Privacy notice
This notice explains how Optimo Systems Oy processes personal data collected through the optimo.fi website. It is based on Articles 13 and 14 of the EU General Data Protection Regulation (2016/679).
1. Controller
Optimo Systems Oy
Business ID: 3366095-3
Kampinkuja 2, 00100 Helsinki, Finland
2. Contact for privacy matters
Jani Henriksson
jani.henriksson@optimo.fi
3. What data we process
Data you give us in forms. When you contact us or request material through a form on the site, we process the data you provide: name, email address, organisation, phone number and message.
Meeting bookings. When you book a meeting through a calendar link on the site, we process your name, email address and the meeting details.
Data about your use of the site (only with your consent). If you accept analytics cookies, we collect information about how you use the site:
- which pages you visit and when
- where you came from
- technical details about your browser and device
If you later submit a form, this information is linked to your enquiry. See our cookie policy for details.
Technical log data. Our service providers process your IP address and other technical data to deliver the site and keep it secure. Without consent, page views are counted anonymously, without cookies or identifiers.
4. Purposes and legal bases
| Purpose | Legal basis |
|---|---|
| Responding to enquiries and meeting bookings and providing requested material | Legitimate interest (Art. 6(1)(f)): responding to a contact you initiated. Pre-contractual steps (Art. 6(1)(b)) where the enquiry concerns purchasing our services |
| Managing the customer relationship and sales arising from an enquiry | Legitimate interest (Art. 6(1)(f)): business-to-business relations |
| Analysing and improving the site | Consent (Art. 6(1)(a)) and section 205 of the Finnish Act on Electronic Communications Services |
| Delivering the site and keeping it secure | Legitimate interest (Art. 6(1)(f)) |
We do not send newsletters or marketing emails. If we start doing so, we will ask for separate consent and update this notice.
5. Sources of data
The data comes from you, through forms and meeting bookings, and with your consent from cookies in your browser while you use the site.
6. Recipients and processors
We do not sell or disclose your data to third parties. The following service providers process data on our behalf:
| Service provider | Role |
|---|---|
| HubSpot, Inc. and its European subsidiaries | Website, forms, meeting bookings, customer relationship management (CRM) and visitor analytics. Data is hosted in the EU. |
| Cloudflare, Inc. | Content delivery and security, via HubSpot |
| Microsoft Corporation and its European subsidiaries | Email (Microsoft 365): we reply to enquiries by email |
| Anthropic, PBC | AI-assisted customer relationship management: the Claude AI assistant processes CRM data on our behalf, for example when recording and summarising enquiries |
7. Transfers outside the EU/EEA
HubSpot and Cloudflare are US companies. Optimo's HubSpot account data is hosted in the EU, but the providers may also process data in the United States, for example for support or security purposes. Such transfers are based on the EU–US Data Privacy Framework, to which the providers have committed, and on the EU Standard Contractual Clauses included in their data processing agreements.
Microsoft 365 data is stored and processed within Microsoft's EU Data Boundary in EU and EFTA countries. In limited circumstances, for example for support and security, Microsoft may process data outside the EU. Such transfers are based on the EU Standard Contractual Clauses in Microsoft's Data Protection Addendum and on its EU–US Data Privacy Framework certification.
Anthropic processes data in the United States. The transfer is based on the EU Standard Contractual Clauses included in Anthropic's Data Processing Addendum.
8. Retention
We keep enquiry data for as long as needed to respond and to manage any resulting customer relationship. If an enquiry does not lead to a customer relationship and there has been no contact for 24 months, the data is deleted.
Analytics cookie data stays in your browser for the period stated in the cookie policy (up to 6 months).
9. Your rights
You have the right to:
- know what data we process about you and receive a copy
- have inaccurate data corrected
- have your data erased
- restrict processing
- object to processing based on legitimate interest
- receive the data you provided in a portable format, where processing is based on consent or contract
- withdraw your consent at any time. You can withdraw cookie consent via the Cookie settings link at the bottom of every page. Withdrawal does not affect the lawfulness of earlier processing.
Send requests to jani.henriksson@optimo.fi. We will respond within one month.
You also have the right to lodge a complaint with the supervisory authority, the Office of the Data Protection Ombudsman in Finland (tietosuoja.fi/en). Cookie rules are supervised by the Finnish Transport and Communications Agency Traficom.
10. Automated decision-making
We do not use your data for automated decisions or profiling that have legal or similarly significant effects on you.
11. Security
Data is stored in our service providers' secured systems. Access is limited to people who need the data for their work and requires personal credentials and two-factor authentication.
12. Changes
We update this notice when our processing changes.
Last updated: 23 October 2026