Privacy statement – Last updated 2 February, 2021

At SEP Solutions (“SEP”), we are dedicated to protecting the confidentiality and privacy of information entrusted to us. This privacy statement describes what personal data we collect and how we use that data.

This privacy statement applies to the processing of personal data provided or collected in connection of our business operations, including personal data we may receive in the course of providing professional services.

1. Registrar and its contact details: SEP Solutions Oy (Business id 2493785-0), Rantapolku 1 B 1, 90940 Jääli, Finland.

2. Data protection contact person: Erasmus van Niekerk, erasmus (at) health-tech.consulting.

3. When processing personal data, we will rely on one of the following processing conditions:

• Performance of a contract: this is when the processing of personal information is necessary in order to perform our obligations under a contract

• Legal obligation: this is when we are required to process personal information in order to comply with a legal obligation, such as keeping records for tax purposes or providing information to a public body or law enforcement agency

• Legitimate interests: we will process personal information where it is in our legitimate interest in running a lawful business to do so, as long as the processing is compatible with your rights and interests. 

Our legitimate interests relate to processing personal data, e.g.

• To offer information and/or services to individuals who visit our website.

• To prevent fraud or criminal activity and to safeguard our IT systems.

• To customise an individual’s online experience and to improve the performance, usability and effectiveness of SEP’s online presence.

• To conduct and to analyse our marketing activities.

4. What personal data do we process and for what purposes?

• Personal data related to our professional relationships and potential clients

We process personal data to maintain our business relationship with our clients throughout this relationship and to provide professional services to them. This includes data processing for purposes such as responding to client requests or queries, seeking feedback, maintaining contact with our clients and keeping them informed of our services, industry developments, and events. We may also use this data to further develop our professional relationships and our service offerings.

Categories of personal data we process for this purpose include e.g.

• Personal information such as name, position, and name of the employer.

• Contact details such as address, phone number and email address.

• Data related to our professional relationship with clients, such as data concerning the services we have provided to clients or feedback our clients might have provided to us.

• We mainly collect this data directly from our clients. In some cases, we also collect personal data from third parties such as the Finnish Trade Register or other external databases.

• Personal data related to our business or client engagements

When providing our services to clients, we may obtain personal data. The data we process varies depending on the nature of the service we provide. We ask our clients only to share personal data with us when it’s necessary for the provision of our services.

We provide a variety of services and therefore the nature of the data we collect in the course of providing our services varies. Categories of personal data we process for this purpose might include e.g.

• Personal details such as name and date of birth

• Contact details such as address, phone number and email address.

• Employment details 

• Financial details such as investments and financial interests

• Personal data related to the use of our website, newsletters and other communications

We may process personal data to ensure the performance, functionality and security of our website. 

We may use third-party marketing automation providers. These industry-standard technologies and practices enable us to gather statistics around email opening and clicks to better understand how our service offerings meet our stakeholders’ needs.

• Personal data we may process for operating and managing our business operations

We may process personal data when engaging service providers, contractors or suppliers relating to the operation of our business. This data may include personal and contact details and data related to our business relationship. 

We may process personal data of visitors to our events. We may request voluntary information about dietary requirements in order to cater to your needs when attending our events.

• Personal data we may process for administrative purposes

We may also use personal data for administrative purposes such as accounting and tax purposes, as well as to fulfill our statutory duties and meet our other professional requirements.

This includes processing that is necessary to comply with professional, legal and regulatory obligations that apply to our business, such as auditor independence or anti-money laundering requirements. For example, we process identification and background information as a part of our client acceptance and administration processes, and we request this data directly from our clients or collect the data from sources such as the Finnish Trade Register or other external databases.

We also may process personal data for purposes related to invoicing, billing and financial administration. The data we process for this purpose typically includes contact details and financial information such as payment-related information.

We may also process personal data to establish, exercise or defend legal rights, or for handling queries by supervisory authorities.

Please note that providing certain data is a prerequisite for entering into a service agreement without which SEP cannot provide the requested service.

5. Use of online tracking technologies

By using our website, you consent to our use of cookies. 

Use of our website: URL clickstreams (the path you take through our site), services viewed, how long you stay on our pages, how you interact with our website

Marketing automation: SEP and its service providers use cookies and other technologies to automatically collect certain types of information when you visit us online. The collection of this information allows us to customise your online experience, improve the performance, usability and effectiveness of our online presence, and to measure the effectiveness of our marketing activities.

IP addresses: IP addresses from which visitors appear to originate may be recorded for IT security purposes. This information may also be used to conduct website performance analyses.

Cookies: Cookies may be placed on computers or mobile devices when visiting us online, if you give us your consent on the usage of cookies and the processing of your personal data. Cookies allow the site to remember your computer or device and serves a number of purposes.

Other third-party tools and widgets may be used on our webpage to provide additional functionality. Use of these tools or widgets will typically place a cookie on the device to make their service easier to use, and ensure interaction is displayed on our webpages properly.

Cookies by themselves do not tell us email addresses or otherwise identify visitors personally. In our analytical reports, we will obtain other identifiers including IP addresses, but this is for the purpose of identifying the number of unique visitors to our websites and geographic origin of visitor trends, and not to identify individual visitors.

Analytics tools: SEP uses analytics tools, such as Google Analytics. More information about Google Analytics can be found here: http://www.google.com/analytics/learn/privacy.html

When you visit our website, marketing automation cookies may be placed on your browser for remarketing purposes.

In some of our newsletters and other communications, we may monitor recipient actions such as email open rates through embedded links within the messages. We collect this information to gauge user interest and to enhance future user experiences.

Social media widgets and applications: the SEP website may enable sharing content via a third party social media application. We do not have control over or responsibility for how social media companies use your information.

6. Changes to this statement

SEP may modify this privacy statement from time to time to reflect our current privacy practices. When we make changes to this statement, we will revise the “updated” date at the top of this page.