Privacy Policy

1. General

This privacy policy describes how IsoFan Oy ("we", "us") processes personal data when you use our website isofan.fi, our energy calculators, or contact us through a form.

We process personal data in accordance with the EU General Data Protection Regulation (GDPR) and applicable national legislation.

2. Data Controller

IsoFan Oy
Business ID: 3512918-9
Address: Finerintie 50B, 03250 Vihti, Finland
Email: info@isofan.fi
Phone: +358 41 315 9285

3. Personal Data We Collect

3.1 Contact Form

When you send a message through the website contact form (for example on the About Us page or a product page contact form), we collect the information you provide:

• name
• email address
• phone number (if you provide it)
• message content (if you write a message)
• product name (if you contact us about a specific product)
• submission time

The message is stored in our service database (MongoDB). The message is not sent automatically by email through an external messaging service. Only authorized IsoFan administrators can read messages in the admin panel under Contact Requests, so we can respond to your inquiry.

3.2 Energy Calculators

When you use the energy calculator for fans (/laskuri/tuulettimet) and generate a calculation, we collect the information you enter in the form. This may include:

• contact details (name, email, phone number)
• project name and address
• building and energy data for the calculation
• calculation results and quotation/report data
• location-related technical data (e.g. coordinates)

Calculator data is stored in our service database so we can process your quotation request and maintain the calculation. In the fan calculator, you confirm acceptance of data storage by submitting the form.

The calculator may also store some form data in your browser's local storage (localStorage) so you can continue filling in the form. This data remains on your device unless you remove it in your browser settings.

3.3 Website Use, Cookies, and Marketing Measurement

In connection with the technical operation of the website and remembering cookie preferences, we process information such as:

• cookie consent choice (accepted / rejected)
• technical data for providing the service (e.g. IP address, browser type, device type via server logs)

If you accept Accept all in the cookie banner, we use the Google Ads marketing tag (Google tag, ID AW-18248781689) to measure conversions. Conversions are measured, for example, when you call us from a phone link on the website, submit a contact form, or download a fan calculator PDF report. Marketing cookies and conversion measurement are not used if you choose Essential only.

3.4 Administrator Login

Only authorized administrators can access the website admin panel. Login is handled through the Kinde authentication service. Kinde processes administrator identification data (e.g. email and login credentials) to provide the service.

4. Purposes of Processing

We process personal data for the following purposes:

• receiving and processing contact requests
• carrying out energy calculations and quotation requests
• customer service and responding to inquiries
• measuring marketing effectiveness (only with consent)
• ensuring service security and technical operation
• complying with legal obligations

5. Legal Bases

• Consent (GDPR 6(1)(a)): marketing use of cookies and Google Ads conversion measurement
• Performance of a contract or steps prior to entering into a contract (GDPR 6(1)(b)): processing calculator and contact data when you request a quotation or calculation
• Legitimate interest (GDPR 6(1)(f)): storing contact and calculation data for customer service and the quotation process, service security, and preventing misuse
• Legal obligation (GDPR 6(1)(c)): accounting and tax obligations where applicable

6. Disclosure of Data and Processors

We do not sell your personal data. Data is disclosed only to the following parties to operate our service:

• MongoDB Atlas — database where contact messages and calculator data are stored
• Vercel — website hosting and application runtime
• Google Ireland Limited / Google LLC — Google Ads conversion measurement based on consent
• Kinde — administrator login to the admin panel
• OpenStreetMap Nominatim — address search in calculators (search terms and location data)
• Open-Meteo — weather data for calculations in certain calculation scenarios (coordinates and year)

Processors operate under their own privacy terms. If data is transferred outside the EU/EEA, the transfer is based on appropriate safeguards (e.g. EU Standard Contractual Clauses or an adequacy decision), where applicable.

7. Retention Periods

• Contact requests: as long as necessary to process the inquiry and manage the customer relationship, or until you request deletion — typically up to 24 months from the last contact, unless longer retention is required
• Calculator data: as long as the quotation or customer process requires — typically up to 36 months from the calculation, unless longer retention is required due to a contractual relationship or legislation
• Cookie consent data: up to 180 days
• Server logs: for a limited period for technical maintenance and security

When the retention basis ends, data is deleted or anonymized appropriately.

8. Data Security

We protect personal data with appropriate technical and organizational measures, such as:

• encrypted data transmission (HTTPS/TLS)
• access restricted to authorized administrators only
• data stored in a secure cloud database

9. Cookies and Local Storage

9.1 Essential

• isofan_cookie_consent_v1 — cookie and/or localStorage; stores your cookie choice (accepted or rejected); up to 180 days
• administrator session data when logging into the admin panel (Kinde)

9.2 Marketing and Measurement Cookies (only with consent)

The Google Ads tag (AW-18248781689) and related cookies are activated only if you accept all cookies. Google may set identifiers related to conversions and advertising. More information: Google Privacy Policy.

9.3 Calculator localStorage

The energy calculator may store a draft of the form in your browser's localStorage. You can remove the data by clearing the website's stored data in your browser.

You can change your cookie choice by removing cookies and the website's localStorage data from your browser — the banner will be shown again on your next visit.

10. Your Rights

You have the following rights, where applicable:

• right of access to your data
• right to rectification
• right to erasure
• right to restriction of processing
• right to data portability
• right to object to processing
• right to withdraw consent at any time (without affecting the lawfulness of prior processing)

You can send requests to info@isofan.fi. We usually respond within one month.

11. Right to Lodge a Complaint

You may lodge a complaint with a supervisory authority if you believe your personal data is processed in violation of data protection legislation. In Finland, the supervisory authority is the Office of the Data Protection Ombudsman.

12. Changes to This Policy

We may update this privacy policy when the service or legislation changes. We will announce significant changes on the website. The current version is always available on this page.

13. Privacy Contact

If you have questions about the processing of your personal data, please contact: