This Privacy Policy explains how
Octonus Finland Oy (“we”, “us”, “our”) collects, uses, stores, shares and otherwise processes personal data in connection with your use of this Website and the services provided through it.
Controller:
Octonus Finland Oy
Peltokatu 26, B242, 33100 Tampere, Finland (ID FI19944255)
Email: education@octonus.com
In this Policy the following terms shall have the following meanings:
"Account": means collectively the personal information, Payment Information and credentials used by Users to access Material and / or any communications System on the Web Site;
"Content": means any text, graphics, images, audio, video, software, data compilations and any other form of information capable of being stored in a computer that appears on or forms part of this Web Site;
"Cookie": means a small text file placed on your computer by Octonus Finland Oy when you visit certain parts of this Web Site. This allows us to identify recurring visitors and to analyse their browsing habits within the Web Site;
"Data": means collectively all information that you submit to the Web Site. This includes, but is not limited to, Account details and information submitted using any of our Services or Systems;
"Octonus Finland Oy": means Octonus Finland Oy, Peltokatu 26, B242, 33100 Tampere, Finland (ID FI19944255);
"Service": means collectively any online facilities, tools, services or information that Octonus Finland Oy makes available through the Web Site either now or in the future;
"System": means any online communications infrastructure that Octonus Finland Oy makes available through the Web Site either now or in the future. This includes, but is not limited to, web-based email, message boards, live chat facilities and email links;
"User" / "Users": means any third party that accesses the Web Site and is not employed by Octonus Finland Oy and acting in the course of their employment; and
"Website": means the website that you are currently using (education.octonus.com) and any sub-domains of this site (e.g. subdomain.yourschool.com) unless expressly excluded by their own terms and conditions.
We may collect and process the following categories of personal data, depending on how you use the Website and our services:
- 2.1 first name / last name;
- 2.2 job title and profession;
- 2.3 contact information such as email addresses and telephone numbers;
- 2.4 demographic information such as post code, preferences and interests;
- 2.5 payment-related information, such as transaction status, billing information and payment confirmation data. Payment card data is processed by our third-party payment service providers and is not stored by us unless explicitly stated at the point of collection;
- 2.6 account and login information, including username, password, and other registration details;
- 2.7 profile information and other information you choose to provide in connection with your account, courses, or educational activities;
- 2.8 information you provide when contacting us, submitting forms, participating in surveys, registering for courses, or requesting support;
- 2.9 social login or social network prefill data, where such functionality is made available and used by you. In such cases, we may receive certain personal data from the relevant social network or third-party account provider in accordance with that provider’s policies and your settings;
- 2.10 information relating to your interactions with social media features, plug-ins, APIs, or integrations made available through the Website;
- 2.11 user-generated content, including comments, messages, assignments, uploads, profile content, images, documents, and other content you submit through the Website, where such functionality is available;
- 2.12 images, audio, video, or recordings provided by you or collected in connection with webinars, training sessions, customer support, events, or similar educational activities, where applicable;
- 2.13 IP address;
- 2.14 browser type and version;
- 2.15 operating system;
- 2.16 device information and technical identifiers;
- 2.17 usage data, including referring URLs, pages visited, course activity, time spent on pages, clicks, interactions, and exit pages;
- 2.18 general location or region derived from your IP address or device settings, where applicable;
- 2.19 cookie and similar technology data; and
- 2.20 any other information you provide to us when contacting us, registering, purchasing courses, or using the Website.
- 3.1 We process personal data only where we have a lawful basis to do so under applicable data protection law, including the GDPR.
- 3.2 We may use personal data for the following purposes:
- 3.2.1 to create and manage your account;
- 3.2.2 to provide access to courses, educational content, webinars, events, and related services;
- 3.2.3 to process purchases and payments;
- 3.2.4 to communicate with you about your account, orders, services, support requests, and educational activities;
- 3.2.5 to maintain internal records and administer our business;
- 3.2.6 to improve our Website, services, learning experience, and user experience;
- 3.2.7 to enable social login, social media integrations, and account prefill features, where available;
- 3.2.8 to host, display, process, or otherwise use user-generated content for the purpose for which it was submitted;
- 3.2.9 to organise, deliver, and improve webinars, training sessions, events, or customer support interactions, including the use of images, audio, or video where applicable;
- 3.2.10 to analyse Website usage, measure performance, understand user engagement, and improve content, functionality, and communications;
- 3.2.11 to send marketing communications where permitted by law or based on your consent;
- 3.2.12 to comply with legal obligations and protect our legal rights; and
- 3.2.13 to maintain the security, integrity, and proper functioning of the Website and our services.
- 3.3 Depending on the circumstances, the legal basis for processing may include:
- 3.3.1 performance of a contract;
- 3.3.2 compliance with a legal obligation;
- 3.3.3 our legitimate interests, such as operating and securing the Website and services, preventing fraud, administering courses, improving our content and user experience, and responding to customer or technical support requests, provided such interests are not overridden by your rights and freedoms;
- 3.3.4 your consent, where consent is required by law.
- 3.4 We retain personal data only for as long as necessary for the purposes for which it was collected, unless a longer retention period is required or permitted by law.
- 4.1 We may share personal data with third-party service providers that support the operation of the Website and our services, including providers of hosting, learning platform services, analytics, payment processing, email delivery, customer support, webinar or event tools, social login functionality, and marketing tools.
- 4.2 Where the Website includes social media features, plug-ins, APIs, login tools, embedded content, or similar third-party integrations, those third parties may receive certain information in connection with your interaction with such features, subject to their own privacy policies and your settings with them.
- 4.3 Such service providers may process personal data only on our instructions, to the extent necessary for the relevant services, and subject to appropriate contractual and security safeguards, unless they act as independent controllers under their own terms and policies.
- 4.4 Where personal data is transferred outside the European Economic Area, we will ensure that an appropriate transfer mechanism is in place in accordance with applicable data protection law.
- 4.5 This Website may contain links to external websites. We are not responsible for the privacy practices of third-party websites, and you should review their privacy notices separately.
- 5.1 Where applicable, we may collect or process images, audio, video, screen recordings, or similar materials in connection with webinars, online training sessions, events, customer support interactions, or other educational activities.
- 5.2 Such materials may be used for the delivery of services, quality assurance, training administration, security, support, internal review, record-keeping, or improvement of our educational content and services, subject to applicable law.
- 5.3 Where recording or monitoring requires notice or consent under applicable law, appropriate notice will be provided and, where required, consent will be obtained.
- 5.4 If you provide images, audio, video, or other media to us, you are responsible for ensuring that you are entitled to provide such materials and that doing so does not violate the rights of any third party.
- 6.1 Where the Website allows you to submit, upload, post, share, or otherwise provide content, including comments, assignments, profile information, images, documents, messages, or other materials, such content may contain personal data.
- 6.2 We may process user-generated content for the purpose for which it was submitted, including to provide services, administer courses, enable interaction within the Website, provide support, or improve the Website and our services.
- 6.3 You are responsible for the content you choose to submit through the Website and for ensuring that you have the right to provide it.
- 6.4 Where user-generated content is made visible to other users or participants, this will depend on the functionality of the relevant feature and the context in which the content is submitted.
- 6.5 Even if user-generated content is removed, copies may remain in backups, logs, or archived systems for a limited period where necessary for legal, security, or operational reasons.
If Octonus Finland Oy undergoes a merger, acquisition, reorganisation, sale of assets, or similar corporate transaction, personal data may be transferred as part of that transaction, subject to applicable law. Where required by law, we will provide appropriate notice of such transfer.
Subject to applicable law, you may have the right to:
- 8.1 access your personal data;
- 8.2 request correction of inaccurate or incomplete personal data;
- 8.3 request deletion of your personal data;
- 8.4 request restriction of processing;
- 8.5 object to processing based on legitimate interests;
- 8.6 request data portability, where applicable;
- 8.7 withdraw consent at any time, where processing is based on consent; and
- 8.8 lodge a complaint with a competent supervisory authority.
- 9.1 You may browse certain parts of the Website without providing personal data.
- 9.2 However, some personal data is necessary for account creation, purchases, access to courses, and certain Website functions. If you do not provide such data, some services may not be available.
- 9.3 You may manage cookies through your browser settings and, where applicable, through our cookie settings tools.
- 10.1 You may access and update certain personal data through your account, where this functionality is available.
- 10.2 You may also contact us to request access to, correction of, or deletion of your personal data, or to exercise any other applicable privacy rights.
We take appropriate technical and organisational measures designed to protect personal data against unauthorised or unlawful processing and against accidental loss, destruction, or damage.
- 12.1 We use cookies and similar technologies to operate the Website, remember user preferences, support login and account functionality, analyse traffic, measure engagement, improve our services, and, where applicable, support marketing activities.
- 12.2 Strictly necessary cookies may be used without consent where permitted by law.
- 12.3 Analytics, advertising, and other non-essential cookies or similar technologies will be used only where required consent has been obtained.
- 12.4 Cookies may include session cookies, which are deleted when you close your browser, and persistent cookies, which remain on your device for a longer period or until deleted.
- 12.5 We and our service providers may also use similar technologies such as pixels, web beacons, tags, scripts, embedded objects, local storage, or software development kits, where applicable, to understand usage patterns, improve communications, measure campaign effectiveness, and support service functionality.
- 12.6 We may use analytics tools provided by third parties to better understand how users interact with the Website and our services. Such tools may collect information about your device, browser, approximate location, and activity on the Website, subject to applicable law and consent requirements.
- 12.7 Where we use advertising or marketing technologies, these may be used to help measure and improve our communications, personalise content, or support relevant promotions, subject to applicable law and any required consent.
- 12.8 You can manage cookies through your browser settings and, where available, through the cookie consent tool or cookie settings interface on the Website. Disabling certain cookies may affect the functionality of some parts of the Website.
- 12.9 Our systems may not respond to browser “Do Not Track” signals in all cases. You may nevertheless manage your privacy choices through the tools described above.
- 12.10 Further details about the cookies and similar technologies we use are provided in a separate Cookie Notice or in the cookie settings interface on the Website, where available.
- 13.1 When you use the Website, we may automatically collect certain technical and usage data, including IP address, browser type, operating system, device information, approximate location, referring pages, course activity, interactions with content, time spent on pages, and other usage information.
- 13.2 We use this information to operate the Website, maintain security, diagnose technical issues, understand user behaviour, improve our services, analyse trends, and enhance the educational experience.
- 13.3 Automatically collected data may be combined with other information we hold about you where permitted by applicable law.
- 14.1 Where permitted by law, or where you have provided consent, we may send you marketing or promotional communications about our courses, educational content, services, updates, events, newsletters, or other information that may be relevant to you.
- 14.2 Such communications may be sent by email and, where applicable, by SMS, messaging services, or other available communication channels.
- 14.3 You may opt out of marketing communications at any time by using the unsubscribe link included in the relevant communication, adjusting your account preferences where available, or contacting us at education@octonus.com.
- 14.4 If you opt out of marketing communications, we may still send you non-marketing communications where necessary for the provision of services, account administration, security, legal compliance, or customer support.
Where personal data is transferred to countries outside the European Economic Area, we will ensure that such transfers are made in accordance with applicable data protection law and subject to appropriate safeguards.
We retain personal data only for as long as necessary for the purposes described in this Privacy Policy, unless a longer retention period is required or permitted by law, including for legal, accounting, tax, or dispute resolution purposes.
We may update this Privacy Policy from time to time to reflect changes in law, technology, or our processing practices. The updated version will be posted on the Website with the effective date.
If you have any questions about this Privacy Policy or wish to exercise your privacy rights, please contact us at:
Octonus Finland Oy
Peltokatu 26, B242, 33100 Tampere, Finland (ID FI19944255)
Email: education@octonus.com
You also have the right to lodge a complaint with the competent data protection supervisory authority.
