Privacy Policy

Last Updated: January 1, 2026

Solnex Oy (“Company,” “we,” “us,” or “our”) operates the solnex.fi website and related services. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website and use our services, including our digital platforms, CRM systems, content production services, AR/VR experiences, and digital marketing solutions.

Please read this Privacy Policy carefully. If you do not agree with our policies and practices, please do not use our website or services.

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1. INFORMATION WE COLLECT

1.1 Information Provided Directly by You

We collect information you voluntarily provide, including:

Contact Information: Name, email address, phone number, company name, job title, and business address when you request a quote, schedule a consultation, or contact us through forms on our website.

Project Information: Details about your project requirements, business goals, preferences, and specifications when discussing our services (Software Development, Creative Content Production, Immersive Technologies, Digital Marketing, Analysis & Strategy).

Communication Data: Messages, emails, chat logs, and correspondence when you communicate with our team through email, contact forms, or other channels.

Payment Information: Billing and payment details processed securely through third-party payment processors. We do not store complete credit card details on our servers.

Subscription Information: If you opt into our newsletter or subscribe to resources, we collect your email address and subscription preferences.

1.2 Information Collected Automatically

When you visit our website, we automatically collect:

Device Information: Device type, operating system, browser type, and unique device identifiers.

Usage Data: Pages visited, time spent on pages, links clicked, referring website, and navigation patterns using Google Analytics.

IP Address and Location Data: Your IP address and approximate geographic location based on IP mapping.

Cookies and Tracking Technologies: We use cookies, web beacons, and similar technologies to recognize you, remember preferences, and analyze website usage.

1.3 Information from Third Parties

We may receive information about you from:

Third-Party Service Providers: Analytics providers, payment processors, hosting providers, and email marketing platforms.

Social Media Platforms: If you interact with our social media content or connect your social account to our services.

Client Referrals: Information shared by existing clients who refer you to our services.

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2. HOW WE USE YOUR INFORMATION

We use the information we collect for the following purposes:

2.1 Service Delivery

Responding to your inquiries and providing quotes for our services.

Delivering web development, CRM systems, content production, AR/VR solutions, and digital marketing services.

Creating and managing custom digital platforms, websites, and applications.

Providing ongoing technical support and maintenance.

Customizing solutions to meet your specific business needs.

2.2 Communication

Sending service-related updates, confirmations, and support messages.

Providing newsletters, webinars, case studies, and industry insights (with your consent).

Responding to feedback, complaints, and support requests.

Notifying you about changes to our services or policies.

2.3 Marketing and Promotion

Conducting marketing campaigns and promotional activities (with your consent).

Sharing relevant service offerings, updates, and special promotions.

Measuring campaign effectiveness and optimizing marketing strategies.

Creating targeted advertising campaigns through Meta Ads and Google Ads.

2.4 Business Operations

Invoicing and payment processing.

Financial record-keeping and accounting compliance.

Compliance with Finnish and EU legal obligations.

Fraud prevention and security measures.

2.5 Analytics and Improvement

Analyzing website traffic and user behavior using Google Analytics.

Identifying trends and improving our website, services, and user experience.

Conducting A/B testing and performance optimization.

Developing new services based on market demand.

2.6 Legal Compliance

Complying with GDPR, Finnish Data Protection Law, and other applicable regulations.

Responding to legal requests, court orders, and regulatory inquiries.

Establishing, exercising, or defending legal claims.

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3. LEGAL BASIS FOR PROCESSING (GDPR)

Under the General Data Protection Regulation (GDPR), we process personal data based on the following legal grounds:

Consent: When you provide explicit consent (e.g., newsletter subscriptions, marketing communications).

Contract: When processing is necessary to fulfill a service agreement or respond to your request.

Legal Obligation: When required by Finnish law, EU regulations, or legitimate business needs.

Legitimate Interest: When processing serves our legitimate business interests (e.g., website improvement, fraud prevention, marketing).

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4. INFORMATION SHARING AND DISCLOSURE

4.1 We Do Not Sell Your Data

Solnex Oy does not sell, rent, lease, or trade your personal information to third parties for their marketing purposes.

4.2 Third-Party Service Providers

We share information with trusted service providers who assist in our operations, including:

Hosting and Cloud Providers: For website hosting and data storage (compliant with EU data residency standards).

Payment Processors: For secure payment processing (PCI-DSS compliant).

Email Marketing Platforms: For newsletter and communication management.

Analytics Providers: Google Analytics for website traffic analysis.

Accounting and Tax Services: Outsourced accountants for financial compliance.

CRM and Business Tools: Project management and customer relationship platforms.

All third-party providers are bound by confidentiality agreements and GDPR compliance requirements.

4.3 Legal Requirements

We may disclose information when required by law, including:

Court orders or legal investigations.

Finnish Tax Authority inquiries.

Public authorities or government agencies.

Protection of our legal rights or the rights of others.

4.4 Business Transfers

In the event of a merger, acquisition, bankruptcy, or business transfer, your information may be transferred as part of that transaction. We will provide notice if such an event occurs.

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5. DATA SECURITY

5.1 Security Measures

We implement industry-standard security measures to protect your information, including:

Encryption: SSL/TLS encryption for data in transit on our website.

Access Controls: Limited access to personal data restricted to authorized employees.

Data Backup: Regular automated backups using secure cloud storage (Google Drive, Dropbox Business).

Firewalls and Monitoring: Network security and intrusion detection systems.

Secure Password Policies: Strong authentication and password management protocols.

5.2 Limitations

While we strive to protect your information, no security system is impenetrable. We cannot guarantee absolute security. You are responsible for maintaining the confidentiality of your passwords and account information.

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6. DATA RETENTION

We retain personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required by law:

Service-Related Data: Retained for the duration of the service contract plus 3 years for legal and accounting purposes.

Marketing Communications: Retained until you unsubscribe; contact lists are maintained for 2 years after last engagement.

Website Analytics: Retained for 26 months by Google Analytics (default setting).

Project Files and Deliverables: Retained for the project duration plus 1 year for technical support.

Financial Records: Retained for 6 years per Finnish accounting requirements.

You can request deletion of your personal data at any time, subject to legal retention obligations.

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7. YOUR RIGHTS UNDER GDPR

7.1 Data Subject Rights

As a resident of the EU or Finland, you have the following rights:

Right of Access: Request a copy of personal information we hold about you.

Right to Rectification: Correct inaccurate or incomplete information.

Right to Erasure (“Right to be Forgotten”): Request deletion of your data, subject to legal exceptions.

Right to Restrict Processing: Limit how we use your data.

Right to Data Portability: Request your data in a portable format.

Right to Object: Oppose certain types of processing, particularly marketing communications.

Right to Lodge a Complaint: File a complaint with the Finnish Data Protection Authority.

7.2 Exercising Your Rights

To exercise any of these rights, contact us at:

Email: contact@solnex.fi
Mailing Address: Asemakuja 1 C 99, 02770 Espoo, Finland
Phone: +358 (358) 44 977 3310

We will respond to requests within 30 days (extendable to 90 days if complex).

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8. COOKIES AND TRACKING TECHNOLOGIES

8.1 Types of Cookies We Use

Essential Cookies: Required for website functionality (login, payment processing).

Performance Cookies: Track website usage and performance via Google Analytics.

Marketing Cookies: Used for targeted advertising through Meta Ads and Google Ads.

Preference Cookies: Remember your preferences (language, theme).

8.2 Cookie Consent

When you first visit our website, we request your consent to use non-essential cookies. You can:

Accept all cookies.

Customize cookie preferences.

Reject non-essential cookies.

8.3 Managing Cookies

You can control cookies through your browser settings and opt out of Google Analytics using the Google Analytics Opt-out Browser Add-on. Most browsers allow you to refuse cookies or alert you when cookies are being sent.

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9. INTERNATIONAL DATA TRANSFERS

9.1 EU/EEA Data Transfers

As Solnex Oy is based in Finland (EU), data processing is governed by GDPR. We primarily store data within the EU/EEA.

9.2 Third-Country Transfers

If we transfer data outside the EU/EEA, we ensure appropriate safeguards, including:

Standard Contractual Clauses (SCCs): For transfers to non-EU providers.

Adequacy Decisions: For countries recognized as having adequate data protection.

Explicit Consent: When transferring data internationally.

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10. CHILDREN’S PRIVACY

Solnex Oy does not intentionally collect information from children under 13 years of age. Our services are directed toward businesses and professionals. If we become aware that a child has provided us with information, we will promptly delete such information and terminate the child’s account.

For children aged 13-16, parental consent may be required under GDPR.

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11. THIRD-PARTY LINKS AND INTEGRATIONS

Our website may contain links to third-party websites, services, and integrations (e.g., social media, payment gateways). We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies before providing information.

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12. DO NOT TRACK SIGNALS

Some browsers include a “Do Not Track” feature. Our website does not currently respond to Do Not Track signals. For information about Do Not Track, visit www.allaboutdnt.com.

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13. UPDATES TO THIS PRIVACY POLICY

We may update this Privacy Policy periodically to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of material changes via:

Email notification to subscribers.

Prominent notice on our website.

Update of the “Last Updated” date.

Your continued use of our website and services following such updates constitutes your acceptance of the updated Privacy Policy.

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14. CONTACT US

If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:

Solnex Oy
Address: Asemakuja 1 C 99, 02770 Espoo, Finland
Email: contact@solnex.fi
Phone: +358 (358) 44 977 3310

For complaints or to exercise your GDPR rights, you can also contact:

Finnish Data Protection Authority
Website: www.tietosuoja.fi
Address: PO Box 800, 00521 Helsinki, Finland

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15. SUPPLEMENTARY PROVISIONS

15.1 Service-Specific Privacy Notices

For certain services (CRM systems, AR/VR experiences, analytics tools), we may provide supplementary privacy notices outlining specific data handling practices.

15.2 Client Project Data

When you engage Solnex Oy for services, client data and project information are handled with highest confidentiality. We maintain separate data handling procedures for client project materials, ensuring they are processed only for service delivery and not for marketing or analytics without explicit consent.

15.3 Employee and Contractor Information

This Privacy Policy applies to individuals interacting with us as customers or website visitors. Employee and contractor data is governed by separate employment agreements and internal privacy policies compliant with Finnish labor law.

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QUICK REFERENCE: KEY CONTACT POINTS

Privacy Questions: contact@solnex.fi
Data Access/Deletion Requests: contact@solnex.fi
Service Support: +358 (358) 44 977 3310
Complaints (Data Protection): Finnish Data Protection Authority (tietosuoja.fi)