top of page

PRIVACY POLICY

At Rovaniemi Gear Rental & Luggage Storage, we respect your privacy and only collect the personal information necessary to manage your booking and provide the requested rental or luggage storage service.

​

1. Data Controller

​

The data controller responsible for your personal information is:

Legal company name: [INSERT LEGAL COMPANY NAME]
Trading name: Rovaniemi Gear Rental & Luggage Storage
Business ID: 3559704-6
Address: Kansankatu 2, Rovaniemi, Finland
Email: info@rovaniemirls.com
Telephone:+358 40 6309016

​

2. Information We Collect

We only collect the information necessary to process and manage your booking, which may include:

  • Full name

  • Email address

  • Telephone number

  • Booking dates and times

  • Rented items

  • Clothing or footwear sizes

  • Number and type of luggage items

  • Collection and return information

  • Accommodation or delivery address, when delivery has been requested

  • Payment status and transaction reference

  • Communications related to the booking

We do not collect personal information that is not necessary for the provision of the booked service.

We do not normally store complete bank card details. Card payments are processed securely through the payment provider available during checkout.

​

3. How We Use Your Information

Your personal information is used exclusively to:

  • Process and confirm your booking.

  • Prepare the requested rental equipment.

  • Manage luggage storage.

  • Arrange collection, return or delivery.

  • Contact you regarding your booking.

  • Process payments, cancellations or refunds.

  • Resolve incidents involving damaged, missing or unreturned equipment.

  • Comply with accounting, tax and other legal obligations.

Your information will not be used for unrelated purposes without your consent.

​

4. Legal Basis for Processing

We process your personal information because it is necessary to:

  • Take steps at your request before confirming a booking.

  • Perform the rental or luggage storage agreement.

  • Process the corresponding payment.

  • Comply with Finnish accounting, tax and legal obligations.

  • Protect our legitimate interests in the event of damaged, lost, stolen or unreturned rental equipment.

  •  

5. Data Retention

Personal information collected for bookings is retained only for the time necessary to manage the booking and provide the service.

At the end of each operating season, customer contact details and booking information that are no longer required will be securely deleted.

Only information that must be retained for accounting, tax, legal or dispute-resolution purposes will be kept for the period required by Finnish law.

Information may also be retained for longer when necessary to manage:

  • An outstanding payment.

  • A complaint or refund.

  • Damaged, lost or unreturned equipment.

  • Uncollected luggage.

  • An insurance matter or legal claim.

Once the applicable retention period has expired, the information will be securely deleted or anonymised.

​

6. Sharing Personal Information

We do not sell, rent or share customer information with third parties for advertising, marketing or commercial purposes.

Personal information is only made available when strictly necessary to:

  • Process the booking or payment.

  • Operate the website or booking system.

  • Maintain legally required accounting records.

  • Comply with a legal obligation or official request.

  • Protect our legal rights or investigate fraud, theft or another security incident.

Service providers that technically process information on our behalf, such as website, booking or payment platforms, may only use the information to provide the contracted service and must process it in accordance with applicable data protection legislation.

 

7. Payment Information

Payments may be processed through an external secure payment provider.

The payment provider may receive the information necessary to authorise and process the transaction. We do not normally receive or store the customer’s complete bank card details.

We may retain limited payment information, such as:

  • Amount paid

  • Payment status

  • Transaction reference

  • Payment date

  • Refund information

This information may be retained where necessary for accounting and tax purposes.

​

8. Data Security

We take reasonable technical and organisational measures to protect personal information against:

  • Unauthorised access

  • Loss

  • Misuse

  • Alteration

  • Disclosure

  • Destruction

Access to booking information is limited to authorised persons who require it to manage the service.

​

9. Cookies and Website Data

Our website may use essential cookies required for functions such as:

  • Online booking

  • Shopping cart

  • Secure payments

  • Language preferences

  • Website security

Optional analytics or marketing cookies will only be used where the visitor has provided consent through the website’s cookie settings.

Technical data generated by the website will not be used to personally identify visitors unless necessary for security, fraud prevention or legal compliance.

​

10. Your Rights

Under applicable data protection legislation, you may have the right to:

  • Request access to your personal information.

  • Ask us to correct inaccurate or incomplete information.

  • Request deletion of your information.

  • Request restriction of processing.

  • Object to certain processing.

  • Request the transfer of eligible information.

  • Withdraw consent where processing is based on consent.

  • Submit a complaint to the Finnish Data Protection Ombudsman.

A request for deletion cannot override legal obligations requiring us to retain accounting, tax, payment or legal records.

​

11. Exercising Your Rights

To exercise your rights or ask a question about your personal information, please contact:

Email: info@rovaniemirls.com

We may request reasonable proof of identity before providing, correcting or deleting personal information.

​

12. Children’s Information

Bookings must be made by an adult.

Where equipment is rented for a child, we only collect the information necessary to provide the correct item, such as clothing or footwear size.

The adult making the booking is responsible for providing this information lawfully.

​

13. Changes to This Privacy Policy

We may update this Privacy Policy when our services, systems or legal obligations change.

The latest version will always be published on our website, together with the date of the most recent update.

​

bottom of page