Privacy notice for Martela’s customer data file
1 Controller
Martela Corporation
Miestentie 1
FI-02150 Espoo
Tel. +358 10 345 50
asiakaspalvelu@martela.fi
(hereafter referred to as ‘we’, ‘us’, ‘our’ or ‘Martela’)
2 Data file contact
Data protection officer
gdpr@martela.com
Please send all enquiries, requests and questions that concern the processing of personal data regarding this privacy notice file to the above address.
3 Name of data file
CUSTOMER DATA FILE
4 What are the legal grounds for and purpose of processing personal data?
Martela processes personal data for the purposes described in this privacy notice. The processing of personal data is based on applicable legal grounds.
Performance of the contract
We process personal data when it is necessary for the performance of the contract or to carry out pre-contractual measures.
In such cases, personal data will be processed:
- to process requests for quotations;
- to sell and deliver and products and services and to perform services;
- to process orders, deliveries and returns;
- to manage customer relationships;
- to provide customer service and to respond to enquiries; and
- to manage invoicing, payments and contracts.
Legitimate interest
We process personal data on the basis of Martela’s legitimate interests when the processing is related to maintaining customer relationships, developing business or ensuring the safety and functionality of services.
In such cases, personal data will be processed:
- to maintain and develop customer relationships;
- to carry out marketing to business customers;
- to develop services, websites and business;
- to provide, develop and ensure the quality of the chat function on our website;
- to measure and analyse customer experience;
- to analyse the use of online services;
- to target marketing and to improve services and customer experience;
- to prevent abuse; and
- to ensure data security and the safety, security and functionality of services.
Martela ensures that processing based on legitimate interests is proportionate and does not override the rights and freedoms of the data subject.
Consent
We may also process personal data on the basis of the consent of the data subject.
In such cases, personal data will be processed:
- to carry out electronic direct marketing to private customers;
- to send newsletters; and
- to use cookies and other similar technologies to the extent that they are not necessary for the functioning of online services.
The data subject may withdraw their consent at any time.
Legal obligation
We also process personal data when it is necessary for the fulfilment of Martela’s legal obligations.
In such cases, personal data will be processed:
- to fulfil accounting and tax obligations;
- to process complaints;
- to respond to requests from the authorities; and
- to comply with other legal obligations.
Martela may also use AI-based solutions in the production and development of its services, in customer service and in communications. We will ensure that the use of AI-based solutions is carried out with due regard to data protection and security requirements.
Martela does not make automated decisions about data subjects that have legal effects or other similar significant effects on data subjects.
5 What data do we process?
With regard to the customer data file, we process the following personal data concerning the customer or other data subjects, such as people participating in training:
Basic and contact details
- name
- email address
- telephone
- address
- job title
- company and organisation details
Customer and contract information
- customer number
- order, delivery and billing information
- information on requests for quotations
- information on contracts and customer relationships
- customer service and contact information
- information on payments and returns
Marketing and communication information
- direct marketing authorisations and prohibitions
- newsletter subscription and cancellation information
- information related to targeting marketing communications
- information on participation in events and campaigns
Information on the use of online services
- IP address
- information related to cookies and other similar technologies
- browser and terminal device information
- website usage and log information
Other information provided by the data subject
- content of enquiries, feedback, chat conversations and other messages
- any survey and customer satisfaction responses
- other information provided by the data subject
6 Where do we obtain information?
We primarily obtain information from the following sources: the data subject, the organisation represented by the data subject, credit information companies, contact information providers, and through cookies, web tracking tools and other similar technologies related to the use of websites and other digital services.
In addition, personal data may be collected and updated, for the purposes described in this privacy notice, based on data obtained from publicly available sources, the authorities or other third parties, to the extent permitted by the applicable legislation. In such cases, the data will be updated manually or by automated means.
7 To whom do we disclose data? Do we transfer data to non-EU or non-EEA countries?
With regard to processing personal data, we make use of IT, analytics, marketing, communications and other service partners acting on our behalf.
We may disclose personal data to our partners to the extent necessary to provide and deliver products and services and to perform services or to manage quotation requests and customer relations.
Martela’s removal services partner in Finland is Niemi Services, and personal data may be disclosed to Niemi Services for the purpose of processing requests for quotations and providing services related to removals.
Data may also be disclosed to companies belonging to the Martela Group within the limits permitted by current legislation.
Information may also be disclosed to the authorities in situations required by peremptory legislation.
As a general rule, personal data is processed within the EU and the EEA. If personal data is transferred outside of the EU or the EEA, we will ensure that the data is adequately protected as required by law by using standard contractual clauses approved by the European Commission or other appropriate protection mechanisms, for example.
8 How do we protect data?
Personal data is processed only by persons who are entitled to process it on the basis of their duties. Personal data may also be processed by service providers and partners acting on behalf of Martela for the purposes set out in this privacy notice.
Personal data is protected by appropriate technical and organisational security measures. These include access control, authentication, technical protection solutions and other means necessary to protect personal data from unauthorised access, alteration, disclosure, loss or other unlawful processing.
We also require our service providers and partners to take appropriate data security and data protection measures.
9 What long do we store personal data?
We store personal data only for as long as necessary to fulfil the purposes of use described in this privacy notice or to comply with legal obligations.
The storage period of personal data depends, among other things, on the duration of the customer relationship, the nature of the service and applicable legislation.
We regularly assess the necessity of storage and delete or anonymise personal data when it is no longer necessary to store it.
10 Cookies and other similar technologies
Cookies and other similar technologies may be used on Martela’s websites and in Martela’s digital services to ensure the functionality of online services, to improve user experience, to analyse the use of online services and to target marketing.
Cookies are small text files that are stored on the user’s terminal device when they use a website. Cookies and other similar technologies can be used to collect information on the use of online services, on the terminal device, on the browser and on the user’s activity on the website, for example.
Martela uses cookies that are necessary for the operation of its online services, as well as cookies and technologies that are related to analytics, to the development of online services, to the improvement of user experience and to the targeting of marketing. The user’s consent will be requested for the use of cookies and technologies other than those necessary for the operation of the online services through a cookie management tool or other similar functionality on the website.
The user can control their cookie settings with the cookie management tool used on the website and in their browser’s settings.
11 What are your rights as a data subject?
As a data subject, you have the right to be informed about the processing of your personal data and to inspect the data stored in your personal data file. You also have the right to request the rectification of inaccurate or incomplete data and to request the erasure of your personal data. Martela will assess requests for erasure in accordance with applicable legislation.
You also have the right to request the restriction of the processing of your personal data and to object to the processing of your personal data in accordance with applicable data protection legislation.
You also have the right to object at any time to the processing of your personal data for direct marketing purposes and to withdraw your consent to the extent that the processing of your personal data is based on consent.
If in your opinion the processing of your personal data does not comply with applicable data protection legislation, you have the right to lodge a complaint with a supervisory authority. In Finland, the supervisory authority is the Data Protection Ombudsman.
12 Changes to the privacy notice
Martela constantly develops its services and reserves the right to update this privacy notice. Changes can be based on, for example, changes in legislation, service development or changes in business operations.
Last updated: 5 June 2026