At Glasshouse Helsinki we are truly committed to protecting our customers’ and other stakeholders’ privacy. In this Privacy Statementyou can find information on our personal data processing practices and your rights.

1. 1. Controller

Glasshouse Helsinki Oy (“Glasshouse Helsinki” or “we”)
Lönnrotinkatu 5
00120 Helsinki
Finland

Business ID: 3147490-3

2. 2. Contact information

Please contact us at info@glasshousehelsinki.com if you have any questions or concerns regarding your privacy or have a request concerning your personal data (please see more about your rights as a data subject below in Section 7).

3. 3. Personal data we collect and store

3.1. What kind of personal data do we collect?

Glasshouse Helsinki collects and stores the following types of personal information:

(i) All website visitors

6. a. Cookies: When you visit our website, we collect certain information about your device and web browser. Please see more information on cookies below in Section 6.
7. Newsletter sign-up: On our website, you can order our newsletter by providing us your email address and giving your consent for email marketing. We only send carefully curated information on our products, services and events, which we think you will find enjoyable and interesting.

(ii) Webshop users and customers:

1. Basic information such as name, address, email address, phone number,
2. payment information, such as billing information and payment method,
3. information you provide us in our communications, such as product reviews, feedback, returns, reclamations, etc.,
4. your purchase history, contents of your shopping cart and other webshop browsing and usage information, and
5. analytically derived information, such as product recommendations derived from browsing and purchase history, customer categorization, profiling and interests derived from, e.g., purchasing information, location and language.

(iii) Job seekers and freelancers:

Occasionally we may receive job applications or freelancer applications. These applications include the applicant’s basic details, such as name and contact information, and information related to the applicant’s work history, experience and motivation, such as a cv, motivation letter and other information provided by the applicant.

(iv) Business partners, such as curators, artists, consultants, service providers, suppliers and others

1. Business communications: Like all businesses we also interact with many different professionals in our day-to-day activities and need to process their names, title and organization details, contact details and depending on the case, billing details. We also process our communications with such partners and may send our stakeholders communications promoting our events and services.
2. Artwork, designs and exhibitions: In case of artists, designers and curators, we also publish their names in connection with artwork, designs and exhibitions and may for example use such names in the marketing and promotion of our events, products and services.
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3.2. Where do we receive personal data from?

In most cases, we obtain the information directly from you. In case of our business partners, we may receive information from other business contacts, your representatives, employer, etc. In some cases, we may also obtain information from publicly available sources, such as your company’s public websites or professional social media platforms, such as LinkedIn or Twitter.

3.3.  Purpose and legal basis for processing your personal data

We process your personal data for the following purposes:

• performing our contractual duties, such as processing orders and payments, performing deliveries and returns, invoicing our suppliers, etc.,
• contacting and communicating with our customers and other stakeholders, including customer service and processing of feedback, complaints and claims,
• marketing our products and services, including profiling for advertising purposes and providing newsletters and other electronic communications with promotional content,
• developing our customer experience, services and internal processing practices,
• collaboration with business partners, such as artists, designers, curators, suppliers, media representatives, consultants, service providers and freelancers,
• event organization,
• fulfilling our legal obligations, e.g. anti-money laundering obligations, bookkeeping, etc. ,
• defending our rights, e.g. in case of complaints, claims or lawsuits filed against us, and
• recruiting of new employees.
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Our processing of personal data is based on:

• Contract between you and us when the processing of personal data is necessary for fulfilling our contractual obligations, e.g. to process orders and deliver purchased goods to the correct customers.
• Our legal obligations to process certain data, e.g. in order to monitor and supervise the activities on our platform and to verify transactions, etc.
• Legitimate interests pursued by us in situations such as marketing of our services and products for our existing customers or business contacts, developing our services and practices, organizing customer service and events, recruitment of employees and defending our rights.
• Consent when you sign up for our newsletter or receive other communication from us that you have requested. We may also send communications to persons other than our existing customers, based on their consent. Our use of website cookies is also mostly based on your consent.

3.3. Who can view or process your personal data?

Only our employees, who have been trained to use the information properly, may access the collected personal data and the software used to control them.

In some cases, we need to transfer information to our sub-processors, such as our software and IT infrastructure providers, for operational reasons such data storage, analytics, and marketing. Our sub-processors do not have permission to use or distribute information for their own purposes. Each sub-processor will only receive the necessary information that is required for the given task or function.

3.4 Who do we share your personal data with?

Payment services

We use the following external payment processors to transfer the payments and under their own terms and privacy policies. You may choose the payment transfer service yourself when placing the order. Sharing of your personal data with our payment processors is necessary to fulfill our contractual obligations with you. You may find more information about them below:

Klarna

In order to offer you Klarna’s payment methods, we will need to pass your personal data in the form of contact and order details to Klarna, in order for Klarna to assess whether you qualify for their payment methods and to tailor those payment methods for you. Your personal data transferred is processed in line with Klarna’s own privacy notice.”

Klarna – Switzerland only:
Billpay’s/Klarna’s payment options: In order to be able to offer you Klarna’s payment options and to assess whether you qualify for their payment options and to tailor the payment options for you, we will need to pass your personal data in the form of contact and order details to Klarna and Billpay. Your personal data is handled in accordance with applicable data protection law and in accordance with the information in Klarna’s [de, fr, it or en versions] and Billpay’s [de, fr, it or en versions] privacy notices.

Stripe

If you choose to use Stripe as your payment method, please find the information how Stripe processes personal data and their privacy statement here. 

Delivery partners

When delivering goods to you, we will share your delivery details with 3rd the party delivery partner determined by you in connection with placing your order with us. Most often these are Posti or DHL, which apply their own privacy policies to the processing of personal data. We may also use other delivery partners for e.g. demanding deliveries in cases of fragile or large artworks. The sharing is based on our contractual duties (delivery of purchased goods).

Customs and authorities

When delivering goods abroad we will also need to disclose the personal data included in the order to the customs of the destination country. There may also be other situations where authorized authorities require us to provide them with certain personal information (e.g. crime investigations). Sharing of personal information to authorities is based on our legal obliagtions.

Collection agencies

In case of non-performance of payment obligations by customer, we will share the details necessary for the collection of the outstanding payments to an external collection agency. The sharing of your data is based on our legitimate interest to execute our agreement and to safeguard our rights. Sharing of personal data to collection agencies is based on our legitimate interest to safeguard our rights.

3.5. How long do we store your personal data?

We will keep the information for the time needed for us to accomplish the purposes mentioned in this Privacy Statement and to adhere to times required by law. We regularly review the collected personal data and take reasonable actions to ensure that no incompatible, outdated or inaccurate personal data are stored with us.

4. Transfer of personal data to countries outside the EU or the EEA

Primarily, we store and process the personal data within the EU/EEA. In connection with newsletters, we use a service provider established in the United States, which transfers personal data (in this context, email address, customer category) to the United States and possibly other countries globally. Your personal data may also be transferred outside of the EU/ EEA as part of other processing activities by our service providers, e.g. for service maintenance and troubleshooting purposes.

International transfers of personal data are always governed by appropriate safeguards, particularly the Standard Contractual Clauses approved by the European Commission.

6. Cookies

6.1. What are cookies and how do we use them?

Cookies are little text files sent by our or our partners’ web server and stored in your browser or device. Some cookies are necessary for the proper operation of our website. Other cookies can be used to improve your user experience on our internet site and to provide us information on our website visitors and online service users, which we may use to learn who are interested in our services and how we can develop our business.

By law, we can store cookies on your device if they are strictly necessary for the operation of this site. For all other types of cookies we need your consent. You may edit your cookie preferences on our website via our cookie settings tool.

Cookies on our website can be set by either us directly or by our online partners (so called 3rd party cookies).

We process following personal information based on cookies: IP address, time zone, location (based on IP address), as well as your preferred language. We also retrieve information from some of the cookies that are already installed on your device.

6.2. Google Analytics

We use Google Analytics on our website. Google Analytics creates reports for us about the use of our website which help us understand and improve it. The reports are created through gathering information about the use of our website by means of cookies. In addition to the cookies described above, Google Analytics collects the IP address of the visitor and creates a unique identifier for the visitor which can be connected to other stored online identifiers. The information provided to us is in form of aggregated statistics from where a single visitor cannot be identified. However, due to the identifiers used by and sent to Google, we cannot guarantee that you will remain anonymous with respect to Google.

You can find out more about Google’s data policies regarding Google Analytics by visiting https://support.google.com/analytics/answer/6004245 and you can review Google’s privacy policy at https://policies.google.com/privacy.

7. Your rights as a data subject

7.1. Access to personal data and rectification of data

You have the right to access the personal data we hold about you. You also have the right to request the rectification of any incorrect or inaccurate data concerning you. Submit your request for access or rectification to info@glasshousehelsinki.com .

7.2. Your other rights

You have the right to oppose to the use of your personal data and withdraw your consent to the processing of your data at any time.

Further, you have a right to request for deletion of your personal data (excluding the data that we have right to process). We may, at our discretion, delete or anonymize your data in a manner that doesn’t allow you to be identified from the data directly or indirectly.

If we cannot delete your data despite of your request, or in other situations provided for in the mandatory law, such as the EU General Data Protection Regulation, you have a right to request that we restrict the processing of your data to the specific purposes for which they are necessary to be processed.

If you would like to exercise this right, please contact us through the contact information in Section 2.

You have a right to receive an answer from us within 30 days from your request.

If you notice any flaws in our handling or operations, you have the right to file a complaint to your local Data Protection Authority. However, before doing so we would kindly ask you to contact us and voice your concern so that we may try to find a solution together.

8. 8. Changes to this privacy statement
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10. We strive to continuously develop our services and provide a better customer experience, as well as improve our data protection practices. We will update this Privacy Statement if needed to reflect our current data processing practices. Legislative changes may also require us to modify or refine parts of this Privacy Statement.