Privacy Notice – RELEX Sales And Marketing

February 21, 2025

This privacy notice (“privacy notice” informs you about how Retail Logistics Excellence – RELEX Oy (“RELEX Oy”) and its affiliated companies globally (jointly “RELEX“) process information collected for sales, marketing activities, and associated account management purposes. The individuals in scope of this policy are typically contact persons and other relevant individuals of RELEX’s customers and prospective customers.

In this privacy notice, “you” refers to the contact person of a RELEX customer or prospective customer whose personal data is processed. “Personal data” refers to your personal data processed under this privacy notice.

This privacy notice explains what types of personal data RELEX may process and for what purposes and with whom we may share such personal data. It also explains the choices you have regarding our processing of your personal data and how you can exercise your rights.

Data Controller

RELEX maintains the RELEX customer register for its own business purposes. Other RELEX affiliates may process personal data on RELEX Oy’s behalf for the purposes specified in this notice.

What data is processed?

RELEX collects personal data directly from you and from publicly available sources to the extent relevant and permitted by applicable local law. RELEX may combine the personal data that you provide with other data which is available to RELEX either based on the business relationship with your company (RELEX customer or prospective customer) or from public sources. Your personal data processed under this privacy notice includes the following:

Information that you submit to RELEX or is collected by RELEX from other sources	– Name – Business email address – Phone number – Job title – Company name – Business address – Country – Country of IP address – Social media profiles (such as LinkedIn profile information) – Dietary requirements – Your interaction with RELEX employees – How you first heard about RELEX – The nature of engagement (such as the nature of a request for follow-up or the products of interest.)
Correspondence history	RELEX may link the chat, instant messaging, and email conversations you have had with RELEX representatives to your record in the RELEX customer register.
Cookies and other technical information used to track our digital interaction	When you access the RELEX website, our web analytics partners automatically create records that track your visit and associated engagements.     Cookies, unique identifiers (such as device marketing IDs, tracking and marketing IDs), and other tracking technologies are also used to follow up on your interactions with RELEX’s website, the content therein, or with our emails.   We also use technology to identify the organization you’re visiting from, using anonymous web visits, to help us understand which companies are visiting our web pages.   Please see RELEX website privacy notice for more details.

Our purposes for processing

Your personal data is collected, used, stored, and otherwise processed generally for the following high-level purposes:

relationship management with our customers and their representatives,
reaching out to new customers via their identified representatives,
marketing and digital marketing activities and measurement of the same,
organizing events.

These purposes include activities such as:

managing, maintaining, developing and analyzing the relationship between RELEX and its customers and customer satisfaction and conducting related communications with you.
planning and development of our business activities and services as well as conducting customer surveys.
tracking your interaction and interests with us.
establishing and developing relationships between RELEX and correct representatives of potential customers with the help of 3^rd party contact data providers.
market analysis, segmentation and sentiment tracking, which involve use of personal data at contact level.
for communication, digital marketing and direct marketing activities. Such activities may take place in a variety of forms, including phone, email, digital marketing or personal meetings.
gathering information about the quality and effectiveness of our marketing activities, including measuring the performance of digital channels (websites, paid advertising) and segmenting audiences.
organizing events, where we track the attendances and conduct follow-up on attendees.

Legal basis

Customer relationship. RELEX has a legitimate interest in processing your personal data for the purposes of analyzing and administering our relationship with our customers, communicating with our customers and with relevant individuals within the organization, organizing and communicating of our events, gathering information about the market needs, our customers’ needs and sentiments as well as quality and effectiveness of our marketing activities, and combining and categorizing data among the purposes set out above.

Sales and marketing activities. RELEX has a legitimate interest in marketing products and services to potential customers and their contact persons as well as collecting data to communicate with the appropriate individuals.

Direct marketing. RELEX has a legitimate interest in marketing its products and services based on collected and personal data. In many jurisdictions, this also extends to marketing messaging. Where such activities take the form of direct marketing messaging, this is balanced by the recipient’s ability to opt-out from such messaging. Some jurisdictions require direct marketing messages to be based on your consent. RELEX complies accordingly with relevant laws regarding marketing messaging.

Digital engagement tracking. When we track your interests and engagement on our websites or correspondence, we do so with your consent. Your consent to receive marketing messages from us also controls tracking pixels in RELEX marketing emails. Most email applications enable you to control sender’s capability to track your interaction with the message based on your choice of loading or not loading the associated pictures in the message.

Note that not all electronic communications are about direct marketing. For example, RELEX has a contractual obligation to communicate with our existing customers’ contact persons to inform and communicate on various practical and commercial items. RELEX messages may thus include marketing messages, service messages, surveys and other kinds of messages. While we may utilize the same tooling, we always make sure that the type and intent of our messaging is clear.

Source of personal data

We obtain business contact details from sales intelligence tools like Zoominfo, Apollo, and Lusha. We also may acquire some personal data relating to you when we gather market insights with the help of providers such as Clearbit, 6Sense Insights, and HG Insights.

As part of our business relationship with our customers, we maintain records that may include your contact details and relevant professional information. That data is enriched on how the customer company, and its employees, utilize our services and communicate with us. Personal data may also come directly from you through other interactions with our personnel, survey responses, feedback, website, emails, ads, social media, or professional portals.

Such data collection is explained for example in RELEX partner portal privacy notice as well as in RELEX website privacy notice.

Providing personal data is generally optional, especially if your employer has no prior relationship with RELEX. However, certain services, like event registration, require specific information. If you work for a RELEX customer, we may already have your data to facilitate contractual collaboration. Without key customer personnel data, RELEX cannot fulfill its contractual obligations.

For the most part, RELEX either has your personal data from the above sources or, when asked, you may freely decide not to provide us with your personal data. You can also always opt out from our marketing communications or otherwise indicate to RELEX that your personal data should not be used for sales, collaboration and marketing communications.

Transfer of personal data to processors

By default, RELEX limits the processing of personal data to its own organization and affiliates. However, We need the help of third-party processors to maintain our customer register and undertake associated sales and marketing operations.

Your personal data may be made accessible to that effect to RELEX’s service providers. Such entities (“processors”) include:

Salesforce – Customer relationship management
Hubspot – Marketing automation
Folloze – Landing page & analysis
6Sense – Account based marketing
Salesloft – Sales outreach
Influ2 – Digital advertising
Livestorm – Event management
Microsoft – Integration

More detailed information on such processors can be found in RELEX website privacy notice.

International transfers

RELEX operates globally. While we strive to store your personal data within the European Union, part of our own organization and the providers of tools and associated services we use are located or operate outside the European Union. Consequently, some of your personal data will be stored in or accessed from countries outside the European Union/EEA and hence transferred thereto.

When transferring your personal data outside the European Union, we will ensure that the transfer is legal and safe by concluding agreements based on the European Union Commission’s standard contractual clauses with the recipient of the personal data and/or taking other safeguards.

Where the personal data is processed by RELEX affiliates we require each RELEX employee to handle your personal data in accordance with our privacy commitments to you.

You can request additional details regarding the transfer and the appropriate safeguards in place and obtain a copy of the related documents. See the end of this notice for contact information.

Disclosures of personal data to third parties

In addition to utilizing third party processors to conduct our sales and marketing activities, related personal data is shared to independently operating third parties in selected scenarios. RELEX shares necessary personal data with the following types of entities:

RELEX partners involved in sales, delivery, and/or integration of RELEX’s solutions to achieve seamless collaboration among multiple parties.
Major digital advertising platforms such as Google and LinkedIn, to plan and follow up on focused marketing activities and better reach and engage with you on those platforms. This may also include other advertising and automation companies providing RELEX with related analytical capabilities.

Other uses or disclosures of your personal data

Corporate mergers and acquisitions: When RELEX takes steps to sell, buy, merge, or otherwise reorganize its businesses in certain countries, this may involve disclosing personal data to prospective or actual purchasers, sellers or partners and their advisers. In such circumstances, RELEX will take all reasonable steps to ensure that appropriate measures to protect personal data are taken by such prospective or actual purchasers, sellers or partners and their advisors.

There may also be circumstances not covered by this notice where processing or disclosure of your personal data may be justified or permitted. For example, complying with a court order, or a warrant issued by the authorities, where we are compelled to produce the information. 

Other circumstances in which there may be a justifiable legitimate interest in disclosing your personal data to a third party include addressing an ongoing problem, or where we need to meet the legitimate information requirements of other third parties. In any such action, we act according to the applicable laws.

Retention

Your personal data will be processed:

In the case of an existing customer relationship, as long as it is necessary for the purposes of maintaining and developing customer relationships with the customer whose contact person you are; and
In the case of prospective customers, as long as there is a legitimate need for RELEX to retain the personal data for sales, marketing, communication and other like purposes.

RELEX will periodically review the contacts in the customer register to ensure that personal data is kept only to the extent it is justifiable in accordance with the above.

Security

RELEX has implemented appropriate technical and organizational measures to ensure sufficient data security. These measures are designed to prevent unauthorized access to your personal data and any unauthorized manipulation of it. This includes restricting access to your personal data and hosting it with service providers that can demonstrate an adequate level of data security.

Exercising your rights

You have the following rights regarding your personal data that we have gathered:

You have the right to access and obtain a copy of the personal data that we can identify pertaining to you.
Should you find any errors in your personal data, you can request that these errors be corrected.
You have a right to object to our collection and the use of your personal data if our use of your personal data infringes on your rights more extensively than what can objectively be deemed permissible.
You may request us to cease storing your personal data when we no longer have a defensible need to store it or as otherwise allowed by applicable data protection law.
If you establish that the personal data we have on you is incorrect or we have no legal right to use it, you may request us to cease any further processing of your personal data and only store it until the issue is resolved.
Where our collection of personal data is based on user consent, you may also withdraw your consent via the appropriate settings.

If you have questions about the data processing that RELEX performs for our own purposes or if you want to exercise your rights under applicable laws such as the General Data Protection Regulation in the EU, our contact information can be found below.

If you simply want to opt out of electronic communications, please use the opt out functionality in the emails that you have received from us.

If you feel that RELEX is not fulfilling your statutory rights, you have the right to lodge a complaint with the Finnish Data Protection Ombudsman

Profiling

RELEX uses personal data collected to target communication to different groups of customers or prospective customers, including identified and most relevant representatives of such customers, based on various characteristics, such as geographic location or industry. Personal data is not otherwise used for profiling or automated decision-making.

RELEX contact information

RELEX Oy acts as the data controller for personal data covered by this privacy notice: 

Retail Logistics Excellence – RELEX Oy 
Business ID FI 1963444-1 
Address: Postintaival 7, FI-00230 Helsinki, Finland 
Website: www.relexsolutions.com 

The contact person for matters relating to this privacy notice at RELEX is: 
RELEX Privacy Director: Hannes Saarinen, privacy@relexsolutions.com

Other RELEX affiliates may process personal data on RELEX Oy’s behalf for the purposes specified in this privacy notice.

Changes

To keep this notice up to date, we will make changes and additions from time to time. We will publish the changed notice on our website or on any other channel where this privacy notice has previously been made available. Any changes will apply from the date that we publish the revised notice.