REGISTRY AND PRIVACY STATEMENT

Name: Agens Oy

Social security number: 2723912-6

Address: Kauppaneuvoksentie 8, 00200 Helsinki

Websites:www.agens.fi

Register manager: Seppo Parviainen, CEO
Phone: 040 1711 241
Email: seppo.parviainen@agens.fi

Name of registers:

• Customer register

• Marketing register

• Archive of electronic signatures

Agens Oy performs legal services in business law and offers, supporting them, usage rights for a GDPR-safe digital contract negotiation and editing tool, as well as GDPR-safe electronic signature services for contracts and documents.

According to the EU General Data Protection Regulation, the legal basis for processing personal data is:

• the person's consent (documented, voluntary, individualized, informed and unambiguous assignment in writing between the customer and Agens Oy)

• an agreement to which the data subject is a party through a signed agreement

• performing a public task as an agent authorized by the customer to handle assignments

• the controller's legitimate interest, such as a client/client relationship

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The purpose of personal data processing is:

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• Communicating with customers and handling customer orders

• Customer relationship maintenance and marketing

• Delivery of services agreed with the customer

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The information is not used for automated decision-making or profiling.

Data to be stored in the register can be:

Company/organizational information, e-mail address, phone number, location address, website addresses, information about ordered services and their changes, invoicing information, other information related to the customer relationship and ordered services of the companies that are customers and their representatives acting as contact persons.

Saving information in the register

Information and customer files related to the customer relationship will be kept as long as Agens Oy's legal responsibility for the assignment continues or until the customer indicates that they want to delete this information. The company reserves the right to self-assess the deletion of data when it considers its legal responsibility to have ended.

Marketing register information is based on public registers, and customer information is removed from there at the customer's separate request.

The information related to the company's invoicing is stored securely in accordance with accounting legislation by an external service provider, which is Talenom Oyj.
Agens Oy offers its business customers Visma Sign electronic signatures, the solution of which is produced by Visma Solutions Oy.  Agens Oy offers a solution through its own Visma Sign account. Agens Oy removes the documents signed by its customers from the archive within thirty (30) days after the documents have been signed by the parties. After this, the encrypted file of the documents remains in Visma Solutions Oy's archive. If desired, the customer can request Visma Solutions Oy to delete the encrypted data.

Visma Sign-signed documents are delivered only to their signatories directly to the e-mail address of each signatory. Agens Oy's Visma Sign archive is not accessible to persons outside the company.

Each signed customer is responsible for the safe storage and further use of the documents delivered to him by e-mail.
The service does not include searching for or retrieving the electronic contracts of the customer who made the signatures from the Visma Sign systems. If Visma Solutions Oy searches for or retrieves electronic contracts from its systems at the customer's separate request, it has the right to charge a fee for this according to its current price list. 
More information from the link below:
https://support.vismasign.fi/fi/support/solutions/articles/77000466197-s%C3%A4hk%C3%B6iseste-signed-asiakirjan-k%C3%A4sittelyte-ja-v%C3%A4litt%C3% A4minen-eteenp%C3%A4in 

Agens Oy offers its customers, with separate license agreements, usage rights for a GDPR-secure digital contract negotiation and editing tool. The mutual rights and obligations of the parties are specified in a separate license agreement, and the license agreement is signed by both parties before starting use. Citrus Solutions Oy is responsible for the maintenance and security of Agens Oy's digital tool.

Information that may be stored in the register is obtained from the customer as follows:

•  Assignment agreements with a written assignment agreement or by e-mail confirmed by the customer

• In customer meetings on site or via a remote telecommunications connection

• In the documents or other materials provided by the customer in connection with the assignment

• In other situations where the customer discloses information related to cooperation

• From public registers for permitted marketing

Information and customer files related to the customer relationship will be kept as long as Agens Oy's legal responsibility for assignments continues or until the customer indicates that they want to delete this information. The company reserves the right to self-assess the deletion of data when it considers its legal responsibility to have ended.

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Marketing register information is based on public registers, and customer information is removed from there at the customer's separate request.

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The information related to the company's invoicing is stored securely in accordance with accounting legislation by an external service provider, which is Talenom Oyj.

Agens Oy offers its business customers Visma Sign electronic signatures, the solution of which is produced by Visma Solutions Oy.

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Agens Oy offers a solution through its own Visma Sign account. The documents signed by the customers will be transferred to Visma Solutions Oy's archive within approximately thirty (30) days after the documents have been signed by the parties. After this, the encrypted file of the documents remains in Visma Solutions Oy's archive. If desired, the customer can request Visma Solutions Oy to delete the encrypted data.

Information is not regularly disclosed to other parties. Information can be disclosed to other parties or published to the extent that has been separately agreed with the customer.

As a general rule, data cannot be transferred by the controller outside the EU or EEA, unless it is necessary for the customer's assignment or is based on the general storage and usage conditions of Agens Oy's Microsoft cloud services approved at the EU level.

Personal data is never handed over to different parties. Agens Oy works with companies and responsible persons representing companies, and any assignments of individuals are agreed separately in writing.

Care is taken when processing the register and the information processed with the help of information systems is properly protected.

When registry data is stored on internet servers, the physical and digital data security of their hardware is taken care of appropriately. The registrar ensures that stored data as well as server access rights and other data critical to the security of personal data are handled confidentially and only by those employees whose job description it is.

Every person in the register has the right to check their information stored in the register and demand the correction of any incorrect information or the completion of incomplete information. If a person wants to check the information stored about him or demand corrections, the request must be sent in writing (Address in section 1. Controller and in section 2. Contact person) to the controller. If necessary, the registrar can ask the requester to prove his identity. The controller responds to the customer within the time stipulated in the EU data protection regulation (generally within a month).

A person in the register has the right to request the removal of personal data about him from the register ("right to be forgotten").

The data subject also has other rights according to the EU's General Data Protection Regulation, such as limiting the processing of personal data in certain situations. Requests must be sent in writing (Address in section 1. Controller) to the controller. If necessary, the registrar can ask the requester to prove his identity. The controller responds to the customer within the time stipulated in the EU data protection regulation (generally within a month).

ADD-ON PARTS AND EXTERNAL ELEMENTS USED ON THE WEBSITES OF AGENS OY:

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GOOGLE ANALYTICS: We use the Google Analytics service to monitor Agens Oy's website. The purpose of the monitoring is to collect statistical information about, for example, the number of visitors to the page and the most popular content. The collected information is anonymous and does not reveal the contact information of those who visited the site.

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FACEBOOK: Agens Oy's Facebook site uses a Facebook feed that shows the latest articles on the Facebook page and e.g. information about likers.

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LINKEDIN: Agens Oy's LinkedIn website shows the page's latest publications, Followers and information about likers.

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