Privacy notice
Here we explain what personal data we process, why and for how long – and how you can exercise your rights. EU General Data Protection Regulation (2016/679), Articles 13 and 14.
Updated 7 November 2026
1. Controller
Polarcomp Oy (Business ID 0969733-4)
Halmetie 7, 98120 Kemijärvi, Finland
[email protected], +358 50 547 5952
Contact person for data protection matters: Matti Uurtamo, [email protected], +358 40 726 0452.
2. What data we process
Contact and quote request form
- name, company, email address and phone number
- your message, the options you select (e.g. service needed, annual volume and how you heard about us) and attachments
- the page from which the form was sent, and the page from which you arrived at the website (if your browser provides it)
Customers, suppliers and partners
- names, job titles and contact details of contact persons
- quotation, order, delivery, complaint and invoicing details and related communication
Technical website data
The website's server processes technical data, such as IP addresses and browser information, so that the pages can be displayed and protected against misuse.
BOM checker and cost calculator
The tools run entirely in your browser. The file and the figures you enter are not sent to us. A file is only sent to us if you send it yourself with the quote request form.
3. Purposes and legal bases
| Purpose | Legal basis |
|---|---|
| Responding to enquiries and quote requests, and preparing quotations | Pre-contractual steps and legitimate interest (Article 6(1)(b) and (f)) |
| Delivering orders, managing the customer relationship and invoicing | Contract (b) and legal obligations, such as the Finnish Accounting Act (c) |
| Traceability required by the quality system, and handling of complaints | Contract (b) and legitimate interest (f) |
| Keeping in touch with the contact persons of customers and partners | Legitimate interest (f). You can object to this at any time. |
| Website functionality and security | Legitimate interest (f) |
We do not sell data, and we do not use it for profiling or automated decision-making.
4. Retention periods
- Enquiries and quote requests that do not lead to a customer relationship: no more than three years from the last contact.
- Data related to a customer relationship: for the duration of the customer relationship and after it for as long as the law or the quality system requires. For example, accounting records are kept for 6–10 years under the Accounting Act, and traceability data related to medical devices for the life cycle of the device.
- Technical server log data: according to the service provider's practice, typically for a short period.
5. Recipients and processors
We use the following service providers, which process data on our behalf and in accordance with our instructions:
- Cloudflare, Inc. – website server and receipt of form submissions
- Resend (Plus Five Five, Inc.) – delivery of form messages to our email
- Microsoft – email and office software (Microsoft 365)
- Procountor and Apix Messaging Oy – financial administration and e-invoicing
To component and PCB suppliers we disclose only the technical information that manufacturing requires, and they are bound by a corresponding duty of confidentiality. In addition, data may be disclosed to authorities where required by law.
6. Transfers outside the EU and EEA
Some of the service providers (Cloudflare, Resend and Microsoft) may also process data in the United States. The transfers are based on the EU–US Data Privacy Framework or on standard contractual clauses approved by the European Commission.
7. Cookies and visitor statistics
The website does not use tracking or marketing cookies, and it does not load third-party tracking scripts or fonts. The website's server may set cookies that are necessary for security, for example for bot protection.
We may use cookie-free, aggregated visitor statistics (Cloudflare Web Analytics), which store nothing on your device and do not identify individual visitors.
8. Security and confidentiality
The website and the form use an encrypted HTTPS connection. Only those of our employees who need the data in their work have access to it. We treat attachments to quote requests, such as BOM and Gerber files, as confidential even without a separate agreement. If needed, we sign a non-disclosure agreement (in Finnish).
9. Your rights
- to know what data we process about you, and to receive a copy of it
- to request the correction of inaccurate data
- to request the erasure of data or the restriction of processing
- to object to processing based on legitimate interest, such as keeping in touch
- to receive the data you have provided in a machine-readable format (right to data portability)
Send your request to [email protected]. We will respond within one month.
If you believe that your data is being processed unlawfully, you can lodge a complaint with the Office of the Data Protection Ombudsman (tietosuoja.fi).
10. Changes
We update this notice when our processing changes. The current version is always on this page.