Privacy Policy & Data Protection

1. Data Controller Information

This Privacy Policy defines the personal data processing principles of Enginevaultpilt Oy (Business ID: FI-2948102-9), registered at Valimotie 17 B, 00380 Helsinki, Finland ("Enginevaultpilt", "we", "our", "us"). We process personal data in strict compliance with the General Data Protection Regulation (EU 2016/679) and the Finnish Data Protection Act (Tietosuojalaki 1050/2018).

For all inquiries regarding our data registers, you may contact our appointed Data Protection Officer (DPO) via email at: [email protected].

2. Categories of Personal Data Collected

We collect and process personal data necessary for our HVAC contracting, customer support, and system telemetry services:

• Contact Information: Full name, telephone number, residential/corporate address, and email address.
• Property & HVAC Specifications: Building surface area, heating distribution system (hydronic, direct electric, ventilation loops), past energy consumption records, and photos submitted for quotation estimates.
• Equipment Telemetry: Anonymized operating telemetry (compressor duty cycles, temperature deltas, refrigerant error logs) from cloud-connected inverter systems under service contracts.
• Technical Server Logs: IP address, browser user-agent, operating system, and interaction timestamps collected via server requests.

3. Legal Bases and Purposes of Processing

We process personal data under the following lawful grounds established under GDPR Article 6:

• Contractual Performance: To calculate HVAC sizing quotes, arrange on-site engineering surveys, install cooling/heating hardware, and perform emergency field repairs.
• Legal Compliance: Retaining financial transaction records for Finnish accounting standards (Kirjanpitolaki 1336/1997) and maintaining statutory F-Gas refrigerant recovery logs mandated by Tukes (Finnish Safety and Chemicals Agency).
• Legitimate Interests: Securing our web platform against distributed denial-of-service (DDoS) attacks and optimizing thermodynamic service delivery.

4. Data Sharing and Third-Party Processors

Enginevaultpilt does not sell or rent customer data. Data is shared strictly on a need-to-know basis with trusted European subprocessors, including:

• Certified installation subcontractors and crane operators for rooftop equipment placement.
• Finnish Tax Administration (Verohallinto) data feeds for Kotitalousvähennys tax deduction verification.
• EU-based cloud hosting facilities utilizing AES-256 encrypted server storage.

5. Data Retention Periods

Customer contact and system blueprint data are retained for the duration of the equipment warranty period (typically 5 to 10 years). Statutory financial records are preserved for 6 years in accordance with Finnish accounting legislation. General inquiry tickets without subsequent service contracts are purged after 24 months.

6. Your Rights Under GDPR

Under EU data protection legislation, you possess the right to:

• Request access to copies of your personal data stored in our registers.
• Request rectification of inaccurate or outdated property details.
• Request erasure of your personal data ("Right to be Forgotten"), subject to legal retention obligations.
• Lodge a complaint with the Finnish Data Protection Ombudsman (Tietosuojavaltuutetun toimisto, www.tietosuoja.fi).