Privacy Notice

1. Controller and contact details

Salenza is a brand of Norrivo Oy, a company established in Finland. Data controller: Norrivo Oy, Business ID 3664999-5, VAT number FI36649995. Registered office: Helsinki, Finland. Postal address: Tyynenmerenkatu 7a, 00220 Helsinki, Finland. Website: www.salenza.fi.

Privacy contact: privacy@salenza.fi. For general enquiries, contact hello@salenza.fi.

2. Personal data and sources

Depending on your relationship with us and the services you use, we process the following categories of personal data.

Professional information: name, employer, job title, work contact details and information about professional responsibilities.

Communications: enquiries, correspondence, meeting bookings, submitted forms and chat messages, including your answers to Zena, our website chat assistant.

Customer administration: agreements, service-related correspondence, billing details and payment records.

Technical information: IP address, browser and device information, access times and security logs.

Website usage information: pages viewed, how you arrived at the site, approximate location and the company that visited. This is collected only if you accept optional cookies.

Privacy records: consent choices, objections, unsubscribe requests and records of rights requests.

Sources: we obtain information directly from you, from your organisation, from publicly accessible company websites and professional sources, and from Apollo, a business contact database. For business prospecting we process business contact details of people in relevant roles at companies that may need our services (name, job title, work email, company and country). Public availability of information does not remove our responsibility to have a lawful basis for using it.

3. Purposes and legal bases

Enquiries and requested meetings: we use contact details and communications to reply to enquiries and arrange the discussions you request. Legal basis: steps taken at your request before entering into a contract, or our legitimate interest in handling business communications.

Website chat assistant: if you use Zena, we use your messages and details to answer your questions, understand your needs, book a meeting with Ilyas and follow up. Legal basis: steps taken at your request before entering into a contract, and our legitimate interest in handling business enquiries.

Customer relationships and service administration: we administer business relationships, coordinate services and communicate with customer representatives. Legal basis: performance of a contract where we contract directly with an individual, otherwise our legitimate interest in managing and delivering the business relationship.

Business development and direct marketing: where legally permitted, we use relevant professional information to identify potential business customers and to introduce services relevant to their organisation and role. Legal basis: our legitimate interest in B2B sales development, relied on only where our assessment shows it is not overridden by your rights and interests. You can object at any time (see section 5). A GDPR legal basis does not by itself authorise a particular marketing channel, so we also apply the electronic communications and direct marketing rules that apply to the recipient and country.

Security and service reliability: we process necessary technical information to protect the website, investigate misuse and keep our systems reliable. Legal basis: our legitimate interest in protecting our services and information.

Analytics and website tracking: Google Analytics, HubSpot tracking and Apollo website visitor tracking run only with your consent, which you give by clicking Accept on the cookie banner. See our Cookie Policy.

Legal obligations and claims: we keep accounting and other records the law requires. Where necessary we also retain information to establish, exercise or defend legal claims, based on our legitimate interest.

4. Optional tracking and cookies

Google Analytics, HubSpot tracking, Apollo website visitor tracking and the Zena chat assistant are switched off until you click Accept on the cookie banner. If you decline, none of them loads. The Cookie Policy lists the cookies and storage we use.

Separately, the website loads fonts from Google Fonts. Your browser connects to Google servers for this, so Google receives your IP address. Google Fonts does not set cookies.

5. Direct marketing and objections

Our marketing messages identify Salenza and give you an easy way to stop further marketing. You may object to direct marketing at any time, free of charge, by replying to the message, using its unsubscribe link or emailing privacy@salenza.fi.

After an objection we stop using your personal data for direct marketing, including related profiling, and keep only the minimum information needed to record and respect the objection. If we obtained your data from a source other than you, we give you the required privacy information within the statutory timeframe and at the latest at our first contact. You may ask us for the source.

6. Recipients and service providers

Access is limited to people and organisations that need the data for the purposes in this notice. We use these service providers:

HubSpot: customer relationship management, meeting booking, website tracking and the Zena chat assistant. Our account is hosted in HubSpot's EU data centre.

Apollo: business contact data and company-level website visitor recognition.

Google: Google Workspace for our business email and calendar, Google Analytics for website statistics (with your consent) and Google Fonts for font delivery.

Webflow: website hosting and form processing.

Other recipients may include our accounting providers, professional advisers and public authorities where disclosure is required by law.

Where a provider acts as our processor, the processing is governed by a data processing agreement. Some providers act as independent controllers for limited purposes, and their own privacy notices apply to that processing.

7. International transfers

Our HubSpot account is hosted in the EU. Some of our providers, or their group companies and sub-processors, are located in the United States or other countries outside the EU and EEA, or may access data from there. Where personal data is transferred outside the EEA, we rely on a European Commission adequacy decision (such as the EU-US Data Privacy Framework for certified recipients) or on Standard Contractual Clauses, with additional safeguards where required. To ask about the safeguards that apply to your data or to get a copy, email privacy@salenza.fi.

8. Retention

We keep personal data only for as long as necessary for its purpose, taking account of the relationship, legal obligations, objections and any outstanding claims.

Enquiries, meeting bookings and chat conversations: up to 24 months after our last substantive contact.

Prospecting records: up to 24 months after our last contact, and sooner if you object.

Customer records: for the duration of the relationship and up to 24 months afterwards, unless the law requires longer retention.

Accounting records: the period required by the Finnish Accounting Act, generally at least six years after the end of the financial year.

Website analytics: according to the retention setting of our Google Analytics account, which never exceeds 14 months.

Technical and security logs: only as long as needed for security and fault investigation.

Suppression records: the minimum information needed to respect an objection or unsubscribe request, for as long as needed to prevent renewed marketing.

Dispute-related records: until the claim and any applicable retention requirements are resolved.

Data we no longer need is deleted or irreversibly anonymised, subject to normal backup deletion cycles.

9. Your rights

Subject to the conditions of applicable law, you may access your personal data and information about its processing, ask us to correct inaccurate or incomplete data, ask us to erase or restrict processing, object to processing based on legitimate interests, object without conditions to direct marketing and related profiling, receive qualifying data in a portable format, and withdraw consent where processing relies on consent. Withdrawal does not affect the lawfulness of processing before it.

Send requests to privacy@salenza.fi. We may ask for proportionate information to verify your identity. Requests are generally handled free of charge and answered without undue delay, normally within one month. Where the law allows, we may extend this by up to two further months and will explain the extension within the first month.

You may complain to the Finnish Data Protection Ombudsman (tietosuoja.fi/en) or another competent supervisory authority. This does not limit your other remedies.

10. Required information

Providing information through our website is voluntary. However, we may be unable to answer an enquiry, arrange a meeting or deliver a requested service without the information reasonably needed for that purpose. We mark mandatory form fields where they apply.

11. Chat assistant and automated processing

Zena is an automated chat assistant provided through HubSpot. It follows fixed, pre-written steps and is not an AI assistant. Chat conversations are stored in our CRM and may be monitored by us. If you give your name and email in the chat, we record you as a marketing-qualified contact in our CRM so we can follow up, and you can book a meeting with Ilyas directly in the chat.

We do not make decisions based solely on automated processing that produce legal or similarly significant effects on individuals. Please do not share sensitive personal information, passwords or confidential third-party information in the chat.

12. Customer-controlled data

When we process information solely on a customer's documented instructions, the customer is the controller and we act as processor under the applicable data processing agreement. We help the customer with privacy requests and obligations as that agreement and the law require, and requests about customer-controlled data may be referred to the customer. Where we independently decide the purposes and means of processing, our own controller responsibilities apply.

13. Updates and contact

We update this notice when our processing or legal requirements change, and we communicate material changes where required. Questions: privacy@salenza.fi. Norrivo Oy, Business ID 3664999-5, Finland.