Privacy & Cookie Policy of Soona Oy

Updated: 18.3.2025

At Soona Oy, we are committed to protecting the privacy of our customers and stakeholders. This policy describes how we collect, process, and protect personal data in connection with our services, website, and business operations. We also outline how you can influence the processing of your personal data.

1. WHEN DO WE COLLECT YOUR DATA?

We collect your data when:

  • You make purchases in our online store or physical locations.

  • You register for our customer program or subscribe to our newsletter.

  • You grant us consent for direct marketing.

  • You participate in marketing campaigns, surveys, events, or competitions.

  • You contact us via customer service or social media.

  • You interact with, post, or comment on our social media channels.

Most data is collected directly from you, but we may also gather information from public sources, analytics tools, or service providers.

2. HOW DO WE PROCESS YOUR DATA?

We process your data to provide high-quality products and services, enhance your experience, and maintain secure and efficient operations. The purposes for processing data include:

2.1. Order Processing

Purpose: To fulfill purchases, manage returns, and handle complaints. Data Processed: Name, contact details, purchase history, payment details. Legal Basis: Contract fulfillment, legal obligations. Retention: As required for legal claims or accounting purposes.

2.2. Customer Program

Purpose: Managing memberships, providing benefits, and personalized services. Data Processed: Account details, preferences, transaction history. Legal Basis: Contract fulfillment, legitimate interest. Retention: Until membership is terminated or after three years of inactivity.

2.3. Customer Service & Security

Purpose: Responding to inquiries, monitoring satisfaction, ensuring safety. Data Processed: Communication records, customer feedback, security footage. Legal Basis: Contract fulfillment, legal obligations, legitimate interest. Retention: Based on inquiry resolution, legal requirements, and security needs.

2.4. Marketing & Personalization

Purpose: Sending marketing communications, optimizing recommendations. Data Processed: Preferences, site interactions, marketing consents. Legal Basis: Legitimate interest, consent where required. Retention: Until consent is withdrawn, per cookie policy.

2.5. Surveys & Research

Purpose: Improving products and services through feedback. Data Processed: Survey responses. Legal Basis: Legitimate interest, consent where applicable. Retention: Until research objectives are met.

2.6. Events, Campaigns & Social Media

Purpose: Managing participation in events, competitions, and social interactions. Data Processed: Participation data, social media interactions, optional images/videos. Legal Basis: Legitimate interest, consent for media use. Retention: Up to one year after event completion.

2.7. Compliance with Regulations

Purpose: Fraud prevention, regulatory compliance. Data Processed: Information required by authorities or security checks. Legal Basis: Legal obligations, legitimate interest. Retention: As required by applicable laws.

3. DATA SHARING

We may share personal data with:

  • Affiliated companies within Soona Oy.

  • Third-party service providers for secure payment processing, logistics, and targeted marketing.

  • Authorities where legally required.

  • Business partners in the event of mergers or acquisitions.

  • International transfers comply with applicable data protection laws.

4. DATA SECURITY

We implement technical and organizational measures to safeguard your data, including:

  • Up-to-date software and secure network solutions.

  • Restricted access to databases and backup systems.

  • Multi-factor authentication and encryption.

  • Employee training on data protection.

5. YOUR RIGHTS

You have the following rights regarding your personal data:

  • Access & Portability: Request a copy of your personal data.

  • Rectification: Correct any inaccurate or incomplete data.

  • Withdrawal of Consent: Opt out of marketing or revoke previous consents.

  • Data Deletion: Request data erasure where legally applicable.

  • Restriction & Objection: Limit data processing or object to direct marketing.

Requests can be made via our customer service.

6. COOKIES & TRACKING TECHNOLOGIES

Our website uses cookies and similar technologies to enhance user experience and improve services.

Types of Cookies:

  • Essential Cookies: Necessary for site functionality.

  • Performance Cookies: Collect analytics on website usage.

  • Marketing Cookies: Enable personalized advertising.

You can manage cookies through your browser settings or our cookie banner.

7. CHANGES TO THIS POLICY

We may update this policy to reflect changes in our practices or legal requirements. The latest version will always be available on our website.

For questions or concerns, please contact our Privacy Team at info@soona.fi.