Privacy Policy

Intergrid is committed to protecting your privacy and ensuring the security of your personal data. This Privacy Policy explains what personal data we process, why we process it, who we share it with, and what rights you have.

It applies to visitors to our website, contact persons at our customer, supplier and partner organisations, users of Flow and our customer API, and people who call or send messages to our operator support line. Job applicants are covered by a separate recruitment privacy notice.

1. Data controller

Intergrid Oy (business ID 3364302-9), Kalevankatu 30, 00100 Helsinki, Finland, is the controller of the personal data described in this Privacy Policy. For any question about this policy or your personal data, contact isms@intergrid.fi.

2. Information we collect

  • Contact and professional information: name, job title, work email address, work phone number, organisation
  • Account information: user credentials, access rights, and logs of authentication and activity in Flow and our customer API
  • Communications data: correspondence with us; and, for our operator support line, the phone numbers involved, the time, length and status of calls, and the content of text messages
  • Technical data: IP address, browser and device type, operating system, and pages visited on our website

We do not record or transcribe telephone calls. If this changes, we will update this policy and inform affected organisations in advance.

3. How we collect data

  • Directly from you, when you contact us, fill in a form, or use our services
  • From your organisation, when it nominates you as a contact person or requests access to our services for you
  • Automatically, when you visit our website or use our services
  • From our telephony provider, when you call or send a message to our operator support line

4. Use of personal data

  • Providing, supporting and maintaining Flow, Autopilot and related services
  • Managing user access and keeping our services secure
  • Operating our 24/7 operator support and alerting service
  • Managing the business relationship with your organisation, including project coordination and invoicing
  • Responding to enquiries and requests
  • Sending marketing communications where you have asked to receive them
  • Detecting, investigating and responding to security incidents
  • Meeting our legal and regulatory obligations, including information security and energy sector requirements

5. Legal basis for processing

  • Performance of a contract — providing our services to your organisation and administering the relationship
  • Legitimate interests — operating and securing our services, running our support and alerting line, maintaining business relationships, and understanding how our website is used. We balance these interests against your rights and freedoms
  • Consent — marketing communications and non-essential cookies. You can withdraw consent at any time
  • Legal obligation — accounting, information security and energy sector regulation

6. Data sharing and disclosure

We use service providers who process personal data on our behalf. Each is bound by a data processing agreement and may use the data only to provide their service to us. These providers fall into the following categories:

  • Cloud infrastructure and hosting — running our services and storing data
  • Communication and collaboration tools — email, calendar, meetings, messaging and document storage
  • Telephony and messaging — call routing, alert calls and text messages for our operator support line
  • Identity and access management — authentication for our services
  • Customer relationship management, website and marketing platforms
  • Website analytics
  • Financial administration — invoicing, accounting and payroll

We also disclose personal data to authorities where the law requires it. We do not sell or rent your personal data. A list of the service providers we currently use is available on request from isms@intergrid.fi.

7. International data transfers

Some of our service providers are established outside the European Economic Area, mainly in the United States. Where personal data is transferred outside the EEA, we rely on the standard contractual clauses approved by the European Commission, together with the safeguards set out in each provider's data processing agreement.

8. Data retention

We keep personal data only as long as it is needed for the purpose it was collected for, or as long as the law requires, after which it is deleted or anonymised. In practice:

  • Contact persons at customer, supplier and partner organisations — the duration of the relationship plus five years
  • Flow and customer API accounts — the duration of your access; audit logs are retained for a defined period afterwards and then deleted
  • Operator support line communications — as long as needed to operate the service, in line with our telephony provider's retention settings
  • Website and marketing data — until you opt out or ask us to delete it

9. Your rights

You have the right to:

  • Access the personal data we hold about you
  • Correct data that is inaccurate or incomplete
  • Erase your personal data
  • Restrict or object to our processing, including processing based on legitimate interests
  • Receive your data in a structured, commonly used and machine-readable format
  • Withdraw consent at any time, where processing is based on consent

To exercise any of these rights, email isms@intergrid.fi. We will respond within one month. We may need to verify your identity before acting on a request.

If you are not satisfied with how we have handled your request, you may lodge a complaint with the Finnish Data Protection Ombudsman (Tietosuojavaltuutetun toimisto, tietosuoja.fi) or with the supervisory authority in the EU country where you live or work.

10. Data Security

Intergrid operates an information security management system certified to ISO/IEC 27001:2022. Access to personal data is limited to those who need it for their work, multi-factor authentication is required on our systems, and we assess the security practices of our service providers before we take them into use and at regular intervals afterwards.

11. Cookies and tracking technologies

Our website uses cookies for essential functionality, analytics and marketing. Non-essential cookies are set only with your consent, which you can give, refuse or change at any time through the cookie settings on our website.

12. Changes to this privacy policy

We update this Privacy Policy when our processing of personal data changes. The effective date of the current version is shown below. Where a change materially affects our customers, we inform them directly.

13. Contact information

Intergrid Oy

Kalevankatu 30

00100 Helsinki

Finland

isms@intergrid.fi

This Privacy Policy is effective as of September 25th, 2026. It replaces the version of February 26th, 2025.