Privacy
Privacy Policy
1. Controller
PKM-Kiinteistöt Oy (trading as Erikois Apartments), Business ID 3280718-3, Museokatu 30–32 B 34, 00100 Helsinki, Finland. Contact for all privacy matters: info@erikois.fi.
2. Whose data we process
Customer and partner contacts: people who represent our business customers, landlords and other partners.
Accommodated persons: employees and other persons our customers accommodate in our apartments.
Website visitors: people who visit erikois.fi.
3. What data we process and why
Customer and partner contacts. Name, employer, role, email address, phone number and the content of our correspondence, offers, agreements and invoices. We use this data to prepare offers, conclude and perform agreements, invoice, communicate and maintain the customer relationship. Legal basis: performance of a contract and our legitimate interest in running and developing our business.
Accommodated persons. Name, date of birth, nationality, home address and the details of an identity document, as well as the arrival and departure dates and the accommodation address. Finnish law (Act on Accommodation and Food Service Operations 308/2006) requires us to collect a guest registration (matkustajailmoitus) from every accommodated person and to forward the registrations of foreign nationals to the police. Legal basis: compliance with a legal obligation. We also use the names and contact details of accommodated persons to hand over keys, give instructions and handle matters concerning the apartment during the stay. Legal basis: our legitimate interest in providing the accommodation service.
Website visitors. Our website does not use analytics tools or advertising cookies, and we do not set cookies ourselves. The site is hosted by Cloudflare, and the fonts are loaded from Google Fonts; these providers may process your IP address technically in order to deliver the page. If you contact us by email or WhatsApp, we process the details you provide in order to reply.
4. Where the data comes from
We receive customer contact details from the customer itself or from public sources such as company websites. We receive the data of accommodated persons from the customer or from the accommodated persons themselves.
5. Recipients and processors
We use the following service providers, which process personal data on our behalf under a data processing agreement: Google Workspace (email, documents and file storage), Pipedrive (customer relationship management), DocuSeal (electronic signatures), Zapier (automation between our systems), Fivaldi (invoicing and accounting), Cloudflare (website hosting) and Anthropic (AI tools used for drafting documents). Our accounting firm processes invoicing and accounting data. Guest registrations of foreign nationals are forwarded to the Finnish police as required by law. We do not sell personal data or disclose it to third parties for their own marketing.
6. Transfers outside the EU and EEA
Our data is primarily stored within the European Union. Some of our service providers may process data outside the EU and EEA, for example in the United States. In such cases the transfer is based on the European Commission's adequacy decision (such as the EU–US Data Privacy Framework) or on the Commission's standard contractual clauses.
7. Retention
Guest registrations are retained for one year from the end of the accommodation, as required by law. Agreements, invoices and related correspondence are retained for the duration of the customer relationship and thereafter for as long as Finnish accounting legislation requires, generally six to ten years. Other customer contact data is retained for as long as the customer relationship is active and for a reasonable time afterwards.
8. Your rights
You have the right to access the personal data we hold about you, to have inaccurate data corrected, to have your data erased where there is no longer a legal ground for processing, to restrict processing, to object to processing based on our legitimate interest, and to receive the data you have provided in a machine-readable format. To exercise these rights, contact info@erikois.fi. You also have the right to lodge a complaint with the Finnish Data Protection Ombudsman (tietosuoja.fi).
9. Security
Personal data is stored in systems protected by access control, and only the persons who need the data for their work have access to it. Guest registration data is handled only by the persons responsible for accommodation.
10. Changes to this policy
We may update this policy. The current version is always available at erikois.fi/privacy.