Privacy Policy

Who we are

On this page, you find what information we collect about you and why. We also explain how we protect your data and ensure its safety. To learn more, please scroll down the page or click on the links below. As there are quite a few facts to explain, the page is fairly long. With any questions, concerns or ideas related to Flavour Solutions’s personal data procedure, please do not hesitate to contact us

With friendly regards,

Flavour Solutions Oy 
info@flavoursolutions.fi

1. Controller of filing system

Controller of this filing system is the Finnish company Flavour Solutions Oy (business registration number: 3342419-2), and hereinafter referred to as “Flavour Solutions”

Flavour Solutions Oy contact details in privacy policy matters are:

Flavour Solutions Oy / Privacy matters
Kirvesmiehenkatu 2 A 47
00880 Helsinki
FINLAND
info@flavoursolutions.fi
Tel: +358 44 207 0088

2. To what purposes we process your data and based on which grounds?

This privacy policy covers the processing of personal data of both consumers and business representatives as well as representatives of different interest groups related to all of Flavour Solutions business operations.

In the following, we explain the differences in each category. One or more roles and purposes may apply simultaneously.

Consumer customers and business-to-business customers/ Potential consumer customers and potential business-to-business customers/ Interest groups

Providing products and services 

Flavour Solutions may use your personal data for providing products and services for you, for example when you purchase our products, use our digital services, subscribe to our newsletters, and participate in our trainings and other events.

Managing, analyzing and improving the customer relationship

Flavour Solutions may use your personal data for managing, analyzing and improving the customer relationship with you and the entity you represent.

Communication with you

Flavour Solutions may use your personal data to communicate with you, for example to send you invitations, important alerts and other such notices relating to our products, services, consumer panels or market research and to ask for your feedback on our products and services.

Marketing to you

Flavour Solutions may contact you to enhance your experience with Flavour Solutions by informing you of new products, services, or promotions Flavour Solutions may offer. Flavour Solutions may use your personal data to personalize our offering and to provide you with more relevant content. This means, for example, making recommendations and displaying customized content and advertising in our services (such as websites, applications, and marketing e-mails) and in third-party services (such as banner advertisements).

Managing and developing products and services

Flavour Solutions may use your personal data to manage and develop Flavour Solutions’s business operations, including its products and services.

Processing of your personal data is based on the following grounds of the EU’s General Data Protection Regulation (one or more purposes may apply simultaneously):

a) Processing is necessary for the performance of a contract to which you are party or in order to take steps at your request prior to entering into a contract.

b) Processing is necessary for compliance with a legal obligation to which the controller is subject (for example the duty to keep the records based on Accounting Act).

c) Processing is necessary for the purposes of the legitimate interests pursued by Flavour Solutions

d) You have given consent to the processing of your personal data.

The legitimate interests of Flavour Solutions or third party referred to in point c) above may include amongst others the following matters:

• right to promote the sales of Flavour Solutions’s products and services by way of direct marketing, including profiling for the purposes of marketing and sales
• business development
• investigation of possible malpractice

3. What types of information we may collect about you?

Content of Flavour Solutions’s filing system may include the following types of data and changes made to these data types:

3.1. Information that may be collected of all data subjects

3.2. Consumer customers

In addition to the list in point 3.1. Flavour Solutions may collect the following data types:

•  subscription, purchase and feedback history
• birthday
• social media user names
• activities in or related to Flavour Solutions’s social media channels
• allergies, if you are a member of a consumer panel

3.3. Business-to-business customers/ Potential business-to-business customers/ Interest groups

In addition to the list in point 3.1. Flavour Solutions may collect the following data types:

• title and/or job description of current and previous jobs related to Flavour Solutions’s customer relationships
• name and business information of the entity you work for currently or previously, related to Flavour Solutions’s customer relationship
• subscription, purchase and feedback history
• content you have created related to Flavour Solutions (for example news articles written by you)
• confirmation of health status when visiting Flavour Solutions’s production premises

3.4. Potential consumer customers

In addition to the list in point 3.1. Flavour Solutions may collect the following data types:

• social media user names
• activities in or related to Flavour Solutions’s social media channels

4. Which sources we gather your personal data from?

4.1. Sources applicable to all data subjects

Flavour Solutions gathers personal data directly from you, for example from:

• website forms (e.g. coffee tests, marketing promotions, newsletter subscriptions, competitions, feedback forms, research participation)
• mobile applications,
• physical forms in events and stores,
• telephone conversations, e-mail correspondence, and chat services,
• customer service communications

Flavour Solutions gathers personal data from the technical device you use in your communication with Flavour Solutions.
Flavour Solutions may obtain and update the personal data in its filing system from officials and companies offering personal data services.

4.2. Consumer customers and Potential consumer customers

Flavour Solutions may gather personal data from Flavour Solutions’s online shops, and from Flavour Solutions’s social media channels about content related to Flavour Solutions’s business categories.

Flavour Solutions may gather personal data from the payment service providers related to Flavour Solutions’s online shops.

4.3. Business-to-business customers/ Potential business-to-business customers/ Interest groups

Flavour Solutions gathers personal data from public sources and from Flavour Solutions’s online shops. We may gather your personal data from our online shops, from your colleagues, companies’ websites, Trade Register, social media, and from other public sources.

5. To whom we may transfer and share your data with?

Flavour Solutions does not sell, lease or otherwise disclose your personal data to third parties outside of Flavour Solutions unless otherwise stated below.

We may share your personal data with authorized third parties that perform services for Flavour Solutions for the purposes described in this Privacy Policy within the limits of the applicable legislation. This may include, for example, providing services such as customer service and software services, managing and analyzing personal data, conducting market research and managing marketing and execution of diverse campaigns.

We may share your personal data for obtaining payment for products and services including the transfer or sale of delinquent accounts to third parties for collection. 

We may share your personal data with carefully considered third parties for joint or independent direct marketing purposes. Sharing of your data for such purposes may in principle only happen when the planned purposes of the third party are not incompatible with Flavour Solutions’s purposes described in this privacy policy. Only the minimum necessary amount of your personal data is shared with third parties.

We may share your personal data based on a valid order from a court or other official body with sufficient authority. 

We may share your personal data as part of any merger, acquisition, sale of company assets or transition of service to another provider. This also applies in the unlikely event of an insolvency, bankruptcy or receivership in which your personal data would be transferred to another entity as a result of such a proceeding.

6. Is your data transferred to countries outside the European Union?

Flavour Solutions’s services may be provided using resources and servers located in various countries around the world. Therefore Flavour Solutions may transfer your personal data outside the country where you use our services, including to countries outside the EU and EEA that do not have laws providing specific protection for personal data or that have different legal rules on data protection. 

In such cases, Flavour Solutions ensures that a legal basis for such a transfer exists and that adequate protection for your personal data is provided as required by applicable law, for example, by using standard agreements approved by relevant authorities (where necessary) and by requiring the use of other appropriate technical and organizational information security measures.

7. How long we retain your data?

Flavour Solutions may process your personal data for as long as described below for each different sub-group. In addition to the below stated times, Flavour Solutions may always process your personal data, e.g. tax or legal purposes or due to an extraordinary long-term commitment for as long as necessary and justified. 

7.1. Consumer customers/ Potential consumer customers

Flavour Solutions may process your personal data for as long as the customer relationship between you and Flavour Solutions exists, and until the end of the calendar year following the 3rd year thereafter. 

After the above specified timeframe has ended, Flavour Solutions may process part of your personal data and consider you a potential consumer customer. 

We may process your personal data continuously as Flavour Solutions aims at building a customer relationship with you. Once the customer relationship has started, the duration of the processing is defined in point 7.1. above. 

7.2. Business-to-business customers/ Potential business-to-business customers/ Interest groups

Flavour Solutions may process your personal data for as long as the customer relationship between the company you represent and Flavour Solutions exists, and until the end of the calendar year following the 6th year thereafter.

We may process your personal data for as long as you are working at any company which is Flavour Solutions’s customer, and until the end of the calendar year following the 6th year thereafter.

After the above specified timeframe has ended, Flavour Solutions may process part of your personal data and consider you a representative of a potential business-to-business customer.

Once the customer relationship has started, the duration of the processing is defined in point 7.2. above.

Flavour Solutions may process your personal data for as long as you are a member of any of Flavour Solutions’s interest groups such as co-operation partners or press representatives. Flavour Solutions may process personal data related to a supplier of products or services or a contractual co-operation party until the end of the calendar year following the 6th year after the end of the contractual relationship.

8. What rights you have over your data

All rights can be exercised by contacting Flavour Solutions’s privacy team by using the contact details issued at section 1 above. The team will then give further instructions on how to exercise a specific right. Where Flavour Solutions has reasonable doubts concerning the identity of the person making the request, Flavour Solutions may request the provision of additional information necessary to confirm your identity.

Flavour Solutions will provide information on action taken on a request to you within one month of receipt of the request. That period may be extended by two further months where necessary, taking into account the complexity and number of the requests.

8.1. Right of access to your personal data

You have the right to obtain from Flavour Solutions confirmation as to whether or not personal data concerning you are being processed, and, where that is the case, receive information about your personal data.

8.2. Right to rectification

You have the right to obtain from Flavour Solutions without undue delay the rectification of inaccurate personal data concerning you.

8.3. Right to erasure (‘right to be forgotten’)

You have the right to obtain from Flavour Solutions the erasure of personal data concerning you without undue delay where one of the following grounds applies:

(a) your personal data are no longer necessary in relation to the purposes for which they were collected or otherwise processed;

(b) you withdraw consent on which the processing is based and where there is no other legal ground for the processing;

(c) you object to the processing and there are no overriding legitimate grounds for the processing;

(d) your personal data have been unlawfully processed;

(e) your personal data have to be erased for compliance with a legal obligation in Union or member state law to which Flavour Solutions is subject;

(f) the personal data have been collected in relation to the offer of information society services.

However, you do not have the right or erasure if the processing is necessary:
(a) for exercising the right of freedom of expression and information;

(b) for compliance with a legal obligation which requires processing by Union or member state law to which Flavour Solutions is subject; or

(c) for the establishment, exercise or defence of legal claims.

8.4. Right to restriction of processing

You have the right to obtain from Flavour Solutions restriction of processing where one of the following applies:
(a) the accuracy of the personal data is contested by you, for a period enabling Flavour Solutions to verify the accuracy of the personal data;

(b) the processing is unlawful and you oppose the erasure of the personal data and request the restriction of their use instead;

(c) Flavour Solutions no longer needs the personal data for the purposes of the processing, but they are required by you for the establishment, exercise or defence of legal claims;

(d) you have objected to processing pending the verification whether the legitimate grounds of Flavour Solutions override those of you.

8.5. Right to object

You have the right to object, on grounds relating to your particular situation, at any time to processing of personal data concerning you which is based on legitimate interests pursued by Flavour Solutions, including profiling. Flavour Solutions shall no longer process the personal data unless Flavour Solutions demonstrates compelling legitimate grounds for the processing which override your interests, rights and freedoms for the establishment, exercise or defence of legal claims.

Where personal data are processed for direct marketing purposes, you have the right to object at any time to processing of personal data concerning you for such marketing, which includes profiling to the extent that it is related to such direct marketing.

Please be aware that you cannot opt out of receiving service messages from Flavour Solutions, including but not limited to security and legal notices.

8.6. Right to data portability

You have the right to receive the personal data concerning you, which you have provided to Flavour Solutions, in a structured, commonly used and machine-readable format and have the right to transmit those data to another controller where:

(a) the processing is based on consent or on a contract; and
(b) the processing is carried out by automated means.

9. Is it mandatory for you to disclose your personal data to us?

Where your personal data is necessary for Flavour Solutions in order to fulfil its contractual obligations related to a contract with you, disclosing your personal data to us is mandatory. For example, you cannot make purchases from Flavour Solutions’s online shop without disclosing the necessary personal data.

10. How can you withdraw a consent given by you?

You may withdraw possible consent by contacting Flavour Solutions’s privacy team (contact information in section 1) or by using possible electronic means provided by Flavour Solutions.

11. Do we make decisions affecting you based on automated means? 

Flavour Solutions does not make decisions based solely on automated processing which produces legal effects concerning you or similarly significantly affect you.

12. Do we process your personal data in order to profile you? 

Flavour Solutions may target (and measure the performance of) ads to its websites’ and applications’ visitors and users as well as newsletters recipients based on profiling both on and off of Flavour Solutions’s services through a variety of ad networks and exchanges, using the following data, whether separately or combined:

• information provided by you (e.g., contact information);
• data from your use of our services (e.g., search history, clicking on an ad, etc.);
• information from others (e.g. advertising partners and data aggregators);
• information inferred from data (e.g., using job titles to infer seniority or names to infer gender).

13. How can you exercise your right to lodge a complaint to the supervisory authority?

In case you suspect a breach of data protection legislation, please contact Flavour Solutions’s privacy team first (contact information in section 1). This Privacy Policy covers Flavour Solutions’s operations in all countries.

In case the matter is not solved amicably between you and Flavour Solutions, you may contact the Data Protection authority of the country where the Flavour Solutions entity in question operates. Contact information of the competent authority of each Flavour Solutions’s operation country can be found here.

14. What are our principles for securing your personal data?

Flavour Solutions has established electronic and administrative safeguards designed to make the information collected secure.
Only appointed personnel of Flavour Solutions and of organizations operating by Flavour Solutions’s assignment or on behalf of Flavour Solutions are entitled to use the personal data filing system. All persons processing the system have a personal right of use granted by Flavour Solutions or its co-operation partner. Different levels of access have been created based on the data a person needs according to his/her job description. Systems are protected with a firewall that prohibits unauthorized access outside of Flavour Solutions.

All personnel of Flavour Solutions and its subcontractors are obliged to keep the information of the personal data which they obtain in their work confidential.
Manually processed documents containing personal data are protected against unauthorized access.

15. Which law do we apply for processing personal data? 

The processing of personal data in Flavour Solution’s filing system is governed by the European Union’s applicable data protection legislation as well as national laws of countries where Flavour Solution is established.

16. How can we update this Privacy Policy?

Flavour Solution may modify this Privacy Policy, and if we make material changes to it, we will provide notice on our website or by other means, to provide you the opportunity to review the changes before they become effective. Your continued use of Flavour Solution’s products and services after we publish or send a notice about our changes to this Privacy Policy means that you have become bound by the updated Privacy Policy.