Last updated: 9 October 2026
This privacy notice explains how Rokmind Oy processes the personal data of clients, prospective clients, coaching participants, people who contact us or book appointments, and visitors to our website. Personal data is processed in accordance with the EU General Data Protection Regulation (EU) 2016/679 (GDPR), the Finnish Data Protection Act and other applicable legislation.
1. Data controller
Rokmind Oy Business ID: 2839234-1 Suokrouvintie 2 B, 02700 Kauniainen, Finland Telephone: +358 50 560 2851
2. Contact person for data protection matters
Melina Näätänen Rokmind Oy Telephone: +358 50 560 2851 Email: mellu@rokmind.fi
Please send any requests or questions about data protection to the contact details above. Where necessary, we may request additional information to verify your identity.
3. Purposes and legal bases for processing personal data
Rokmind processes personal data only for predefined and appropriate purposes. These include, in particular:
- handling enquiries, meetings and appointment bookings;
- managing client and partner relationships, and planning, delivering and developing services;
- delivering coaching, workshops, advisory sessions, assessments and other agreed services;
- managing contracts, proposals, orders, invoicing and other client administration;
- communicating with clients, collecting feedback and developing services;
- communicating about Rokmind’s services and content, and conducting B2B marketing in accordance with applicable legislation;
- maintaining, securing and developing our website and digital services; and
- meeting legal obligations.
Depending on the situation, processing may be based on a contract or steps taken before entering into a contract, Rokmind’s legitimate interests in managing client and partner relationships and developing its business, the individual’s consent where consent is required, or a legal obligation applicable to Rokmind.
Where processing is based on legitimate interests, we assess whether it is necessary and balance those interests against the individual’s rights and reasonable expectations.
4. Personal data we process
We process only the personal data necessary for the relevant purpose. Categories of data may include:
- name, job title, organisation and other basic professional information;
- contact details, such as email address, telephone number and postal address;
- information relating to appointment bookings, meetings and enquiries;
- information relating to client and contractual relationships, such as proposals, orders, invoicing details and correspondence;
- information about participation in coaching and workshops;
- goals, feedback, observations and other information provided by a participant or client organisation that is necessary to deliver coaching;
- information obtained through agreed assessment and development tools when these are used as part of coaching; and
- technical usage and log data from our website and digital services, such as IP addresses, browser and device information, and cookie-related information where applicable.
As a rule, Rokmind does not request or collect special categories of personal data, such as health data. If processing such information is exceptionally necessary, we ensure that there is a separate lawful basis and appropriate safeguards.
5. Sources of personal data
We obtain information primarily from the individuals concerned, client or partner organisations, coaching participants, and through the use of Rokmind’s services. Company and contact information may also be obtained from public and reliable sources, such as company websites and public sources of business and contact information, where appropriate for the purpose of processing.
6. Recipients and processors of personal data
Within Rokmind, personal data is processed only by people whose duties require it. To the extent necessary for the purpose of processing, data may be shared with coaches and other experts contracted by Rokmind who are bound by confidentiality and data protection obligations.
Rokmind also uses service providers for purposes such as communications, appointment bookings, its website, file storage, assessment tools and other technical services. These providers process personal data on Rokmind’s behalf in accordance with agreed terms and data protection requirements.
Personal data is not sold to third parties. Data may be disclosed to public authorities or other parties where required by law.
7. Transfers of personal data outside the European Economic Area
Rokmind aims to use services that process personal data within the EU or the European Economic Area. However, some technical service providers may also process data outside the EEA. In such cases, transfers take place in accordance with data protection legislation, for example on the basis of a European Commission adequacy decision, standard contractual clauses or another approved transfer mechanism.
8. Retention of personal data
Personal data is retained only for as long as necessary to fulfil the purposes described in this notice or to meet legal obligations.
Information relating to client and contractual relationships is retained for the duration of the client relationship and afterwards for as long as necessary, for example to meet contractual responsibilities, accounting obligations or legal claims. We regularly assess whether information about prospective clients and marketing contacts is still needed, and delete or update it when there is no longer a justified purpose for retaining it or the individual objects to direct marketing. Personal data relating to coaching, assessments and participation is retained only for the period required by the agreed service and its purpose.
When there is no longer a basis for retaining data, it is appropriately deleted or anonymised.
9. Protection of personal data
Personal data is stored mainly in electronic systems protected by appropriate technical and organisational measures. Access rights are limited according to duties. Systems are protected through measures including individual user accounts and passwords, and other security measures appropriate to the circumstances.
Rokmind requires service providers and contractual partners that process personal data to maintain appropriate data protection and information security. Any personal data breaches are handled in accordance with the GDPR and, where necessary, reported to the supervisory authority and the individuals concerned.
10. Your rights
Subject to the conditions set out in the GDPR, you have the right to:
- obtain confirmation of whether personal data concerning you is being processed and access that data;
- request the correction of inaccurate or incomplete data;
- request the erasure of personal data;
- request the restriction of processing;
- object to the processing of personal data where processing is based on legitimate interests;
- object at any time to the use of personal data for direct marketing;
- receive data you have provided in a structured, machine-readable format and transfer it to another controller where the conditions for data portability are met; and
- withdraw your consent at any time where processing is based on consent. Withdrawing consent does not affect the lawfulness of processing carried out before the withdrawal.
You can submit a request to exercise your rights to our contact person for data protection matters. Rokmind responds to requests within the time limits set out in the GDPR.
You also have the right to lodge a complaint with a supervisory authority if you believe that the processing of your personal data breaches data protection legislation. In Finland, the supervisory authority is the Office of the Data Protection Ombudsman.
11. Automated decision-making and profiling
Rokmind does not make decisions based solely on automated processing of personal data that produce legal effects concerning an individual or have similarly significant effects.
The assessment and development tools used in coaching support development and discussion. They are not used to make automated decisions about an individual’s rights, status or treatment.
12. Website, cookies and appointment bookings
Rokmind’s website and related services may process technical data to ensure that the website functions properly and to support security and user experience. Non-essential cookies and similar technologies are based on the user’s choices and consent where required by law.
When a person books an appointment, sends an enquiry or registers for a meeting, the personal data provided is used to arrange that contact or meeting, to communicate about it and to manage any subsequent client relationship in accordance with this privacy notice.
13. Changes to this privacy notice
Rokmind may update this privacy notice if legislation, services or personal data processing practices change. The current version is published on Rokmind’s website, with the date of the latest update shown on the page.