Data Controller
Loimi-Hämeen Jätehuolto Oy (LHJ)
Y-tunnus: 1027700-3
Kiimassuontie 127, 30420 Forssa
Puh. (03) 424 2600 (vaihde)
Contact person for matters concerning the register
Service Manager Anne Sjöberg, anne.sjoberg@lhj.fi, 050 567 5815
Data Protection Officer (DPO): Maaret Lahtinen, maaret.lahtinen@lhj.fi, 040 358 9038
Purpose of processing personal data
Loimi-Hämeen Jätehuolto Oy (hereinafter referred to in this document as the “Company”) provides waste management services that are the responsibility of municipalities under the Waste Act. The legal basis for processing is the Waste Act and customer-specific agreements.
The waste management customer register contains the necessary information related to the organization and provision of waste management services and invoicing. The register is used for managing customer relationships, customer service situations, and waste management communications and advisory services.
The information in the register is used in the Company’s own systems to ensure that customer-specific communications and services are as accurate and relevant as possible for different needs and situations.
The Company uses partners in the provision of services, marketing, advertising, and customer relationship management. In order for a partner to operate as agreed and in cooperation with the Company, customer information is transferred to the partner’s information systems and servers so that the agreed services can be provided to the customer. In all cases, the Company operates in such a way that personal data is not disclosed to unauthorized third parties. Separate agreements concerning the processing of personal data are concluded with partners or service providers.
The information is used to provide more personalized and accurately targeted content across various electronic services in order to improve the customer experience. The information may also be used to develop the Company’s operations and service areas, as well as for statistical purposes and reporting.
Legitimate interest
Customer-related personal data is processed in accordance with the purposes described above. Personal data is processed in the interests of the data subject, and the processing of the data has a positive impact on the provision of services to the customer and the customer experience in all situations.
The customer may have provided information concerning themselves or the services that they consider necessary for managing the customer relationship. This information is stored, maintained, and deleted from the register at the customer’s request.
In all processing of personal data, the Company has taken into account the required induction and training of stakeholders, agreements, modern and up-to-date practices, and appropriate tools to ensure that the protection and security of personal data are properly maintained.
Consent
The customer may give their consent to the processing of their information in the customer register for several purposes related to the provision of waste management services. The customer may register for an electronic service, and upon registration, information concerning the customer will only be transferred to the electronic service environment with the customer’s consent. This information enables the customer to use the service and allows the services to be targeted to the customer. The customer may grant or withdraw consent regarding different types of data or methods of use.
Categories of personal data concerned
Name, postal address, email address, telephone number, personal identity code
Contents of the register
The customer register contains the following information: property address, building identification number, permanent building identification number, intended use of the property, occupancy status code, waste management arrangement, customer/contract number, information about the customer’s services and any changes and notes related to them, any decisions made by authorities, invoicing and payment information and their history, related notes, information concerning debt collection, customer feedback and contacts.
Any other additional information provided by the customer.
Regular sources of information
Information provided by the customer, information provided by the city/municipality, information from the Population Information System (Digital and Population Data Services Agency), decisions issued by the waste management authority or city/municipal authority, and information from the National Land Survey of Finland’s cadastral information service (Real Estate Information System).
Principles for protecting the register, manual data
Manual material that is to be archived or retained is stored by the Company in a locked cabinet, room, or archive, and the material is accessed when necessary. Archive material may only be accessed by employees who have a valid confidentiality agreement and undertaking concerning the processing of personal data and information systems. Archive material may only be accessed when necessary and in connection with the employee’s current work duties. Archive material is disposed of in accordance with the records management plan.
Copies or electronic images may be made of manual material. Such copies or images are securely destroyed after a reasonable period of time or when the material is no longer needed.
Manual material is generated in customer service situations, in the form of printouts and notes. This material is necessary for individual customer service situations and is securely destroyed after a reasonable period of time or when the material is no longer needed. If material generated during a customer service situation is deemed necessary to archive manually, it is archived in accordance with the records management plan.
Principles for protecting the register, electronic data
Electronic customer data is stored in the Company’s systems for different functions. The system that owns the customer data shares the necessary customer information with other systems through modern and secure software interfaces. These systems use the up-to-date customer data maintained by the system that owns the information. Where electronic transfer of information from one system to another is not possible, the information is transferred or entered manually by the user.
Only employees who have a valid confidentiality agreement and undertaking concerning the processing of personal data and information systems may access the software and customer data contained therein. Each employee has their own personal user credentials and passwords, as well as personalised access rights based on their duties.
All systems and software in use are protected through service provider monitoring, software-based security measures, and physical information security solutions. In addition, the workstations, terminal devices, and mobile devices used by the Company are protected with modern security solutions, software, access controls, and multi-factor authentication.
Cookies in electronic services
When you visit our websites and use our electronic services at www.lhj.fi and www.lhjgroup.fi, the websites store cookies on your device. Cookies are small text files that do not harm your device or the information stored on it. The cookies we use are primarily technical cookies. These cookies enable the websites and services to function properly and ensure the best possible user experience. Cookies also facilitate electronic transactions and the completion of forms or submission of notifications.
Cookies are used to collect the following information: the visitor’s IP address, the date and time of the visit, the pages visited and the time spent viewing the pages, and the visitor’s browser.
We may use information collected through cookies for targeted communications and marketing. These cookies do not identify the individual visiting the website, but they may be used to target information provided by or potentially entered by the user, for example, through a completed form.
You have the right to prevent the use of cookies by changing your browser settings. Most browsers allow you to disable cookies and delete stored cookies. Disabling cookies may affect the functionality of the website, service, or form.
You have the right to prohibit us from using your personal data in newsletters and communications relating to subscribed newsletter services. Each newsletter email includes an option at the end of the message to unsubscribe from the newsletter. Alternatively, you can contact our customer service directly by email info@lhjgroup.fi or by calling 0440 242 700.
Automated processing and profiling
The customer and the customer’s data are not subject to automated processing or profiling based on personal data.
Data transfers
The Company does not transfer data outside the European Union (EU) or the European Economic Area (EEA).
The customer and data subject have the right to transfer information concerning them that has been provided to them from the Company’s information systems to other systems, to the extent that the information is relevant to them and can be securely provided to them in accordance with applicable laws and regulations.
Right of access
The data subject has the right to access the information stored about them in the register. A request for access must be submitted in writing, in Finnish, Swedish, or English, and signed by the Data Protection Officer. The request for access may also be submitted in person at the controller’s premises at the address stated above.
Right to request rectification of data
Personal data in the register that is inaccurate, unnecessary, incomplete, or outdated in relation to the purpose of the processing must be corrected, deleted, or supplemented.
A request for rectification must be submitted in writing and signed, either at the Company’s customer service point or to the Data Protection Officer. When submitting the request, the individual’s identity must be verified using an official, valid photo ID or passport.
The request must specify which information is to be corrected and the grounds for the requested correction. The correction will be made as soon as possible. If the correction is not made, the Company must provide written reasons for refusing the request. If necessary, the data subject may submit the matter to the Data Protection Ombudsman and request a decision from the Office of the Data Protection Ombudsman.
Right to restrict or object to processing or request the deletion of data
The data subject has the right to request the restriction of processing or the deletion of data in situations where the information is inaccurate. The data subject may, where applicable, request that their data be anonymised and has the right to be forgotten. The request must be submitted in writing, in Finnish, Swedish, or English, and signed and addressed to the Data Protection Officer.
The data subject may request the deletion of their data if they no longer require waste management services within the Company’s area of operation (for example, if they no longer own a property or are no longer a tenant of a building). The possible deletion of data may be subject to applicable laws and regulations, including the retention period for invoices under the Accounting Act and any ongoing debt collection proceedings.
Unnecessary data will be deleted without undue delay.
Whistleblowing reporting channel
Loimi-Hämeen Jätehuolto Oy and its subsidiaries use a Whistleblowing reporting channel. The privacy notice concerning the Whistleblowing reporting procedure can be found here täältä.
Right to lodge a complaint with a supervisory authority
If the data subject believes that the processing of their personal data violates the General Data Protection Regulation (GDPR), they have the right to lodge a complaint with a supervisory authority.
The contact details of the supervisory authority are:
Office of the Data Protection Ombudsman
PL 800, Ratapihantie 9, 00521 Helsinki
puh. 029 56 66700
https://tietosuoja.fi/en/notification-to-the-data-protection-ombudsman