applicable Standard Contractual Clauses.

In addition, we use Microsoft Clarity, a behaviour analytics service that records interactions such as mouse movements, clicks and scroll patterns to help us understand how visitors use our website. Microsoft Ireland Operations Limited acts as an independent data controller for this data and processes it under its own privacy statement. Data may be transferred to the United States under the EU-US Data Privacy Framework or applicable Standard Contractual Clauses.

The legal basis is your consent. You can withdraw your consent at any time via the Cookie consent link in the footer of our website.

Contact form

Our website contains a contact form with which you can send us messages. The data that you supply will be stored by this website and may be passed to our CRM systems HubSpot and M-Files for pipeline management purposes, where we (Vahterus Oy) act as controller of the data sent (see CRM Systems below for how this data is used and shared). The legal basis for processing this data is the performance of a contract, or steps taken at your request prior to entering into a contract. All data fields marked as mandatory are required for processing your request. If they are not provided, your request cannot be carried out. The provision of any additional data is voluntary. Alternatively, you can also send us a message to the contact e-mail address.

We use Google reCAPTCHA on the contact form to prevent spam and abuse. The legal basis is our legitimate interest in keeping the form secure and preventing misuse. Google Ireland Limited processes this data under its own privacy policy.

Google- & Microsoft marketing services, LinkedIn Conversion/Insight tags & Facebook Remarking Tags

We use the marketing and remarketing services of Google Inc(Google), Microsoft, LinkedIn and Meta (Facebook). These services allow us to display advertisements in a more targeted manner in order to present advertisements of interest to users. It could mean that we advertise to you if you haven’t completed a task on our site, for example using the contact form to make an inquiry. This could be in the form of an advertisement on the Google search results page, a site in the Microsoft Audience Network or somewhere on Meta or LinkedIn. Third-party vendors, including Meta, LinkedIn, Microsoft and Google, use cookies to serve ads based on someone’s past visits on our website.

The legal basis for the collection of data via advertising and remarketing cookies is your consent.

When we use the LinkedIn Insight Tag, Vahterus Oy and LinkedIn Ireland Unlimited Company act as joint controllers for the collection of website visitor data for advertising and audience targeting purposes. Further information on LinkedIn‘s role is available at LinkedIn‘s privacy policy. Data may be transferred to the United States under Standard Contractual Clauses.

Meta (Facebook) and Microsoft Advertising, in respect of their advertising and remarketing functionality, act as independent or joint controllers for the data they collect through their own pixels and tags on our website and are subject to their own privacy policies. Meta may transfer personal data to the United States under the EU-US Data Privacy Framework or applicable Standard Contractual Clauses.

Our website also embeds YouTube videos, a service provided by Google Ireland Limited. When you visit a page containing an embedded video, YouTube sets cookies and processes usage data as an independent controller under its own privacy policy. The legal basis is your consent.

You can set preferences/opt-out for how Google advertises to you using the Google Ad Preferences Page, and if you want to you can opt out of interest-based advertising entirely by cookie settings or permanently using a Browser plugin.

You can set preferences/opt-out for how Microsoft advertises to you in Microsoft Privacy Settings page.

You can opt-out of remarketing on Facebook by visiting Website custom audience.

You can opt out of cookies from LinkedIn on your LinkedIn settings page.
 

CRM Systems

In our CRM systems (HubSpot & M-files), we handle our potential and existing clients’ data in order to manage our pipeline, perform the services clients have requested, including follow-ups on these services, and to communicate with you in a more targeted manner about matters of interest. Vahterus collects and processes personal data either to fulfil an agreement between Vahterus and the data subject (or his or her company) as well as in connection with and to enable contacting, communication, marketing, enrolments and other actions related to customer relationship or other cooperation based on the data subject’s consent. We collect the contact data of clients and potential clients, suppliers and subcontractors, press and other media for sales and marketing purposes.

Example of personal identifiable information stored:

-    Contact details (forename, surname, e-mail, address, phone, job title, company name)
-    Business related history with us
-    Event and meeting information
-    Form fill information

The legal basis is our legitimate interest or, where required under the law applicable to you, your consent. The data will be removed after 5 years of inactivity.

To opt-out from our CRM system, please contact privacy(at)vahterus.com.

Email Marketing

We use Sinch Email who provide us with email marketing services. We use our email marketing to send you information such as product announcements, newsletters, whitepapers, other relevant offers, and upcoming promotions or events. We consider Sinch Email a third party data processor where we (Vahterus) act as the controller.

Our email marketing communication is designed to comply with national and international legislation for electronic communication based on the 2002 European e-privacy Directive. The legal basis is the same as set out under CRM Systems above. Where required, dependent on jurisdiction, we will seek and obtain your explicit consent before sending marketing emails.

Sinch Email uses cookies for keeping and informing us about your email usage history and website usage, which is combined with the CRM data described above.

You can opt-out from this marketing activity at any time by clicking on the unsubscribe link provided in each e-mail.

The information in Mail is saved for as long as you are a subscriber to the newsletter. When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymise it, or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.

Recruitment Privacy Notice

We collect only necessary personal data, and we do not share this information with third parties without a signed data processing agreement. Personal data is collected legally and fairly. We collect data from applicants to assess suitability for employment, communicate during the recruitment process, and, if hired, manage employment.

The register may include:

-    Name and contact details (address, email, telephone)
-    Work history, education, qualifications, skills
-    Salary expectations and references
-    Cover letters, and other application materials
-    When relevant: information related to right to work or legal eligibility (e.g. residency, work permit)

We keep personal data for the duration of the recruitment process and delete it [within 12 months] after the process ends, unless you consent to longer storage for future opportunities. The rights available to you as an applicant are the same as set out under “What are your privacy rights?” below.

Storage of data

We maintain reasonable technical, physical and administrative security safeguards to protect your personal information against loss, theft, and unauthorized access. Any personal information that you provide to us is exchanged on a secured server. Unfortunately, no data transmission over the Internet can be guaranteed to be 100% secure. As a result, while we are committed to protecting your personal information, we cannot ensure or warrant the security of any information you provide to us.

What are your privacy rights?

In terms of your personal data, you have the right (i) to request access and obtain a copy of your personal information, (ii) to request rectification or erasure, (iii) to restrict the processing of your personal data, and (iv) if applicable, to data portability. In certain circumstances, you may also have the right to object to the processing of your personal information.

We do not make decisions that produce legal effects concerning you, or similarly significantly affect you, based solely on automated processing. Where we use profiling for direct marketing, as described above, you can object to it at any time.

You have the absolute right to object at any time to the processing of your personal data for direct marketing purposes, including profiling to the extent it relates to such marketing. This right is unconditional.

You also have the right to lodge a complaint with the Office of the Data Protection Ombudsman (tietosuojavaltuutettu) if you consider that the processing of your personal data infringes applicable data protection law. Contact details are available at tietosuoja.fi.

To make a request, please send an email to privacy(at)vahterus.com. We will consider and act upon any request in accordance with applicable data protection laws.

If we are relying on your consent to process your personal information, you have the right to withdraw your consent at any time. Please note however that this will not affect the lawfulness of the processing before its withdrawal.

Third party data processors

We use a number of third parties to process or otherwise handle personal data in connection with our website and services. Google Analytics, HubSpot, Sinch Email and HiBob process personal data on our behalf under data processing agreements. Microsoft Clarity, LinkedIn, Meta and Google Ads act as independent or joint controllers as described above and are not data processors for those purposes. The basis for each of these role designations, and what to verify before publishing, is noted alongside the relevant service earlier in this notice. Below you find the relevant third parties and their respective privacy policies.

• Google: https://www.google.com/intl/en-GB/policies/privacy/
• HubSpot: https://legal.hubspot.com/privacy-policy
• Microsoft: https://www.microsoft.com/en-us/privacy/privacystatement
• Sinch Email: https://www.mailjet.com/legal/privacy-policy/
• LinkedIn: https://www.linkedin.com/legal/privacy-policy
• HiBob https://www.hibob.com/privacy/privacy-policy/

The data we gather about you from our website will never be sold on to a third party. In certain circumstances, we may need to disclose your data to appropriate third parties if you breach the terms and conditions of use of this website or our services to you. We may also access or disclose your data if required to do so by law or an authorised governmental body. Further, we may share or transfer your data in connection with, or during negotiations of, any merger, sales of company assets, financing, or acquisition of all or a portion of of our business to another company.

Changes to our policy

We may update this privacy policy from time to time without prior notice. The updated version will be indicated by an updated “Revised” date and the new version will be effective as soon as it is accessible. We encourage you to regular read this privacy policy to be informed of how we are protecting your information.

Contact Us

If you have any questions regarding this policy, please contact us at privacy(at)vahterus.com or by post to:

Vahterus Oy
Pruukintie 7 
23600, Kalanti 
Finland