Privacy Policy

LIWLIG GROUP’S PRIVACY NOTICE FOR CUSTOMERS, CO-OPERATION PARTNERS AND MARKETING

LIWLIG Group (“LIWLIG Group” or “we”) is committed to keeping your personal data safe and private. This privacy notice explains how we collect, use, store and share personal data when interacting with our customers, cooperation partners and other business contacts.

It is important to us that you are fully aware of how we process your personal data and below you will find more detailed information on how your data is processed.

Please note that this privacy notice applies to situations where LIWLIG Group acts as the data controller. In some situations we may process personal data on behalf of our customers as a data processor, for example when organising events. In such cases, the relevant customer acts as the controller of that data.

1. Controller

LIWLIG Group, including subsidiaries

Kaikukatu 4, 00530 Helsinki, Finland

https://www.liwlig.com

Business ID: 2901191-8

2. Contact in data protection related matters

The data protection officer (DPO), who handles all personal data protection related matters, can be contacted by e-mail: gdpr@liwlig.com.

3. The purposes for processing personal data

The personal data is used for executing all the actions related to creating, managing, and developing a customer or co-operation relationship with you or the company you represent. These actions include our rights and responsibilities related to providing services to our customers, fulfilling our contractual obligations, managing co-operation and subcontracting relationships, arranging events, collecting and processing customer feedback as well as communications, sales and direct marketing purposes concerning products and services offered by our company. In addition to existing customers, we may also process personal data of potential and former customers.

In addition to existing customers, suppliers, service providers and cooperation partners, we may also process personal data of potential and former customers, cooperation partners, suppliers and other relevant business contacts or interest groups.

We also use personal data collected at our website for visitor analytics, in order to maintain, facilitate and improve the functions, content and user experience of our website as well as support our work on detecting and counteracting flaws, breaches and incidents. Furthermore, we may use your data for analytics such as trend identification, where we analyse various trends and developments in the use of our services. In cases like this, where possible, we use pseudonyms or anonymous information in order to avoid identification.

4. The legal basis for processing personal data

Personal data is mainly processed based on a contract (where processing is necessary for the performance of a contract to which you are or your company is a party or in order to take steps at the request of you or your company prior to entering into a contract).

Some personal data is also processed based on our legitimate interests (where processing is necessary for the legitimate interests pursued by us in order to conduct, maintain and develop our business and / or where there is a customer relationship between us and you or your company). For example, our legitimate interest may be carrying out and documenting an event with you as a participant. When data is transferred within LIWLIG Group companies, the processing is based on our legitimate interest for the administrative purposes within our group, such as reporting and effective operations. When we process your personal data in conjunction with our legitimate business interests, we always weigh our own interests against your right to privacy.

In certain cases, we may request your consent when processing personal data. For example, we will only send you direct marketing mailings via email if you have subscribed and registered for such mailings and thus consented to receiving them. In these cases, you may withdraw that consent at any time.

Also, there are some cases where we use legal obligation as a basis for processing your personal data. Laws and regulations may require us to process and disclose your personal data, such as rules regarding security, bookkeeping, or customs control. We will only disclose your personal data if we are legally required to, or if you have approved it.

5. The personal data processed

We may process following information about you:

• Basic personal data such as name, address, email, telephone number, professional title as well as information about the company you represent.
• Data related to the agreements and participation such as billing and payment data, NDAs and other agreements, and account history including offers, ordered products or services, and feedback.
• Communication history such as questions regarding agreed services.
• Given and withdrawn consents such as direct marketing consent or prohibition.
• Data related to events such as travel information and passport details, photos and videos, and dietary preferences.
• Any other information given by you, your organisation or its contact person or added by us to the CRM system such as indicated interest in certain types of services.
• Technical and analytical data related to website visits and cookies such as IP address, device, operating system and browser used, language settings, and visit dates and times.

6. The data sources

The personal data is mainly collected either directly from you or your organisation. In some cases, data may also be collected from our partners, our customers, public sources or from various information systems.

Means of data collection include e.g., forms in the our websites, e-mails, phone calls, customer meetings and other contacts related to sales or customer relationship. Technical and analytical personal data is collected via use of cookies related to your visits in our websites.

We do not conduct automated decision-making and profiling with the personal data processing activities included in this privacy notice.

7. Disclosures and transfers of personal data

We will not regularly disclose your personal data to parties outside the LIWLIG Group organisation. However, we may disclose your data within our group companies, meaning that another company within our group of enterprises may process the data on our behalf. If we share your personal data with companies within our group, we will make sure that your personal data is processed in a way that conforms to this privacy notice.

7.1 Transfers to third parties

We may also disclose some essential data to those third parties who act as our authorised service providers or subcontractors who provide e.g., data storage, sales, billing, marketing, as well as customer support or management services, or help us to carry out events or deliver other services, these parties may include e.g., photographers and catering companies.

As far as these third parties require access to personal data to provide their services, LIWLIG Group has taken appropriate contractual and organisational measures to ensure that your personal data is processed solely in accordance with the purposes outlined in this privacy notice and all applicable laws and regulations. The transfers will be carried out securely in accordance with our written instructions as well as EU GDPR and other legislative requirements. We use trusted, carefully selected partners on the basis of a mutual partnership agreement (including Data Processing Agreements, DPAs) where they agree to fully comply with the appropriate privacy and security standards.

Please note that when you provide your personal data directly to a third party, for example, through a link on our site, it will likely be processed in accordance with their own documentation and standards.

We may transfer your personal data to authorities such as the police, border controls or other third parties outside the LIWLIG Group organisation if access to and use of such data is reasonably necessary to comply with any applicable laws, regulations, and / or court decisions; detecting, preventing and handling cases of fraud, a security issue, or technical problem; and / or to protect LIWLIG Group’s or our customers’ interests or property, to secure or safeguard the public interest in accordance with the law. If possible, we will notify you of this type of transfer or processing of your personal data.

We may transfer personal data to third parties outside of our organisation for reasons other than those mentioned above with your explicit consent. Please note that you have the right to withdraw your consent at any time.

If LIWLIG Group is party to a merger, business deal or other acquisition, we may transfer your personal data to a third party or third parties involved in the transaction. In cases like this we will always ensure that your personal data remains confidential. If this happens, we will swiftly inform you if your personal data has been transferred or becomes subject to a different privacy notice.

7.2 Transfers outside of EEA

As a general rule, LIWLIG Group will store your personal data within the European Economic Area (EEA).

However, the service providers we use operate in a number of geographical regions, which means that we or our service providers may transfer or access your personal data outside the EEA. If this happens, we will ensure that your personal data is sufficiently protected in the geographical areas in which it is processed. We will also provide adequate protection and safeguarding measures for the transfer of personal data to non-EEA countries through standard contract clauses with our service providers or by any other arrangements approved by the EU Commission.

8. Storage of personal data

We will only store your personal data for as long as is necessary for the purposes outlined above, or for as long as required by law. The data will be erased once storing them is not anymore necessary according to legislation or to ensure the rights or responsibilities of either party.

When data is processed in order to administer and send direct marketing mail the personal data will be stored for as long as you do not unsubscribe (withdraw your consent) to receiving such mail. The unsubscription can be done any time by using the unsubscription link which is featured in all our mailings.

9. Protection of personal data

We have implemented appropriate administrative, organisational, technical and physical safeguards in order to protect all of the personal data we process. Our security measures have been designed to ensure a sufficient level of confidentiality, integrity, and availability, to protect personal data from being lost, destroyed, misused, unlawfully accessed or disclosed to third parties. Personal data may only be processed by people who need to process this information in order to complete their work. Data is mainly stored only in electronic form and personal user IDs and passwords are required for accessing the systems containing personal data. Any physical material is stored in locked premises.

10. Your rights as the data subject

In this section we describe your rights in relation to your personal data. You will not be charged if you want to exercise your rights and you can exercise them by contacting us (please see our contact details in Chapter 2 of this Privacy Notice). Do not hesitate to contact us if you have any questions regarding your rights.

Please note that we will always do an assessment of a request of exercising a right in order to determine whether the request is legitimate. We may request some additional information from you in order to verify your identity and your justification to the request. Not all rights listed below are absolute and there are exemptions which can be valid. Please note that we have the right to reject requests that are repeated too often, are excessive, or are clearly unfounded.

Your rights are the following:

• The right of access: You may request to review all your personal data in this data file.
• The right of rectification: You may request to have your personal data be corrected and/or complemented if they are erroneous, inaccurate and/or incomplete.
• The right to erasure: You may request that we delete your personal data from the data file providing that they are no more needed for the purpose they were collected for or that there are no legal obligations in effect concerning us regarding the processing or storing them.
• The right to object to / restrict the processing of your data: You may in certain cases request us to restrict the processing of personal data concerning you or to object to the processing of your personal data.
• The right to data portability: You may request us to transmit your personal data to another controller when that data was provided by you. You will then receive your personal data from us in an organised and commonly used format for transferring that data to a third party.
• The right to withdraw consent: When our processing of your personal data is based on your consent, you have the right to withdraw your consent at any time. Please note that the lawfulness of any processing based on your consent before its withdrawal is not affected by the withdrawal.
• The right to object to direct marketing: You may at any time object to processing which is done for the purpose of direct marketing. As a recipient of marketing messages you may anytime leave the mailing list by acting as advised in the message.
• The right to make a complaint to the supervisory authorities: You may at any time make a complaint to authorities regarding the processing of your personal data. However, if you feel that LIWLIG Group’s processing of your personal data goes against applicable data protection legislation, we encourage you first contact us in order for us to oversee your complaints and make any necessary corrections.

This document has been updated 5 March 2026.

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