Conciena privacy notice

12 November 2026

This notice covers the Conciena service's own business marketing, the sign-up form on the website, the customer service we handle on our customers' behalf, and the technical use of the website.

Controller and contact details

Tabuloid Tmi, business ID 2082986-0. Questions and requests concerning data protection can be sent to conciena@conciena.com.

Whose data we process

We process the data of the recipients of Conciena's marketing messages, persons who send us messages or submit the sign-up form on the conciena.com website, and visitors to the conciena.com website. The data concerns work-related and business contacts. In addition, on behalf of our customers, we process the data of persons who contact their customer service when the customer company has directed those contacts to be handled by our AI customer-service employee.

What data we process and where we obtain it

We may process a person's name, job title, company, work email address, work phone number, the address of the public source page and the date of retrieval. We also process the messages we have sent, the replies we have received, the time of contact and a record of whether the person or company has declined further contact. When we handle customer service on behalf of our customer, we process the information the caller provides, such as their name, phone number and the matter at hand, as well as the time and content of the contact; calls are recorded, and a written summary of the recording is prepared for our customer. The caller is informed of this at the start of the contact. The server may store ordinary log data about the use of the website, such as the IP address, the time of the request and the page requested.

When you submit the sign-up form on the conciena.com website, we process the website address and the work email address you enter, the time of the submission and the IP address from which the form was sent.

We obtain contact details from the person themselves and from public sources, such as company websites and public business registers. We do not collect contact data from services that require a login. Together with contact data obtained from public sources we store the source and the date of retrieval.

What we use the data for and on what basis

We use the data of company contact persons for targeted business marketing of the Conciena service. The basis for this processing is our legitimate interest in marketing our service to companies (Article 6(1)(f) of the General Data Protection Regulation). We target our marketing on the basis of public information related to the person's work role and weigh our legitimate interest against the rights of the data subjects.

We use the data in messages sent to us to respond to the contact and to manage the customer relationship on the basis of legitimate interest. If the person is themselves a party to a contract, the basis for processing in that respect may also be the preparation or performance of the contract. We use server log data to maintain the operation and security of the website on the basis of legitimate interest.

We use the website address and email address given in the sign-up form to build the requested AI customer-service employee from the public content of that website and to contact you about it. The basis for this processing is taking steps at your request before entering into a contract and our legitimate interest in responding to your request (Article 6(1)(b) and (f) of the General Data Protection Regulation). We use the IP address only to prevent abuse of the form: it is included in the notification we receive of the submission, and a pseudonymized form of it is kept on the server for at most one hour to limit repeated submissions.

Conciena's customer-service employee is an AI. We use AI tools to answer and summarize the calls we handle on our customers' behalf and to draft our own marketing messages. At the start of a call the AI employee states that it is an AI. The AI employee does not make decisions about persons that would have legal effects or similarly significant effects.

When the AI employee handles customer service on behalf of our customer company, the customer company is the controller of the callers' data and we process the data on its behalf and according to its instructions. We use the data only to handle the contact, to prepare the summary for our customer and to assure the quality of the service and the invoicing. Requests concerning the caller's rights may be addressed to the customer company or to us, and we forward them where necessary.

Who we disclose data to

The providers of our website, email, database, telephony, speech recognition and AI-assisted processing may process data on our behalf. In customer service we disclose the details of a contact only to the customer company on whose behalf the contact was handled. We do not sell personal data.

Transfers outside the EU and EEA

Some of the service providers we use process personal data outside the EU and EEA, including in the United States. We make sure that such transfers meet the requirements of Chapter V of the General Data Protection Regulation. A transfer may be based on a European Commission adequacy decision, if the recipient falls within the scope of the decision, or on standard contractual clauses approved by the Commission. You can ask about transfers and the safeguards used at conciena@conciena.com.

How long we keep data

As a rule we keep personal data for no more than 12 months from the last contact or, if no contact has been made, from the collection of the data. We keep data longer only where there is a lawful and documented reason, such as managing an ongoing customer relationship or a statutory obligation. We delete unnecessary and inaccurate data earlier. We keep the recordings and transcripts of contacts handled on behalf of our customers only as long as preparing the summary, assuring the quality of the service and the invoicing and statutory obligations require, and in any case not unnecessarily long. We keep the information needed to honor an objection to contact for as long as we carry out similar marketing, so that we do not contact the person or company again against their objection.

Your rights

You may request access to your data, rectification of inaccurate data or erasure of data, and you may request restriction of processing. You may object to processing based on legitimate interest. You may at any time object to the use of your personal data for direct marketing; after that we no longer process it for direct marketing. You can object by replying "No thanks" to a message or by writing to conciena@conciena.com. We keep the record needed to honor the objection.

You may lodge a complaint with the Office of the Data Protection Ombudsman of Finland. Instructions are available at tietosuoja.fi.

Cookies on the site

Conciena.com uses no cookies, analytics scripts or external page resources. The sign-up form on the front page sends the website address and email address you enter to us, as described above; other contacts open the user's own email application. The server's technical log data is processed as described above.