Home / Privacy Policy
Legal

Privacy Policy

Last updated: 17 February 2026

1. Data Controller

COD Solutions Oy
Business ID: 3517083-5
Vanha Talvitie 7 A 1, 00580 Helsinki, Finland
Email: [email protected]
Phone: +358 41 315 1554

2. Personal Data We Collect

We may collect the following personal data when you use our website or services:

  • Contact information: Name, email address, phone number, company name
  • Form submissions: Data you provide through our demo request form (company name, industry, number of users, current systems, pain points, timeline)
  • Technical data: IP address, browser type, operating system, device type, referring URL
  • Usage data: Pages visited, time spent on pages, clicks, scroll depth
  • Cookie data: Information collected through cookies and similar technologies (see Section 7)

3. Legal Basis for Processing

We process personal data based on the following legal grounds under GDPR:

  • Consent (Art. 6(1)(a)): For analytics cookies and marketing communications
  • Legitimate interest (Art. 6(1)(f)): For website security, fraud prevention, and improving our services
  • Contract performance (Art. 6(1)(b)): For processing demo requests and providing our SaaS services
  • Legal obligation (Art. 6(1)(c)): For tax and accounting records

4. Purpose of Processing

We use personal data for the following purposes:

  • Responding to demo requests and inquiries
  • Providing and maintaining our eCloud ERP platform
  • Improving our website and user experience
  • Sending marketing communications (only with your consent)
  • Ensuring website security and preventing misuse
  • Analysing website traffic and usage patterns
  • Complying with legal obligations

5. Data Sharing and Transfers

We do not sell your personal data. We may share data with:

  • Service providers: Hosting (Google Cloud, EU region), analytics (Google Analytics with IP anonymisation), email delivery services
  • Legal requirements: When required by Finnish or EU law, or to protect our rights

All data is stored in EU/Finland data centres. If any sub-processor operates outside the EU/EEA, we ensure adequate safeguards (Standard Contractual Clauses or adequacy decisions) are in place.

6. Data Retention

  • Contact form submissions: Retained for up to 24 months after last interaction
  • Customer data: Retained for the duration of the service contract plus 6 years (Finnish accounting obligations)
  • Analytics data: Retained for up to 14 months
  • Cookie data: Varies by cookie type (see Section 7)

7. Cookies

Our website uses cookies and similar technologies:

Strictly Necessary Cookies

These cookies are essential for the website to function and cannot be switched off. They include:

  • cookie_consent: Remembers your cookie preferences (12 months)

Analytics Cookies

These cookies help us understand how visitors interact with our website (only with your consent):

  • Google Analytics (_ga, _ga_*): Measures website traffic and user behaviour with IP anonymisation enabled (up to 14 months)

You can manage your cookie preferences at any time by clicking "Cookie Settings" in the footer of any page.

8. Your Rights Under GDPR

Under the General Data Protection Regulation (GDPR), you have the following rights:

  • Right of access (Art. 15): Request a copy of all personal data we hold about you
  • Right to rectification (Art. 16): Request correction of inaccurate data
  • Right to erasure (Art. 17): Request deletion of your personal data ("right to be forgotten")
  • Right to restrict processing (Art. 18): Request that we limit how we use your data
  • Right to data portability (Art. 20): Receive your data in a structured, machine-readable format
  • Right to object (Art. 21): Object to processing based on legitimate interest
  • Right to withdraw consent: Withdraw consent at any time without affecting the lawfulness of prior processing

To exercise any of these rights, contact us at [email protected]. We will respond within 30 days.

9. Data Security

We implement appropriate technical and organisational measures to protect personal data, including:

  • AES-256 encryption at rest and TLS 1.3 in transit
  • Role-based access control
  • Regular security audits
  • Automated daily backups
  • DDoS protection

10. Supervisory Authority

If you are unsatisfied with how we handle your data, you have the right to lodge a complaint with the Finnish Data Protection Ombudsman:

Office of the Data Protection Ombudsman
Lintulahdenkuja 4, 00530 Helsinki, Finland
Website: tietosuoja.fi
Email: [email protected]

11. Changes to This Policy

We may update this privacy policy from time to time. We will notify you of significant changes by posting a notice on our website. The "Last updated" date at the top of this page indicates when the policy was last revised.

12. Contact

For any questions or requests regarding this privacy policy or your personal data, please contact:

COD Solutions Oy
Email: [email protected]
Phone: +358 41 315 1554