Privacy Policy of KP-ServicePartner Oy

Last updated: March 17, 2026

KP-ServicePartner Oy (“KP-ServicePartner”, “we”, “our”, or “us”) is committed to protecting your privacy and processing personal data in accordance with the European Union General Data Protection Regulation (GDPR) and applicable Finnish legislation.

This Privacy Policy explains how we collect, use, store, and protect personal data relating to our employees, customers, suppliers, business partners, website users, and other stakeholders.

1. Data Controller

KP-ServicePartner Oy
Isoharjantie 6
FI-71800 Siilinjärvi, Finland

Business ID: 1818033-7

For privacy-related questions, please contact:

Aki Vuorinen
Email: aki.vuorinen@kp-servicepartner.com

2. What Personal Data We Collect

Depending on the nature of the relationship with us, we may collect and process the following categories of personal data:

Employee Data

Name
Address and contact details
Email address
Telephone number
Tax number
Employee identification information
Training and qualification records
Working hour records
Payroll and compensation information
Employment-related documents
User credentials and login information
System access logs
Employee photograph where required for identification purposes

Customer and Business Contact Data

Name
Company name
Job title
Email address
Telephone number
Postal address
Billing information
Information related to services provided
Project-related communications

Technical and System Data

User account information
Authentication data
Login records
Usage information generated when using our systems and services

These categories are processed through business systems including ERP, Microsoft 365, payroll systems, project management systems, customer management systems, and other business applications.

3. Purposes of Processing

We process personal data for the following purposes:

Managing employment relationships
Payroll administration
Human resources management
Delivering services to customers
Managing customer relationships
Project planning and execution
Invoicing and accounting
Compliance with legal obligations
Managing user accounts and access rights
Information security and system administration
Communication with customers, suppliers, and partners
Marketing communications where permitted by law or consent
The purpose of processing is to maintain employee records, customer records, user authentication data, working hour records, service information and invoicing information necessary for our business operations.

4. Legal Basis for Processing

We process personal data based on one or more of the following legal grounds:

Performance of a contract
Compliance with legal obligations
Legitimate business interests
Consent, where required
Protection of vital interests
Establishment, exercise, or defence of legal claims

5. Data Sources

Personal data is primarily collected directly from the data subject or from organizations represented by the data subject. We may also receive information from public authorities, customers, partners, or service providers when permitted by law.

6. Disclosure and Sharing of Personal Data

Personal data may be shared with trusted service providers and business partners when necessary for the operation of our business.

Examples include:

Payroll processing providers
Accounting systems
Authorities and regulatory bodies
IT and cloud service providers
Project and collaboration platforms
Customer service and communication platforms

Employee and customer information may be transferred to Netvisor for payroll and invoice processing. Certain information may also be transferred to authorities when required by law.

All service providers process personal data under contractual arrangements designed to protect privacy and confidentiality.

7. International Transfers

As a general principle, personal data is not transferred outside the European Union (EU) or the European Economic Area (EEA).

Should an international transfer become necessary, appropriate safeguards will be implemented in accordance with GDPR requirements. The current register information indicates that data is not transferred outside the EU or EFTA area.

8. Data Retention

Personal data is retained only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, employment, tax, and reporting requirements.

Retention periods are determined based on:

Applicable legislation
Contractual obligations
Business needs
Regulatory requirements
Information security considerations

When data is no longer required, it is securely deleted or anonymized.

9. Information Security

We implement appropriate technical and organizational measures to safeguard personal data against unauthorized access, disclosure, alteration, and destruction.

These measures include:

User-specific authentication
Access control and role-based permissions
Secure cloud services
Logging and monitoring
Staff training
Information security policies
Secure destruction of obsolete paper records

Access to personal data is restricted to individuals whose duties require such access.

10. Your Rights Under GDPR

Subject to applicable legislation, you have the right to:

Access your personal data
Request correction of inaccurate information
Request deletion of personal data
Restrict processing
Object to processing
Receive your data in a portable format
Withdraw consent at any time where processing is based on consent
Lodge a complaint with a supervisory authority

Requests concerning personal data should be submitted in writing to the contact person listed above. The company may require proof of identity before processing a request.

11. Cookies and Website Analytics

Our website may use cookies and similar technologies to enhance user experience, improve website functionality, and collect analytics information.

Visitors can manage cookie preferences through their browser settings. Further details may be provided through a separate Cookie Policy.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in legislation, business operations, or services. The latest version will always be available on our website.