Privacy notice
Updated 25.10.2026
This notice covers Hallitustuki’s Shopify store, label tool, Responsibility Chart Editor, house-rules tool, enquiries, and the management of orders, payments, digital deliveries and licence agreements.
1. Data controller and contact details
Hallitustuki, Business ID 2197418-9
VAT number FI21974189
Bulevardi 21, 00180 Helsinki
posti@hallitustuki.fi · 020 340 200
You can send privacy enquiries and requests concerning your own data to the same email address.
2. Data processed and its sources
Enquiries and orders involve processing the buyer’s or organisation contact person’s name, email address, phone number and billing address, together with the housing-company or other organisation details supplied. Billing data includes the buyer type, the invoiced organisation’s name and Business ID, the selected billing method, e-invoice address and operator ID, billing email, any backup billing email, and order reference or cost centre. We also process the contents of quotation requests and customer-service messages. This information comes from you or the organisation you represent.
Order data includes the order number and time, order lines, products, prices and taxes, the selected licence and distribution format, and the housing-company details and label selections provided for the order. Agreement management includes the named company’s licence, start and end of its licence period, renewal and any cancellation, and renewal-invoice identifiers, dates and payment statuses. The customer pays the renewal invoice separately through their bank following its payment instructions; the card is not charged automatically.
Shopify and the services used generate payment status, payment-transaction identifiers, and digital-delivery and download event data to process the order. Digital-delivery information includes download links associated with the order and download counts. Payment information is processed within the payment service.
The Shopify platform also processes technical data related to service operation and security, such as IP address, browser and device information, and service-use logs. Consent data related to cookie choices is processed to implement your preferences. Not all technical data processed by service providers is visible to Hallitustuki.
When you click Review order on the invoice-order page, the contact and billing details you have entered and the order lines are sent to Hallitustuki’s ordering service to check the summary and price. Reviewing does not yet place an order. The information is processed at this stage to carry out the pre-contractual steps you have requested. The basis for processing an organisation’s contact person’s details is the legitimate interest described in section 4.
For a consumer’s acceptance of digital delivery, we record the acceptance, its time, the terms version, and the language and wording shown to the customer. This information is used to demonstrate the basis for delivery and the customer’s choice.
3. Label-tool data
The label tool performs its calculations in the browser. It uses public municipal and waste-management price-list data. The housing company’s name, selected waste bins, prices and collection intervals may be stored in browser session storage (sessionStorage) for the same browser session. Saving does not submit a quotation request or place an order. Browser session data is removed when the session ends or when the site’s session data is cleared.
Do not enter residents’ names, health information or other unnecessary personal data into the label tool. When you confirm an order, the housing-company information and label selections attached to the form are added to your order as described during ordering.
4. Purposes and legal bases
Data is used to respond to quotation requests, process orders and payments, deliver digital products, manage licences and contract periods, issue renewal invoices, and provide customer service and handle complaints. Processing is based on pre-contractual steps and performance of the agreement. When you act for a housing company or other organisation, processing of your contact details is based on Hallitustuki’s legitimate interest in managing its agreement with the organisation and related communications.
Order, billing and payment data is also processed to meet accounting, tax and other legal obligations. Processing needed for information security, prevention of misuse and service operation is based on legitimate interests. The use of cookies and similar technologies that require consent is based on your consent. You may withdraw consent without affecting the lawfulness of processing before withdrawal.
5. Service providers and data transfers
The store’s technical platform is Shopify. Online payments are processed through Shopify Payments as shown at checkout. Invoices for Invoice to the housing company purchases and renewal periods of continuing subscriptions are issued in Fennoa. Shopify’s Digital Products app is used to deliver digital products. Contract-period and renewal-billing data is also processed on the Shopify platform. The order confirmation and download link are sent to the order email address. The invoice is delivered by the selected method, as an e-invoice or to the billing email. A backup billing email may be used if primary delivery fails.
Shopify and other necessary technical, email and accounting services process data to the extent required for their tasks. Where Shopify acts as Hallitustuki’s processor, processing is governed by Shopify’s data processing agreement. Shopify also processes data in the roles described in its own privacy notice. Data may be disclosed to an authority where required by law.
Shopify’s enhanced features may use data arising from interactions with our store, other merchants and Shopify to protect, develop and personalise services and for advertising. Shopify is responsible for its own personal-data processing for these purposes. Processing requiring consent is managed through the store’s cookie choices. Further information and rights concerning Shopify’s own purposes: Shopify’s Consumer Privacy Policy and Shopify’s Privacy Portal.
Shopify services may involve processing outside the European Economic Area. Transfers are subject to the mechanisms and safeguards stated by Shopify. Further details: Shopify’s Data Processing Agreement and Shopify’s Privacy Policy.
The store is connected to Google Ads measurement through the Google & YouTube app to assess advertising results. Measurement may process page and purchase events, technical identifiers, and browser and device information. Uses requiring consent are managed through the store’s cookie choices. See Google’s use of data from partner sites. Google may process data outside the EEA under its stated transfer mechanisms and safeguards.
Enhanced conversions are also enabled for measurement and may process customer-provided email address, phone number, name and address details. Of the information sent to Google, for example email addresses and phone numbers are converted into one-way hashes; not all parts of an address are hashed. Google matches the data with Google-account information to measure advertising results. Hashing does not make the data anonymous. The same store cookie choices apply to processing that requires consent. Further information: Google’s enhanced conversions.
6. Retention and protection
Enquiries and quotation requests are retained while the matter and any related open follow-up actions are being handled. If an enquiry leads to an order or complaint, the relevant information becomes part of the records for that order or matter.
An invoice-order review summary is valid for 30 minutes. If the order has not been submitted, the expired summary and its stored contact and billing details are deleted when the ordering service next receives a request for a summary. Deletion therefore does not necessarily occur at exactly 30 minutes. Once an order has been verified as accepted, the temporary copy of contact and billing details is removed from the summary register. The actual order remains in Shopify, and the ordering service retains the identifiers and status information needed to verify its processing.
If the outcome of an order attempt is uncertain, the attempt’s information is retained to establish whether an order was created and to prevent duplicate orders. Such information is not automatically deleted when the summary expires. Once the matter has been resolved, the basis for further retention is assessed according to whether an order was created or the matter involves a complaint, outstanding payment or other legal claim.
Invoices, payment records and business-transaction correspondence that form part of the accounting records are retained for at least six years from the end of the calendar year in which the relevant financial year ended. Financial statements and accounting books are retained for at least ten years from the end of the financial year. These periods are based on chapter 2, section 10 of the Finnish Accounting Act. Retention beyond these periods continues only where the information relates to an ongoing agreement or licence, an unresolved payment or complaint, the handling of a legal claim, or another statutory ground.
Licence-register information establishes the purchased product, its named target, the licence period, and expiry, cancellation or renewal of the right. It is processed while the licence and related contractual matters are being managed. The end of the tool’s editing period or agreement period does not automatically delete the licence register or order documents. Assessment of continued retention also takes account of the customer’s continuing right to materials already supplied, accounting retention obligations, and any outstanding claims.
Label selections stored in the browser are browser-session data. Local workspaces in the Responsibility Chart Editor and House Rules Tool may remain between sessions until the user or browser deletes them or they are replaced by a new saved version. Expiry of a licence does not itself clear browser storage. Use and deletion of this storage are described in more detail in the tool-specific sections.
Technical log, download and consent information is processed to verify service operation, security, delivery and choices made. Its retention depends on the service used and the purpose of the data. Retention of information that Shopify and Google process for their own purposes is also described in their privacy policies linked in this notice.
Access to data is limited to people and service providers whose duties require processing. Appropriate access controls and technical safeguards are used. Data is deleted or anonymised when there is no longer an applicable basis for retaining it.
7. Your rights
You may request access to your data and correction of inaccurate data and, where the legal conditions are met, erasure, restriction of processing or data portability. You may object to processing based on legitimate interests on grounds relating to your particular situation. Your identity may need to be verified to handle the request. Data is not erased where retention is required by law or another basis under applicable law exists.
You may lodge a complaint about personal-data processing with the Office of the Data Protection Ombudsman.
8. Cookies and other technologies
The store uses Shopify’s cookie-consent management. Necessary cookies and similar technologies support service operation, the cart and checkout, and information security. You can manage analytics, personalisation and marketing technologies requiring consent in the cookie banner and store cookie settings. You can accept or reject optional purposes, change your choices and withdraw consent.
You can also manage cookies through your browser settings. Blocking necessary technologies may limit store functionality. The label tool’s separate browser session storage is described in section 3.
Responsibility Chart Editor: browser storage and licensing
Image editing and PDF output creation in the Responsibility Chart Editor take place in the user’s browser. The tool’s own editing functions do not send editing-field contents to Hallitustuki’s server. The company name, date, responsibility markings, custom area boundaries, explanations, document references, contact details and other workspace settings are saved in the browser’s local storage (localStorage) so work can be continued in the same browser.
The saved data may persist between browser sessions until replaced by a new version, deleted by the user with site data, or removed by the browser under its settings. The tool does not impose automatic deletion after 60 days. Starting a new version replaces the browser’s saved data with defaults. Earlier work may still be recoverable through the open tab’s Undo history until the tab is closed. Clearing browser site data and closing the tab removes the local data for this use session. Hallitustuki cannot restore unfinished work deleted from the browser.
Do not enter residents’ names, personal identity codes, health information or other unnecessary personal data into the editor. The company is responsible for the appropriateness of contact details and instructions it adds. On a shared device, delete workspace data when finished.
Processing related to purchasing the tool, billing and verifying the licence is separate from the local workspace. To manage the agreement, Hallitustuki processes the order identifier, details of the named company and its contact person, the selected product and licence, the period’s start and end, renewal and cancellation. The purchase, agreement, billing and delivery sections of this notice apply to that processing. The local workspace does not replace the order confirmation, and its licence selection does not by itself demonstrate a paid licence.
The tool is opened from a signed-in customer account in Hallitustuki’s Shopify store. Shopify sends a verified customer identifier to Hallitustuki’s OpenAI Sites / Cloudflare ordering service. To verify the licence, the service processes order and line identifiers, the customer identifier, product, payment and agreement status, licence-period information and any cancellation, together with the housing company’s name and Business ID where these have been provided with the order. If the licence’s target has not been named in the order, you confirm its name when first opening the tool. The name, target identifier and confirmation time are stored on the server and linked to the purchased licence. A Business ID is not requested at this naming stage.
Naming the target is separate from editing the workspace itself. The tools’ own editing functions do not send rule texts, draft decision content, object descriptions or image selections to Hallitustuki’s server. Verified order, cancellation and refund events keep the licence up to date. Signing in does not open other customers’ workspaces. The controller, providers, transfers, retention grounds and data-subject rights are described elsewhere in this notice.
Tool service providers and international transfers
Hallitustuki’s invoice-order and licensing service is hosted by OpenAI Sites, which uses a Cloudflare environment. OpenAI processes data hosted by the service on Hallitustuki’s behalf under the data processing agreement applicable to the service. The service may also process data outside the EU and EEA. OpenAI states that, where applicable, transfers are protected by the European Commission’s standard contractual clauses or an adequacy decision. Further information and safeguards: OpenAI Sites Data Processing Addendum and subprocessors. A copy of the safeguards applicable to transfers may be requested from Hallitustuki. Licence verification does not use generative AI and the company’s instruction texts are not sent to a model.
House-rules tool and everyday-life forms
Editing texts and creating PDFs in the house-rules tool take place in the browser. The workspace is saved in browser local storage (localStorage) separately for each licence. Saved data may persist between sessions until the user deletes it or the browser removes the site data. Browser storage is not a cloud backup. Hallitustuki cannot restore unfinished work deleted from the browser. The tool’s own editing functions do not send rules or draft-resolution content to Hallitustuki’s server.
Sign-in, order verification and licence management use the same Shopify and OpenAI Sites / Cloudflare service as the Responsibility Chart Editor. The processing bases, providers, transfer mechanisms and retention principles described above for order, customer, payment, agreement and licence-period data apply. Verification distinguishes between product-family licences; purchasing another tool does not open the house-rules tool.
The housing company is responsible for processing personal data in completed forms and providing a secure return channel. Do not publish resident, shareholder, disturbance or health information in shared communication channels. Do not enter individual residents’ details or descriptions of incidents into the house-rules tool. Workspace data must be deleted after use on a shared device. Providing forms to residents does not itself send completed responses to Hallitustuki.