Privacy Policy
We recommend that all our Customers carefully read our Privacy Policy before purchasing or using our Services.
1. Data controller
MentorMind Oy
PB 1096
00101 Helsinki, Finland
Data Protection Officer: legal@mentormind.fi
Protecting the privacy of our customers' personal data is of paramount importance to us. We want our customers to feel confident about sharing their personal data with us. This privacy policy explains how we process personal data in our business operations. It also explains your rights regarding the processing of personal data and how you can exercise these rights. It is therefore important that you read this privacy policy.
2. Processing of your personal data
MentorMind Oy offers coaching and a SaaS platform designed to support individuals in building their careers online. The curriculum focuses on providing an effective SaaS platform, including strategies and tools to support our customers. We take your privacy seriously, and this privacy policy describe show and in what situations personal data is processed and what your rights areas a data subject. Below is a list of the purposes for which personal data is processed. The personal data we process about you is determined by our relationship with you. We typically collect information from you when you register on our website, place an order, subscribe to our newsletter, respond to a survey, participate in a webinar, fill out a form, or provide feedback about our products or services. We may also automatically collect information about your browsing activities, devices, and usage patterns using server logs, cookies, and similar technologies.
3. Purposes of processing and legal basis
We process personal data primarily for the following purposes and on the following legal basis:
3.1. Order management
When you request assistance from us, we need certain personal data in order to contact you and handle your request in the best way possible. The personal data required may vary from case to case. The legal basis for processing is GDPR Art. 6.1 (b) fulfillment of a contract.
3.2. Invoicing, payments, and collection
We must, of course, receive appropriate payment for our services. We handle such payments by invoicing you and keeping records of payments in accordance with the applicable general terms and conditions. If we do not receive payment, we may turn to collection agencies, based on our legitimate interests. The legal basis for processing is GDPR Art. 6.1 (b) fulfillment of a contract.
3.3. Development of products, services, and business
Providing relevant and up-to-date products and services serves both your and our interests, and we want to be at the forefront of developments in our field. The personal data you provide on our website or as a customer helps us to achieve these goals. These processing activities are based on legitimate interests. The legal basis for processing is GDPR Art. 6.1 (f) legitimate interest.
3.4. Newsletters and marketing
We offer many services that we would like you to use, and for this reason we keep you up to date with our latest news. Newsletters, ads, and other marketing are ways for us to be more relevant to you at , and the processing activities are based on legitimate interests. The legal basis for processing is GDPR Art. 6.1 (a) consent of the data subject.
3.5. Webinars and other digital events
We consider various events to be excellent opportunities to meet new people and connect with customers, and we would naturally like you to participate in them. Such processing activities are generally based on legitimate interests and the terms and conditions applicable to the event. However, digital webinars are usually recorded for training purposes so that we can continuously improve our services. Recording is based on your consent. The legal basis for processing is GDPR Art. 6.1 (a) consent of the data subject.
3.6. Managing supplier relationships
When we purchase products and services from suppliers, we process certain personal data to maintain a supplier register, evaluate their products and services, track purchases, and process payments. We need to monitor the performance of our suppliers in order to maintain relationships with the best suppliers. This is based on the performance of a contract and legitimate interests.
3.7. Smooth visit to our website
Both you and we are interested in a website that is fast to use, suits your preferences, and is supported by a smooth and user-friendly interface. Improving our website helps us to better serve our customers (this is necessary for our legitimate interests in order to study how customers use our products/services, develop them, grow our business, and develop our marketing strategy). The legal basis for processing is GDPR Art. 6.1 (a) consent of the data subject.
3.8. Processing of job applications, evaluation of applicants
For the purpose of potential interviews and applicant selection, we may use your personal data to contact you, assess whether your experience is suitable for us, arrange interviews, and use certain basic personal data as the basis for a potential employment contract. The processing is based on our legitimate interests. In certain limited situations, processing is based on your consent (e.g., if we use personal data collected from third parties in the recruitment process). The legal basis for processing is GDPR Art. 6.1(a)consent of the data subject.
3.9. Follow-up after correspondence (live chat, email, or phone inquiries).
This is necessary for our legitimate interests in order to investigate how customers use our services, develop them, grow our business, and develop our marketing strategy. You can email us at legal@mentormind.fi at any time to unsubscribe from our marketing letters or campaigns, or click on the "unsubscribe" button in any email communication from us. The legal basis for processing is GDPR Art. 6.1 (b) fulfillment of a contract.
4. What personal data do we process?
The categories of personal data we process vary depending on the type of data subject. The categories of personal data are as follows:
Technical user data:
such as cookies, IP addresses, language settings, geographic location data, software and hardware versions, subpages visited on our website, and likes and comments on our social media channels.
Contact information:
such as name, email address, postal address, postal code, city, and country.
Marketing permissions and restrictions. Customer information:
such as natural or legal person, responsible office, our responsible office, business area, and customer number.
Payment information:
such as payment statements, invoice amount, amounts paid, amounts unpaid, invoice date, payment due date, reminders, contact person, and bank account numbers.
The personal data we process is limited to what is necessary for a specific purpose. We need certain personal data to perform various tasks in accordance with applicable law and our terms of use. You have the right not to provide us with this personal data, but in that case we cannot guarantee that our products and services will be delivered in the best possible way – or at all. For example, we cannot start an assignment unless you provide us with the necessary personal data.
5. Sources of information
Personal data is primarily collected from you when you contact us, need our help, or purchase our services. It is also generated by your own activity on our website or social media channels. In special situations and at the express request of the customer, we may collect personal data from the Trade Register maintained by the Finnish Patent and Registration Office for customer or assignment registration purposes. For the purpose of managing assignments, we collect the necessary personal data, which may also be obtained from third parties.
6. Cookies
Our website uses cookies, which are small text files that are stored on your computer when you visit the website. This website uses two types of cookies: essential cookies and non-essential cookies. Essential cookies ensure that the website functions smoothly from a technical and functional perspective (e.g., user identification, authentication, language settings, display of session records). Without essential cookies, the services of the website are only available to a limited extent. We have a legitimate interest (GDPR Art.6.1 (f)) in using essential cookies; therefore, consent to them is not required.
7. Recipients of data
We process personal data primarily within the company for our own purposes. In certain situations, however, personal data must be disclosed to third parties . For example, we may organize events in collaboration with other organizations, and personal data may be disclosed to other event organizers or, for example, affiliate marketers or other partners. We also collaborate with several business service providers, and personal data may occasionally be disclosed to these organizations to facilitate our processing. The management of assignments may sometimes require the disclosure of personal data to third parties. Personal data may also be disclosed in order to obtain expert opinions.
8. Retention periods
Your personal data will be retained for as long as necessary for the purposes set out in this privacy policy, unless longer retention is required by national legislation. The retention period may be determined, for example, by the requirements of the Accounting Act, the Money Laundering Act, or other relevant legislation. Customer data will be deleted after the period required by law or when it is no longer necessary to process it.I f personal data proves to be incorrect, unnecessary, incomplete, or outdated for processing purposes, it will be corrected or deleted at the initiative of the controller or at the request of the data subject.
9. Transfer of personal data outside the EU/EEA
We always strive to process personal data within the EU/EEA. If personal data is transferred outside the EU/EEA, we will ensure that the data is protected to the best of our ability. Data will only be transferred if it is adequately protected or if appropriate safeguards are in place, such as binding corporate rules, standard contractual clauses, approved policies, or binding internal company rules.
10. Rights of the data subject
10.1. Right of access ("register extract")
Under the General Data Protection Regulation, the data subject has the right to check what information about them has been stored in the controller's personal data register. The request for access must be submitted in writing by post to the address mentioned in section 1. The request must include the data subject's name, contact details (address, email address, and/or phone number),and the data to be inspected. The right of access shall be exercised without undue delay and within the time limits set out in the General Data Protection Regulation.
10.2. Right to rectification
The data subject has the right to request the rectification of inaccurate, incomplete, or outdated data. The request for rectification can be addressed to the data protection officer and must specify the requested corrections and the reasons for them. Incorrect data will be corrected after verification of identity.
10.3. Right to erasure ("right to be forgotten").
The data subject has the right to request the erasure of their data if the processing is not necessary. Requests for erasure will be processed and the data will be erased unless there are legitimate reasons for retaining it (e.g., legal obligations). The controller may refuse to delete the data if the retention of the data is necessary for the establishment, exercise, or defense of legal claims.
10.4. Right to restriction of processing
The data subject has the right to request restriction of processing, for example, when the accuracy of the data is disputed. Requests for restriction must be made in writing to the data protection officer.
10.5. Right to object to processing
The data subject has the right to object to the processing of personal data if the processing is based on the legitimate interests of the controller. The controller may not continue to process the data unless it can demonstrate compelling legitimate grounds that override the interests, rights, and freedoms of the data subject, or if the processing is necessary for the establishment, exercise, or defense of legal claims.
10.6. Right to data portability
Under certain circumstances, the data subject has the right to receive data concerning him or her in a machine-readable format and to transfer this data to another controller. This applies to data that the data subject has provided to the controller and that is processed automatically on the basis of consent or a contract.
10.7. Right to object to direct marketing
The data subject has the right to object to the use of their data for direct marketing purposes. This right can be exercised at any time by contacting the controller.
11. Right to lodge a complaint with a supervisory authority
You have the right to lodge a complaint about our processing of personal data with the Finnish supervisory authority. In Finland, the supervisory authority for our processing of personal data is the Office of the Data Protection Ombudsman (www.tietosuoja.fi). You can also lodge a complaint with the supervisory authority in your country of residence.
12. Profiling and automated decision-making
We do not use automated decision-making, including profiling, in our decision-making.
13. Changes to the privacy policy
This privacy policy may be amended and updated due to changes in data protection legislation, changes in practices, or other necessary reasons. All changes will be published on this page, and significant changes may also be communicated directly to data subjects. We recommend that you check this privacy policy regularly for any changes.
14. Questions and contact
If you have any questions about how we process personal data, please contact us. You can write to us or contact the supervisory authority responsible for personal data issues. You also have the right to complain to the supervisory authority if you are dissatisfied.
MentorMind Oy's contact details
PL 1096
00101 Helsinki
Email address: legal@mentormind.fi
Supervisory authority contact details
Office of the Data Protection Ombudsman
PL 800, 00521 Helsinki
Email: tietosuoja@om.fi
