Who we are
ArcticRex Oy ("ArcticRex", "we", "us", "our") is a Finnish company registered under business ID 3587587-8, located at Lapinlahdenkatu 16, 00180 Helsinki, Finland.
We are the data controller for the personal data collected through our website and services. For any privacy-related questions, you can contact us at privacy@arcticrex.com.
What data we collect
We collect personal data that you voluntarily provide to us:
- Contact form: name, email address, company name, and message content
- Newsletter signup: email address
- Meeting bookings: name, email address, and any information you provide when scheduling
We also automatically collect certain technical data when you visit our website:
- IP address (anonymized)
- Browser type and version
- Pages visited and time spent
- Referring website
How we use your data
We use your personal data for the following purposes:
- To respond to inquiries: When you contact us, we use your information to respond to your questions and provide the information you requested.
- To send newsletters: If you subscribe to our newsletter, we use your email address to send you product updates and insights about AI-assisted software development.
- To schedule meetings: When you book a session with us, we use your contact details to confirm and conduct the meeting.
- To improve our website: We use analytics data to understand how visitors use our site and to improve the user experience.
- For marketing: With your consent, we may send you information about our products and services that may be of interest to you.
Legal basis for processing
Under the General Data Protection Regulation (GDPR), we process your personal data based on the following legal grounds:
- Consent: When you submit a form or subscribe to our newsletter, you consent to the processing of your data for the stated purposes. You can withdraw your consent at any time.
- Legitimate interest: We may process data for our legitimate business interests, such as improving our services and website, provided this does not override your rights.
- Contractual necessity: When you engage our services, we process data necessary to fulfill our obligations to you.
Third-party services
We use the following third-party services that may process your personal data:
- HubSpot: We use HubSpot (HubSpot Inc., USA) to store contact form submissions and newsletter signups. We do not use HubSpot's tracking features. HubSpot is certified under the EU-US Data Privacy Framework. HubSpot Privacy Policy
- Google Calendar: Meeting bookings are processed through Google Calendar (Google LLC, USA). Google is certified under the EU-US Data Privacy Framework. Google Privacy Policy
- Rybbit: We use Rybbit for privacy-focused website analytics that does not track individual users. Rybbit Privacy Policy
Cookies
We have designed our website to minimize the use of cookies:
- Essential cookies: We use minimal essential cookies required for the website to function properly.
- Analytics: We use Rybbit, a privacy-focused analytics service that does not use cookies or track individual users. It provides aggregate insights without personal data collection.
We do not use marketing or tracking cookies. No cookie consent banner is required as we do not use cookies that require consent under GDPR.
Data retention
We retain your personal data only for as long as necessary to fulfill the purposes for which it was collected:
- Contact inquiries: Retained for up to 3 years after your last interaction with us, unless you become a customer.
- Newsletter subscribers: Retained until you unsubscribe. You can unsubscribe at any time using the link in our emails.
- Customer data: Retained for the duration of our business relationship and as required by law (typically 6 years for accounting purposes in Finland).
- Analytics data: Retained in anonymized form.
Your rights
Under GDPR, you have the following rights regarding your personal data:
- Right of access: You can request a copy of the personal data we hold about you.
- Right to rectification: You can ask us to correct inaccurate or incomplete data.
- Right to erasure: You can ask us to delete your personal data in certain circumstances.
- Right to restrict processing: You can ask us to limit how we use your data.
- Right to data portability: You can request your data in a structured, machine-readable format.
- Right to object: You can object to processing based on legitimate interests or for direct marketing.
- Right to withdraw consent: Where processing is based on consent, you can withdraw it at any time.
To exercise any of these rights, contact us at privacy@arcticrex.com. We will respond within 30 days.
If you are not satisfied with how we handle your request, you have the right to lodge a complaint with the Finnish Data Protection Ombudsman (tietosuoja.fi) or your local supervisory authority.
Data security
We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction. This includes encryption in transit (HTTPS), access controls, and regular security reviews.
For more information about our security practices, see our Trust & Security page.
International transfers
Some of our third-party service providers are located outside the European Economic Area (EEA), primarily in the United States. Where we transfer data outside the EEA, we ensure appropriate safeguards are in place, such as:
- EU-US Data Privacy Framework certification
- Standard Contractual Clauses approved by the European Commission
Changes to this policy
We may update this Privacy Policy from time to time. We will notify you of significant changes by posting the new policy on this page and updating the "Last updated" date. We encourage you to review this page periodically.
Contact us
If you have any questions about this Privacy Policy or our data practices, please contact us:
ArcticRex Oy
Lapinlahdenkatu 16
00180 Helsinki, Finland
Email: privacy@arcticrex.com