Privacy Policy of Oy Poike Productio Ab
Oy Poike Productio Ab is committed to operating in accordance with the principles of the General Data Protection Regulation (GDPR) and applicable legislation to serve its customers and partners in the best possible way.
1. Data Controller and Contact Person
Data Controller: Oy Poike Productio Ab
Business ID: FI31753777
Postal Address: Pullerikinahde 4 H 16, FIN-33710 Tampere, Finland
Visiting Address: Congress and Culture Centre Puistotorni, Hämeenpuisto 28, 5th floor, Tampere, Finland
Website: https://poike.fi/
Data Protection Officer and Contact Person: Tuuli Penttinen-Lampisuo
2. Name of the Register
The company uses the following names for its registers:
- Customer Register
- Supplier Register
- Personnel Register
- Salary Data Register
- Email Directory
- Media List
3. Basis and Purpose of Personal Data Processing
The information contained in Poike Productio’s registers is provided by the individuals themselves, with the exception of the media list, which contains work email addresses of media and communication professionals in the cultural sector, gathered from public sources.
The purposes of data processing include managing customer relationships, marketing, sales, collaboration, securing financing, communication, developing products and services, employment, fulfilling legal obligations, as well as subcontracting and supply chains.
The collected personal data is stored indefinitely or until the registered individual requests the deletion of their data, or deletes the data themselves. Upon request, personal data will be deleted within 14 days, unless the data must be retained for maintenance, legal, or security reasons.
Access to Poike Productio’s registers is limited to the data controller only.
4. Contents of the Register
Poike Productio collects information in order to provide services, advice, communication, training, and guidance to its clients and partners, to order services and supplies, to secure financing for activities and projects, and to employ professionals in the creative industries.
Website
On Poike Productio’s website, mandatory cookies ensure the technical functionality of the online service and are not used for any other purpose. The website is always operated over a secure connection (HTTPS).
Poike Productio’s web hosting services are purchased from Louhi, whose primary server platform partner is Glesys Finland Ltd, which maintains quality control of operations in its halls, such as information security management with ISO27001 certification. Louhi ensures that its web hosting services are 100% domestic.
Links to Third-Party Services from the Website
The website may have links or sharing buttons leading to external services such as Vimeo, Facebook, Instagram, and LinkedIn. Additionally, visitors may be redirected to the websites and services of partners. Through these redirects, third-party service providers may collect information and set cookies not under the control of Poike Productio. The website visitor is responsible for using these links.
Articles on the Poike Productio website may also contain embedded content (such as videos, images, articles, etc.). Opening embedded content from other websites is comparable to visiting a third-party website. These sites may collect data, use cookies, embed third-party tracking cookies, and monitor interactions with the embedded content.
Partners
Project Partnerships
Poike Productio coordinates joint projects between multiple organisations and offers project services to other production companies and organisations.
In the MEHI project, Poike Productio has been collaborating with AV-arkki, MUU, M-Cult, the Finnish Bioart Society, the Finnish Light Art Association FLASH, and the Finnish Media Art Network, which are all registered associations in Finland. Cooperation and data processing have been guided by a collaboration agreement between the organisations.
In Mediarata projects, Poike Productio works with Fantomatico Ltd. Cooperation and data processing are guided by a collaboration agreement between the companies.
Production Services
Poike Productio provides production services for films, works, publications, events, training, etc., and carries out co-productions with other production companies and organisations.
In connection with project coordination, production services, and co-productions, Poike Productio may conduct recruitment, negotiate work and other agreements, and apply for funding with or on behalf of partners, which may require the temporary collection of personal data related to partner organisations. This data is primarily stored in the partner organisations’ own systems. If data is collected in Poike Productio’s own systems, such as through email, the information will be deleted when it is no longer necessary for task management.
Training, Coaching, and Mentoring Services
Poike Productio acts as a subcontractor for Valmennusmajakka (Finn Connection Trade House Ltd) and is committed to following their guidelines regarding the personal data of training participants. The data controller and processor is Valmennusmajakka. Poike Productio does not store Valmennusmajakka’s customer information in its own systems.
Poike Productio also serves other organisations offering training, coaching, and mentoring services. In these cases, the relevant organisation’s instructions are followed, and no participant or client information is stored in Poike Productio’s systems.
Art Services in Care Facilities
Poike Productio’s client is the Wellbeing services county of Pirkanmaa, which follows the general confidentiality and security agreement signed on 08.12.2023. In accordance with this agreement, Poike Productio commits to keeping all confidential information secret and handling it accordingly. Poike Productio has no involvement with client or patient data of the Wellbeing services county of Pirkanmaa.
Poike Productio’s clients and partners also include other social and healthcare operators. In these cases, the relevant organisation’s instructions are followed, and Poike Productio has no dealings with the organisations’ client or patient data.
Newsletter and Email Communication
Poike Productio shares information and communicates about its own and its clients’ and partners’ current events, services, works, training, and projects under its own name and channels, as well as in the names and channels of its partners and clients.
Group communication is only conducted with newsletter subscribers who have given their consent, or with parties involved in projects and collaborations. Contact details for stakeholders and media representatives may also be added to the media list from public sources. A recipient’s name will be removed from the newsletter and email registers upon request. An information of how to unsubscribe is always included at the bottom of the newsletter.
5. Regular Sources of Information
In all media, data collection is based on the information provided by the individual themselves and their consent to the use of that information, with the exception of the media list, which may also be supplemented without asking the recipients.
The media list may include, for example, former and current partners, social influencers, journalists, communication professionals, politicians and their assistants, authorities, management of creative sector organisations and funders, trusted persons, and communication officers. Contact information may be collected directly from the parties themselves or from the websites of the organisations and agencies they represent.
The data provider and communication recipient have the right and opportunity to remove or check their own information if they wish.
Social Media
Poike Productio’s social media channels operate based on the voluntary actions of the client. Poike Productio uses its social media channels for information, marketing, and communication.
6. Email and Other Digital Office Solutions
Poike Productio primarily uses Google Workspace for its operations, including Gmail, Google Meet, Docs, Sheets, and Slides. Documents are stored in Drive folders, which may be shared with staff and partners when necessary and as deemed appropriate to facilitate collaboration.
Secondarily, Poike Productio also uses Microsoft Office 365 for electronic office solutions, but no register data is processed in Microsoft’s cloud services.
Register data may be processed and stored on the personal computer of Poike Productio’s CEO and data protection officer. Register data is not stored on other employees’ computers, and any data processing takes place in Google Workspace’s cloud services.
Invoicing, Payroll, and Other Financial Management
All of Poike Productio’s financial management is conducted via the ProCountor cloud service, where the customer register, supplier register, personnel register, and salary data register are maintained and stored. All possible Incomes Register and other governmental notifications are sent directly and digitally from ProCountor.
In ProCountor, the registers and other data can only be viewed and processed by the CEO and data protection officer, as well as by the company’s external accountant and auditor. Poike Productio’s accountant is Kirsi Manni / Tili-Pähkylä and the auditor is Risto Ekholm / BDO.
To ensure the service’s operation, a representative from ProCountor may also process register data if necessary. The ProCountor production environment operates on its own servers, which can only be accessed by authorised individuals. Server maintenance is handled by Advania. The data centre where ProCountor’s servers are located complies with the Finnish Communications Regulatory Authority’s 48B/2004M requirements for critical hardware facilities.
Poike Productio’s banking services are provided by Ålandsbanken. All payment transactions and associated data transfers are processed through the interface between ProCountor and Ålandsbanken.
7. Disclosure of Information
The information in the registers is intended solely for Poike Productio’s use, and we never disclose, sell, or rent the collected information to third parties for marketing purposes.
Poike Productio may disclose information within the limits permitted and required by applicable law for purposes related to customer relationship management and communication.
Information about partners may be shared in connection with funding applications for projects and productions. These applications and disclosures are always made with the consent of the individuals concerned. In such cases, the recipients of the applications are responsible for their own data protection practices.
When selecting digital services, Poike Productio prefers companies whose servers are located in Finland, such as Louhi and ProCountor.
In addition to Finland and the EU, Google’s servers are located in Norway, the United Kingdom, the United States, Uruguay, and Chile.
8. Principles of Register Protection
As the data controller, only Poike Productio’s representative has access to the collected information. External parties do not have access to Poike Productio’s data. The information is stored on secure websites.
9. Rights of the Data Subject
The data subject has the right to request access to their personal data from the data controller. They also have the right to request the correction or deletion of data, as well as the restriction of processing. They may also object to processing and have the right to transfer data from one system to another. Data collection is based on voluntary consent.
Enquiries and requests for data deletion: t u u l i (at) p o i k e .f i
The enquirer must verify their identity before Poike Productio can disclose any data.
The right to data deletion does not apply to personal data that must be retained for administrative, legal, or security reasons.
10. Obligation to Provide Data and Consequences of Non-Disclosure
If you do not want Poike Productio to process your data in accordance with this privacy policy, do not provide any information to Poike Productio. If the matter concerns a partnership with Poike Productio, data processing will then be transferred to the relevant partner or client organisation. In cases involving customer relationships, subcontracting, or employment, cooperation with Poike Productio will no longer be possible.
11. Right to Amend
Poike Productio reserves the right to amend this privacy policy by publishing a new version on the company’s website. Changes to the privacy policy may be based on the development of Poike Productio’s operations or changes in legislation.