Privacy Policy

_Last updated: 1.11.2025

1. Who We Are

This website is operated by ESS Warehouse oy Ltd, registered in Finland.   Email: info@kotkanvarasto.fi Address: Sorvaajantie 4, 48230 Kotka Finland

We are the data controller responsible for processing your personal data in accordance with the EU General Data Protection Regulation (GDPR).

2. What Data We Collect

We collect and process the following types of personal data:

  • Account data: name, email address, password hash  
  • Order data: items ordered, billing and delivery address, phone number, invoice details  
  • Technical data:essential cookies for login sessions and website functionality  

We do not collect or store any payment card details.

3. Why We Collect Your Data

Your personal data is processed for the following purposes:

  • To register and manage your user account  
  • To process and deliver your orders  
  • To issue invoices and maintain accounting records (as required by Finnish law)  
  • To provide customer support and respond to inquiries  
  • To maintain website security and prevent misuse

4. Legal Basis for Processing

We process personal data based on:

  • Contractual necessity (to fulfill orders and provide services);
  • Legal obligation (to maintain tax and accounting records);
  • User consent (for creating an account and storing login credentials).

5. Data Retention

  • Account data is stored as long as your account is active.  
  • Order and invoice data are stored for 6 years, in accordance with Finnish accounting laws.  
  • You may request deletion of your account at any time (see section 8).  

After deletion, we retain only data required by law.

6. Data Sharing

We only share data with trusted third parties necessary for service delivery, such as:

  • Hosting and infrastructure providers  
  • Accounting or invoicing services  
  • Email delivery providers  

All third parties operate under GDPR-compliant Data Processing Agreements (DPAs).

7. Cookies

We use only essential cookies required for website operation and authentication.   We do not use tracking or marketing cookies.   If we enable analytics in the future, you will be asked for separate consent.

8. Your Rights

Under the GDPR, you have the right to:

  • Access your personal data  
  • Correct or update incorrect information  
  • Request deletion of your account and personal data  
  • Request restriction of processing  
  • Obtain a copy of your data (data portability)  
  • Lodge a complaint with the Office of the Data Protection Ombudsman (Tietosuojavaltuutetun toimisto) in Finland  

To exercise these rights, contact us at infokotkanvarasto.fi.

9. Data Security

  • All communication is encrypted via HTTPS.  
  • Passwords are securely hashed (no plain text).  
  • Access to databases is restricted to authorized personnel only.  
  • Regular backups are encrypted and securely stored.

10. Changes to This Policy

We may update this Privacy Policy from time to time. The latest version is always available on this page.

Contact:  Kotkanvarasto oy Email: info@kotkanvarasto.fi Address: Sorvaajantie 4, 48230 Kotka, Finland