Properta processes personal data when we are contacted regarding an assignment, when preparing and making clearances for potential assignments, when a person takes part in our events, marketing campaigns or survey polls, or when we receive contact information through a company, an organization, interest group or any other cooperation. We also have obligations regarding the processing of personal data as attorneys which are based on laws, regulations, regulatory provisions or the instructions of the Finnish Bar Association.
Personal data is also processed in carrying out and developing Properta’s services, like in marketing, in client communications and customer service.
2. Data file controller and contact information
Properta Attorneys Ltd
Unioninkatu 7 B 17, FI-00130 Helsinki, Finland
Business ID: 2798639-1
tel.: +358 10 274 0190*
3. Personal data that Properta processes
Properta processes personal data when necessary for the purposes described below. The purpose of use determines what type of data Properta collects and processes. Also, the data that Properta processes may vary based on which of its services are used and how they are used. Thus, one can also himself affect the way we process one’s data.
The data may consist, among others, of the following:
Name and contact details, such as first name and surname, address, phone number and email.
Information required for the prevention of money laundering and terrorist financing, such as nationality, political background, relationship with a political person, the name, number or other identifying information of the document used to verify identity (accepted authentication documents are a passport, an identity card, a driving license and a Kela photocard and, in the case of a foreign customer, a national passport or an identity card issued by an EEA authority).
Other demographic information, such as social security/identification number of private individuals.
Client relationship information, such as any information on assignments, invoicing and payment information, client feedback, communication and cancellation information.
Interest and profiling information, such as information received from the person themselves about their professional interests.
Visual recordings, such as photos taken at events organised by Properta.
Job applications and other information received along with recruitment processes.
Other information collected based on consent.
Properta may also process the following data: name, title/profession, age/date of birth, contact details and other similar identifiers, such as object of interest after the termination of an assignment or data received through a company, an organization, interest group or any other cooperation.
4. Sources of information
Personal data is provided to us by or on behalf of our clients or from a third party related to an assignment when Properta is preparing for or handling an assignment of legal services. Data is collected, among others, during preparations and clearances for assignments and during discharging an assignment in the course of preparing or providing legal services, signing up for and attending to our events, from feedback or contacts, or later during customer-relationship or cooperation.
Personal data may also be collected and updated from our partners’ registers, companies’ online services and applications, as well as from authorities and companies offering services related to personal data.
5. The purposes and legal foundation for processing personal data
Properta processes its clients’ personal data to prepare for, manage, develop and administer client accounts. Properta processes personal data to prepare for and execute the contractual relationship with the client e.g. to handling assignments and for the customer service.
In addition, Properta processes personal data based on a legitimate interest for marketing and developing our services, such as in connection with preparations for new clients or opinion polls.
Properta may also process personal data based on consent when necessary and when there is a legal obligation for processing, such as prevention, revealing and detection of money laundering and terrorist financing.
6. Regular data disclosures and transfers
Properta may disclose and transfer personal data only when this is an obligatory requirement under applicable law (e.g. disclosures to the statutory authorities). In addition, in the case of a possible merger and acquisition transaction, Properta may disclose and transfer data to a third party related to the merger and acquisition transaction.
Properta may use subcontractors and service providers for the processing of personal data, as well as, for the technical maintenance of its IT-systems. The data Properta discloses or transfers to such partners is only to be used for purposes determined by Properta. In addition, Properta has taken care of that according to all applicable agreements that are in place, all of its contractual partners must implement appropriate measures for the protection of the personal data and also otherwise comply with the valid data protection legislation.
Properta stores personal data in the European Economic Area (EEA) or in countries with the level of data protection required by the authorities. If the handling of the assignment requires us to disclose date outside EEA, we will only use such co-operation partners that process the personal data on the same basis that we do. In that case, we will ensure an adequate level of data protection and other necessary measures (such as contractual mechanisms) as required by legislation.
7. Retention time policies
Properta stores personal data for as long as it is necessary under the applicable legislation, regulations, regulatory provisions, and the Rules of the Finnish Bar Association.
Among others, Properta may store information related to assignments for 10 years after the termination of the assignment. In accordance with the Finnish Bar Association’s Guidelines for the Prevention of Money Laundering and Terrorist Financing, we store information necessary to prevent money laundering and terrorist financing for 5 years from the end of the client relationship, unless any other obligation requires us to retain the information longer.
8. The rights of a data subject
A data subject has different rights concerning his/her personal data.
A data subject has the right to access his/her personal data with certain restrictions, the right to get incorrect information in our registers rectified, a restricted right to have his/her personal data erased and the right to restrict or object the processing of his/her personal data.
A data subject also has the right to cancel the consent he/she has given, to opt-out from future marketing, and, in certain situations, the right to have his/her data transferred to himself/herself or to a third party. In addition, a data file subject has the right to make a complaint regarding the processing of personal data to the supervising authority (www.tietosuoja.fi/en/home).
9. Protecting personal data
Properta uses necessary technical and organisational measures to protect personal data from illegal access, releasing, destroying or any other unjust handling. These measures include, among others, firewalls, cryptography, using safe equipment bay, due access control, controlled admission of rights of use and controlling the use of such rights, briefing staff that is involved in processing personal data and careful selecting of subcontractors, contracts and instructions.