Privacy Policy

Last updated: 19 May 2026

This Privacy Policy explains how Sodankylän Vuokra-Asunnot Oy collects, uses, stores, and protects personal data when you visit our website, contact us, make a booking request, complete a reservation, or use our accommodation-related services.

This policy applies to the website https://arcticbase.fi and related accommodation, booking, and customer service activities.

1. Data controller

The data controller is:

Sodankylän Vuokra-Asunnot Oy
Website: https://arcticbase.fi
Email: [email protected]

The data controller is responsible for deciding why and how personal data is processed.

2. What personal data do we collect?

We may collect and process the following types of personal data:

2.1 Contact details

name;
email address;
phone number;
postal address, if needed for booking, invoicing, or customer communication.

2.2 Booking and reservation details

booking dates;
number of guests;
accommodation selected;
booking status;
check-in and check-out details;
special requests or messages related to the stay;
guest preferences, where provided voluntarily;
communication history related to the booking.

2.3 Payment and billing information

We may process payment-related information necessary to manage bookings, payments, invoices, refunds, and accounting.

Depending on the payment method, payment card or transaction details may be processed by external payment providers. We do not normally store full payment card details ourselves.

2.4 Website and technical data

When you visit our website, we may collect technical information such as:

IP address;
browser type and version;
device type;
operating system;
pages visited;
time and date of visit;
referring website;
cookie and consent preferences;
approximate location based on technical data.

This information may be collected through cookies, analytics tools, hosting services, security tools, or website platform providers.

2.5 Communication data

If you contact us by email, phone, website form, booking platform, or other communication channel, we may process the information you provide in that communication.

This may include questions, feedback, complaints, booking requests, changes to reservations, and other customer service messages.

2.6 Information required by law or accommodation operations

In some situations, we may be required or have a legitimate need to collect additional information for legal, security, accounting, tax, insurance, or accommodation management purposes.

This may include identity-related information where required for guest registration, invoicing, dispute handling, or legal compliance.

3. How do we collect personal data?

We may collect personal data when you:

visit our website;
make a booking or booking request;
use a booking engine or reservation form;
contact us by email, phone, form, or message;
communicate with us through a third-party booking platform;
make a payment;
subscribe to updates, if such a feature is available;
interact with our social media pages or embedded content;
provide information before, during, or after your stay.

Some information is provided directly by you. Some information is collected automatically through the website, cookies, security tools, analytics tools, or booking technology.

4. Why do we process personal data?

We process personal data for the following purposes:

4.1 To manage bookings and provide accommodation services

We process personal data to:

handle booking requests;
confirm reservations;
manage check-in and check-out;
communicate with guests;
provide accommodation and related services;
handle booking changes, cancellations, and refunds;
respond to questions and customer service requests.

4.2 To process payments and invoices

We process personal data to:

process payments;
issue invoices and receipts;
manage refunds;
handle payment disputes;
comply with accounting and tax obligations.

4.3 To maintain website functionality and security

We process technical data to:

operate the website;
keep the website secure;
prevent misuse, fraud, and unauthorized access;
fix technical issues;
maintain booking and contact form functionality.

4.4 To improve our website and services

We may process analytics and usage data to understand how visitors use the website and to improve usability, content, performance, and customer experience.

Where required by law, analytics cookies or similar technologies are only used after consent.

4.5 To communicate with customers

We process personal data to send booking confirmations, practical information, replies to questions, arrival instructions, service updates, and other communication related to bookings or accommodation services.

4.6 To comply with legal obligations

We process personal data where necessary to comply with applicable laws, accounting requirements, tax obligations, consumer protection rules, accommodation-related requirements, or official requests.

4.7 To protect our rights and property

We may process personal data where necessary to establish, exercise, or defend legal claims, collect unpaid amounts, handle complaints, investigate damage, prevent misuse, or protect our business, guests, property, and rights.

5. Legal bases for processing

We process personal data under the following legal bases:

5.1 Contract

We process personal data when it is necessary to enter into or perform a contract with you, such as managing a booking, providing accommodation, handling payment, and communicating about your stay.

5.2 Legal obligation

We process personal data when required by law, including accounting, tax, legal, consumer protection, or accommodation-related obligations.

5.3 Legitimate interest

We may process personal data based on legitimate interests, such as:

responding to customer enquiries;
improving services;
maintaining website and booking system security;
preventing fraud or misuse;
managing business operations;
handling claims, complaints, or disputes.

When relying on legitimate interest, we consider whether our interests are balanced with your rights and freedoms.

5.4 Consent

We may process personal data based on your consent, for example for certain non-essential cookies, analytics, marketing communications, or optional features.

You may withdraw consent at any time where processing is based on consent.

6. Cookies and similar technologies

Our website uses cookies and similar technologies. Cookies help the website function, support booking features, remember preferences, improve performance, and, where applicable, support analytics or marketing.

For more information, please see our Cookie Policy.

Non-essential cookies are used only where legally permitted and, where required, after consent.

7. Use of Lodgify and other service providers

Our website and booking functionality may be provided through Lodgify, a platform for accommodation websites, bookings, reservation management, and related services.

Lodgify may process personal data on our behalf in connection with:

website hosting or operation;
booking forms and reservation management;
availability calendars;
guest communication tools;
payment and checkout integrations;
channel manager or booking platform integrations;
analytics, performance, and security features, depending on configuration.

We may also use other service providers, such as:

payment processors;
hosting providers;
email and communication providers;
accounting or invoicing tools;
IT support providers;
analytics providers;
map or embedded content providers;
booking platforms and channel managers.

These providers may process personal data only for the purposes agreed with us or according to their own role and legal obligations.

8. Third-party booking platforms and channels

If you make a booking through a third-party platform, such as an online travel agency or booking channel, that platform may also process your personal data as an independent controller according to its own privacy policy.

We may receive booking-related information from such platforms in order to manage your reservation and provide accommodation services.

Please review the privacy policy of the platform through which you made your booking.

9. Payment providers

Payments may be processed by external payment service providers. These providers may process payment information, transaction details, authentication data, fraud prevention data, and other information needed to complete secure payments.

We do not normally receive or store full payment card details. Payment providers process payment information according to their own terms, privacy policies, and legal obligations.

10. Who can access personal data?

Personal data may be accessed by persons or service providers who need the information for the purposes described in this policy.

This may include:

staff or representatives handling bookings and customer service;
website and booking platform providers;
payment service providers;
accounting and invoicing service providers;
IT, hosting, and security service providers;
legal, insurance, or professional advisors where needed;
authorities where required by law.

We do not sell personal data.

11. International data transfers

Some service providers may process personal data outside Finland, the European Union, or the European Economic Area.

Where personal data is transferred internationally, appropriate safeguards are used where required by applicable data protection law. These may include adequacy decisions, standard contractual clauses, or other legally recognized transfer mechanisms.

12. How long do we keep personal data?

We keep personal data only for as long as necessary for the purposes described in this policy, unless a longer retention period is required or permitted by law.

Typical retention periods may include:

booking and customer service data: for as long as needed to manage the booking and handle later enquiries, claims, or disputes;
accounting and invoice data: for the period required by accounting and tax laws;
communication data: for as long as needed to respond to enquiries and maintain customer service history;
technical and analytics data: according to cookie settings, analytics tool settings, and technical retention periods;
legal or dispute-related data: for as long as necessary to establish, exercise, or defend legal claims.

When data is no longer needed, it will be deleted, anonymized, or securely archived according to applicable requirements.

13. How do we protect personal data?

We use appropriate technical and organizational measures to protect personal data from unauthorized access, loss, misuse, alteration, or disclosure.

These measures may include:

access controls;
secure systems and service providers;
password protection;
encryption where appropriate;
secure payment processing;
data minimization;
regular review of systems and access rights.

No online service can be guaranteed to be completely secure, but we take reasonable steps to protect personal data.

14. Your rights

Under applicable data protection law, you may have the following rights:

14.1 Right of access

You have the right to request a copy of the personal data we process about you.

14.2 Right to rectification

You have the right to ask us to correct inaccurate or incomplete personal data.

14.3 Right to erasure

You may have the right to request deletion of your personal data, where legally applicable.

14.4 Right to restriction of processing

You may have the right to ask us to restrict the processing of your personal data in certain situations.

14.5 Right to object

You may have the right to object to processing based on legitimate interest.

14.6 Right to data portability

Where processing is based on consent or contract and carried out by automated means, you may have the right to receive your data in a structured, commonly used, machine-readable format.

14.7 Right to withdraw consent

Where processing is based on consent, you may withdraw your consent at any time. Withdrawal does not affect processing that took place before the withdrawal.

14.8 Right to lodge a complaint

You have the right to lodge a complaint with a data protection authority if you believe your personal data has been processed unlawfully.

In Finland, the supervisory authority is the Office of the Data Protection Ombudsman.

15. Marketing communications

We may send marketing communications only where legally permitted. If we send newsletters or promotional messages, you can opt out at any time using the unsubscribe option or by contacting us.

Service-related messages, such as booking confirmations, payment information, arrival instructions, or important updates about your reservation, are not considered marketing and may still be sent where necessary.

16. Children’s data

Our website and services are not directed at children. We do not knowingly collect personal data from children without appropriate legal basis or guardian involvement where required.

If a child’s personal data is included in a booking, for example as part of guest information, it is processed only as necessary for the booking and accommodation service.

17. Links to external websites

Our website may contain links to external websites, social media pages, booking platforms, map services, or embedded third-party content.

We are not responsible for the privacy practices of external websites or services. Please review their privacy policies before providing personal data to them.

18. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, website, legal requirements, service providers, or data processing practices.

The updated version will be published on this page with a new “Last updated” date.

19. Contact

If you have questions about this Privacy Policy or wish to exercise your data protection rights, please contact:

Sodankylän Vuokra-Asunnot Oy
Email: [email protected]
Website: https://arcticbase.fi