Privacy & Cookies Policy

Data Controller

For personal data processed in connection with the Delamode Finland website and services, the relevant data controller is:

Personal Information We May Collect

The personal data we collect depends on your relationship with Delamode and the services you use. Information may include:

• Your name, job title and business contact details, including telephone number and email address;
• Information about the organisation you work for;
• Company registration, VAT, EORI and other information required for transport, customs, invoicing or regulatory purposes;
• Information relating to freight enquiries, shipments, logistics requirements and services requested;
• Collection and delivery information and contact details necessary to arrange transport or logistics services;
• Correspondence and communications between you and Delamode;
• Information submitted through contact forms or quote request forms;
• Marketing and newsletter preferences;
• Technical information associated with your use of the website, such as IP address, browser type, device information and cookie preferences where applicable;
• Other information you choose to provide to us.

How We Collect Personal Information

We may collect personal information directly from you when you contact us, request a quotation, submit a website form, subscribe to communications or enter into a business relationship with us.

We may also receive information from your employer, customer, supplier, freight partner, service provider or another organisation involved in a shipment or logistics service.

Certain technical information may be collected automatically when you use our website through cookies and similar technologies, subject to your cookie preferences and applicable law.

How and Why We Use Your Personal Data

We process personal information only where we have an appropriate legal basis to do so.

Depending on the circumstances, we may use your personal information:

• To respond to enquiries and requests for information;
• To prepare freight quotations and proposed logistics solutions;
• To arrange and provide transport, warehousing, freight forwarding and logistics services;
• To communicate with customers, suppliers, agents and logistics partners;
• To administer existing customer and supplier relationships;
• To process invoices, payments and accounting records;
• To fulfil customs, regulatory and other legal requirements;
• To maintain and improve our website and services;
• To protect our systems, business and users against fraud, misuse or security threats;
• To send marketing or newsletter communications where permitted;
• To comply with applicable legal obligations.

Legal Bases for Processing

The legal basis we rely on will depend on the purpose for which personal information is processed. These bases may include:

• Contract and pre-contractual measures – where processing is necessary to provide services, prepare a quotation or take steps requested before entering into a contract;
• Legal obligation – where processing is required to comply with applicable laws, accounting requirements, customs obligations or regulatory requirements;
• Legitimate interests – where processing is necessary for the legitimate business interests of Delamode or another party and those interests are not overridden by your rights and freedoms;
• Consent – where you have specifically agreed to processing, including certain marketing communications and non-essential cookies.

Contact Forms and Freight Enquiries

When you submit a contact form, freight enquiry or quotation request, we may collect information including your name, email address, telephone number, company name, service required and the contents of your message.

We use this information to review your enquiry, respond to you, prepare quotations and, where relevant, take steps towards providing freight or logistics services.

Depending on the nature of your enquiry, this processing may be based on steps necessary before entering into a contract or our legitimate interest in responding to business enquiries and managing our services.

Newsletter and Marketing Communications

If you choose to subscribe to Delamode news, service updates or offers, we may use your name, email address and marketing preferences to send those communications.

Where consent is required, marketing communications will only be sent after you have provided that consent.

You can withdraw your consent or unsubscribe from marketing communications at any time by using the unsubscribe link contained in the communication or by contacting us.

Withdrawal of consent does not affect the lawfulness of processing carried out before consent was withdrawn.

Who We May Share Your Personal Data With

We do not sell personal information to third parties for their own marketing purposes.

Where necessary for the purposes described in this policy, personal data may be shared with:

• Delamode employees and relevant companies within the Delamode group where access is necessary for the provision of services;
• Carriers, freight forwarders, agents, customs representatives, warehouses and other logistics partners involved in providing the requested service;
• IT, hosting, email, communications, CRM, website and technical service providers;
• Analytics and website service providers, where such services are enabled in accordance with your cookie preferences;
• Accountants, auditors, legal advisers, insurers and other professional advisers;
• Public authorities, customs authorities, regulators, courts or law-enforcement authorities where disclosure is required or permitted by law;
• Relevant parties in connection with a corporate transaction, restructuring, merger or sale of a business, subject to appropriate confidentiality and data protection requirements.

Where another organisation processes personal data on our behalf, we require it to handle personal data appropriately and only for the purposes for which it has been engaged.

International Transfers of Personal Data

Delamode operates internationally and some freight movements or supporting services may require personal information to be accessed or processed outside Finland or outside the European Economic Area (“EEA”).

Where personal data is transferred outside the EEA, we take steps to ensure that an appropriate legal mechanism and safeguards are used where required by applicable data protection law.

Depending on the destination and circumstances, these safeguards may include a European Commission adequacy decision, Standard Contractual Clauses or another transfer mechanism permitted under the GDPR.

How We Protect Your Personal Data

Delamode takes the security of personal information seriously. We use organisational and technical measures designed to protect personal data against accidental or unlawful loss, destruction, alteration, unauthorised disclosure or access.

Access to personal information is limited to employees, contractors and service providers who require access for legitimate business purposes and who are subject to appropriate confidentiality and security requirements.

No method of electronic transmission or storage can be guaranteed to be completely secure, but we take reasonable steps appropriate to the nature of the information and associated risks.

Data Retention

We retain personal information only for as long as it is reasonably necessary for the purposes for which it was collected or where we are required to retain it to meet legal, regulatory, accounting, contractual or operational obligations.

The applicable retention period may depend on the type of information, the nature of our relationship with you, legal requirements and whether information is required to establish, exercise or defend legal claims.

Contact and quotation enquiries are retained only for as long as reasonably necessary to manage the enquiry and any resulting business relationship.

Where we process your information for marketing on the basis of consent, we may retain the relevant marketing information until you unsubscribe or withdraw that consent, subject to any information we need to retain to record your preferences.

What Is a Cookie?

A cookie is a small text file that a website may store on your device when you visit it. Cookies and similar technologies can enable websites to remember information about your visit and may also be used for security, functionality, preferences and analytics.

Some cookies are necessary for the operation and security of the website. Other cookies, including certain analytics or marketing cookies, are used only where permitted by applicable law and, where required, after you have provided consent.

Types of Cookies We May Use

• Strictly necessary cookies – required for core website functionality, security and operation;
• Preference cookies – used to remember choices and settings where applicable;
• Analytics cookies – used, with consent where required, to understand how visitors use the website and to improve its performance;
• Marketing cookies – may be used, where applicable and with consent where required, to measure marketing activity or provide relevant advertising.

The exact cookies used on the website may change as services and technologies are updated.

Managing Your Cookie Preferences

When you first visit the website, you may be given the option to accept, reject or manage non-essential cookies through the website's cookie consent tool.

You can change your preferences later using the cookie settings control available on the website, where provided.

You can also manage or remove cookies through your browser settings. Please note that disabling certain cookies may affect the functionality or performance of the website.

General information about cookies and browser controls is also available at www.allaboutcookies.org .

Analytics Services

Where analytics services are enabled, we may use tools such as Google Analytics to understand how visitors interact with our website, for example which pages are visited, how users navigate between pages and general website performance.

Analytics technologies that require consent will only be activated where the required consent has been obtained through the website's cookie preference system.

Analytics providers may process technical information such as device information, browser information, usage data and IP-related information.

Where the use of an analytics provider involves a transfer of personal data outside the EEA, the transfer will be handled using an appropriate transfer mechanism where required by law.

Your Data Protection Rights

Subject to the conditions and exceptions provided by applicable law, you may have the following rights in relation to your personal information:

• Right to be informed – the right to receive information about how your personal data is processed;
• Right of access – the right to ask whether we process your personal data and request a copy of that data;
• Right to rectification – the right to request correction of inaccurate or incomplete personal data;
• Right to erasure – the right, in certain circumstances, to request deletion of your personal data;
• Right to restriction – the right, in certain circumstances, to request restriction of processing;
• Right to data portability – the right, where applicable, to receive personal data you have provided in a structured, commonly used and machine-readable format;
• Right to object – the right to object to certain processing based on legitimate interests and to object to direct marketing;
• Right to withdraw consent – where processing is based on your consent, you may withdraw that consent at any time;
• Rights relating to automated decision-making – rights may apply where decisions producing legal or similarly significant effects are made solely by automated means.

Withdrawal of consent does not affect the lawfulness of processing carried out before consent was withdrawn.

Exercising Your Rights

If you wish to exercise a data protection right or have a question about how Delamode Finland processes your personal information, please contact us at:

We may need to request additional information to verify your identity before responding to a request.

We will respond without undue delay and normally within one month of receiving a valid request. Where permitted by law, this period may be extended where a request is particularly complex or where a number of requests have been received.

Privacy Contact

Privacy and data protection enquiries relating to Delamode Finland can be sent to: [email protected] .

If a separate Data Protection Officer or corporate privacy contact is appointed for matters relating to Delamode Finland, the relevant contact information may be provided here or communicated to you where appropriate.

Data Protection Principles

When processing personal data, we aim to:

• Process personal data lawfully, fairly and transparently;
• Collect personal data for specified, explicit and legitimate purposes;
• Limit personal data to what is adequate, relevant and necessary for the relevant purpose;
• Take reasonable steps to ensure personal data is accurate and kept up to date where necessary;
• Retain personal data only for as long as necessary;
• Protect personal data using appropriate organisational and technical safeguards.

Making a Complaint

If you have concerns about the way we process your personal data, we encourage you to contact Delamode Finland first so that we can review the matter.

You also have the right to lodge a complaint with the competent data protection supervisory authority.

In Finland, the supervisory authority is the Office of the Data Protection Ombudsman.

Changes to This Privacy & Cookies Policy

We may update this Privacy & Cookies Policy from time to time to reflect changes to our services, website technologies, business operations or legal requirements.

Where appropriate, an updated version will be published on this page together with an updated revision date.