Last updated: 27 October 2026
Muovihaka Oy respects the privacy of its customers, business partners and website visitors. This Privacy Policy explains what personal data we process, why we process it, how we protect it and what rights individuals have.
1. Data controller and contact details
Muovihaka Oy
Business ID: 0709764-2
Kuusimäentie 12
01900 Nurmijärvi, Finland
Telephone: +358 9 290 2220
Email: info@muovihaka.com
Website: www.muovihaka.com
For privacy-related questions or requests concerning your personal data, please contact info@muovihaka.com.
2. Purposes of processing personal data
We process personal data for the following purposes:
- Managing customer relationships and providing customer service.
- Handling quotation requests and enquiries.
- Managing online store customer accounts.
- Receiving, processing and delivering orders.
- Planning and providing installation services.
- Processing payments, invoicing and accounting.
- Handling complaints, returns and warranty matters.
- Maintaining the functionality and security of our website and online store.
- Analysing website usage and improving our services.
- Marketing and measuring advertising performance.
- Providing and improving AI-assisted product advice.
- Complying with legal obligations.
3. Categories and sources of personal data
Personal data we may process includes:
- Customer or contact person’s name.
- Company name and business contact details.
- Email address and telephone number.
- Delivery and billing addresses.
- Online store account and login details.
- Order, delivery and purchase history.
- Contents of quotation requests, enquiries and customer service messages.
- Information required for payment processing and invoicing.
- Information about installation sites and ordered services.
- Technical website usage data, such as IP address, browser details and cookie identifiers.
- Cookie preferences and analytics and advertising data.
- Messages entered into Muovihaka AI Chat and data collected through its separate question analytics.
We primarily obtain personal data directly from customers, for example through the online store, quotation request forms, email, telephone or AI Chat. Data is also generated when orders are processed and the website is used.
4. Legal bases for processing
Depending on the purpose, our processing relies on one of the following legal bases under the EU General Data Protection Regulation (GDPR):
- Contract or steps prior to entering into a contract: for example, processing orders, deliveries and requested quotations where this legal basis applies.
- Legal obligation: for example, processing required for accounting and taxation.
- Legitimate interests: for example, managing customer relationships, maintaining information security and improving services, where the conditions for relying on legitimate interests are met.
- Consent: for example, optional analytics and marketing cookies and electronic direct marketing based on consent.
Where processing is based on consent, you may withdraw that consent. Withdrawal does not affect the lawfulness of processing carried out before the withdrawal.
5. Online store customer accounts
Customers can register and create an account in Muovihaka Oy’s online store.
An account may contain the customer’s name, company information, contact details, delivery and billing addresses and order history. Login credentials are processed securely.
The account allows customers to use features intended for registered online store users.
Deleting a customer account
Customers may request deletion of their account by emailing Muovihaka Oy’s customer service at info@muovihaka.com.
When an account is deleted, we delete or anonymise personal data that we no longer have a lawful reason to retain. Certain information, including invoicing and accounting records, may need to be retained after account deletion to comply with legal obligations.
6. Online store payments and payment information
Customers can pay for purchases in Muovihaka Oy’s online store using online banking, payment cards and the available invoice and instalment payment options. Muovihaka Oy may also offer its own invoicing arrangement to business customers.
Online payments are processed through Paytrail Oyj.
Information necessary to complete a payment may be shared with Paytrail and the provider of the payment method selected by the customer.
Invoice and instalment payment providers may process personal data to identify customers, assess creditworthiness, make credit decisions and manage payments. Further information is available in the privacy policy of the selected payment service provider.
Muovihaka Oy processes order, customer, delivery and invoicing information to fulfil orders, provide customer service, maintain accounting records and handle returns and complaints.
When business customers use Muovihaka Oy’s own invoicing arrangement, we process information necessary for invoicing, monitoring payments and, where necessary, debt collection.
Payment and invoicing information is retained for as long as necessary for the relevant purposes and applicable statutory retention obligations.
7. Quotation requests, enquiries and customer service
When a customer requests a quotation, contacts us or asks for information about products or services, we process the information provided in order to respond and handle the matter.
We may use this information to prepare quotations, communicate with customers, process orders, arrange installation services and manage customer relationships.
Information necessary to provide installation and delivery services may be shared with partners involved in fulfilling those services.
8. Muovihaka AI Chat – AI-assisted product advice
Muovihaka AI Chat is available on Muovihaka Oy’s website to help customers find suitable products and matting solutions.
The service processes messages entered by customers and the context of the conversation to generate responses.
AI Chat uses OpenAI’s API service to generate responses. Conversation content is transmitted to the service provider for this purpose.
Customers should not enter personal identity numbers, payment card details, passwords, health information or other sensitive or unnecessary personal data into AI Chat.
Data sent through OpenAI’s API is not used to train OpenAI’s AI models by default unless data sharing for that purpose has been separately enabled.
OpenAI may process conversation content and related technical information, for example to maintain service security and prevent abuse. Any retention depends on the API features used, applicable settings and retention requirements.
AI Chat question analytics
Muovihaka Oy processes initial questions submitted to AI Chat to improve product advice, its product range and customer service.
The analytics records the first question in a conversation after automatic filtering, the time of the question, the conversation language and the products recommended by the AI.
Automatic filtering attempts to remove personal data such as email addresses, telephone numbers and other identifiers. If a question appears to contain identifying information, the question text is replaced with a generic label.
Automatic filtering cannot guarantee the removal of all personal data. Analytics data is therefore handled as personal data with appropriate privacy safeguards.
The analytics does not separately store an IP address, user identifier or the full conversation history.
The defined retention period for AI Chat question analytics is 30 days. Older records are automatically deleted through scheduled WordPress cleanup tasks and checks triggered by website traffic. Deletion may be delayed if the scheduling system or website traffic is interrupted.
The purpose of this processing is to identify common customer product needs, assess the relevance of product recommendations and improve Muovihaka Oy’s services.
The intended legal basis for processing personal data in question analytics is Muovihaka Oy’s legitimate interest in improving its services, provided that the applicability of this legal basis has been assessed and documented. Individuals have the right to object to processing based on legitimate interests.
9. Cookies and website analytics
Muovihaka Oy’s website uses cookies and similar technologies to enable website functionality, improve user experience, analyse usage and measure advertising performance.
We use CookieHub to manage cookie preferences.
The website may use the following categories of cookies:
- Strictly necessary cookies: cookies required for the operation and security of the website and online store.
- Preference cookies: for example, cookies that remember user choices and settings.
- Analytics cookies: cookies used to analyse website usage and performance.
- Marketing cookies: cookies used for advertising targeting and performance measurement.
Depending on the services and settings in use, website analytics and advertising services may include Google Analytics, Google Ads and Microsoft Clarity.
Optional cookies are used with the user’s consent where required by law.
Users can manage their cookie choices through CookieHub’s cookie settings. More information about the cookies in use, their purposes and retention periods is available in the cookie list provided by the cookie management service.
10. Recipients of personal data and service providers
Personal data is processed by authorised Muovihaka Oy personnel to the extent necessary for their duties.
We may also use external service providers, including:
- Website and online store hosting and maintenance providers.
- Payment processors and invoice and instalment payment providers.
- Invoicing, financial administration and accounting providers.
- Delivery and installation partners.
- Email and communications providers.
- Website analytics and advertising providers.
- Cookie management providers.
- Technology providers supporting AI-assisted product advice.
Personal data is shared or made available for processing only to the extent necessary to provide services, manage customer relationships or meet legal obligations.
11. Transfers of personal data outside the EU and EEA
Some of our international service providers may process personal data outside the European Union or European Economic Area.
Where personal data is transferred outside the EU or EEA, we comply with the requirements of applicable data protection legislation.
Transfers may be based, for example, on an adequacy decision by the European Commission or appropriate safeguards such as the European Commission’s Standard Contractual Clauses.
Further information about transfer mechanisms and safeguards can be requested from Muovihaka Oy.
12. Retention periods
We retain personal data only for as long as necessary for the purposes for which it is processed or to comply with legal obligations.
- Order and invoicing information: in accordance with applicable accounting and other statutory retention obligations.
- Quotation requests and customer communications: for as long as necessary to handle the matter, manage the customer relationship and address potential legal claims.
- Online store customer accounts: for as long as required for the account and customer relationship. After account deletion, only information with a continuing lawful retention basis is kept.
- Analytics and cookie data: according to the retention periods defined for the relevant service or cookie.
- AI Chat conversation data: technical processing and any retention depend on the API service used and its data retention settings.
- AI Chat question analytics: the defined retention period is 30 days; older records are deleted during automatic cleanup checks.
Information may be retained for longer where required by law or necessary for the establishment, exercise or defence of legal claims.
13. Protecting personal data
Muovihaka Oy protects personal data using appropriate technical and organisational measures.
Access to personal data is restricted to individuals who need it to perform their duties.
We seek to prevent unauthorised access, disclosure, alteration and loss of personal data.
14. Your data protection rights
Subject to applicable data protection law, you have the right to:
- Receive information about the processing of your personal data.
- Request access to personal data concerning you.
- Request correction of inaccurate or incomplete data.
- Request erasure of personal data where permitted by law.
- Request restriction of processing.
- Object to processing based on legitimate interests.
- Receive and transfer certain personal data to another service provider in applicable circumstances.
- Withdraw your consent.
The availability of these rights depends on the purpose and legal basis of the processing.
Requests to exercise your rights may be sent to info@muovihaka.com.
We respond within the time limits required by the GDPR. Where necessary, we may request additional information to verify your identity.
15. Right to lodge a complaint
If you believe that your personal data has been processed in breach of data protection law, you have the right to lodge a complaint with a competent supervisory authority.
In Finland, the supervisory authority is the Office of the Data Protection Ombudsman.
16. Changes to this Privacy Policy
Muovihaka Oy may update this Privacy Policy if its services, processing of personal data or applicable legislation change.
The current Privacy Policy is available on our website at www.muovihaka.com.