Privacy Policy

Updated: February 8, 2026

This policy describes how Optimiko Oy collects, processes, and protects your personal data in accordance with the EU General Data Protection Regulation (GDPR) and national data protection legislation.

1. Data Controller

Optimiko Oy (Business ID: 26443168)

Koiramäki 5, 33960 Pirkkala, Finland

2. Contact Person for Data Protection Matters

Sari Torkkola

Email: sari.torkkola (at) optimiko.com

3. Name of the Register

Optimiko Oy’s Customer, Stakeholder, and Marketing Register.

4. Purpose and Legal Basis for Processing Personal Data

Personal data is processed for the following purposes:

  • Communication and Marketing: Providing information about Optimiko Oy’s services and current news.
  • Book Project (Lean Intelligence): Management of the Waitlist for interested readers, collecting feedback on book drafts, and providing updates on the book’s progress. Data is also used for managing order and customer lists, as well as communications related to the book’s delivery and marketing.
  • Customer Relationship Management: Maintaining contact with customers and partners.

Legal Basis for Processing:

  • Consent: The individual has joined the Waitlist or filled out a feedback form.
  • Legitimate Interest: Communication with existing customers and partners.

5. Data Content of the Register

The register may contain the following information:

  • Name, email address, and phone number.
  • Organization and job title.
  • Feedback and survey responses related to the book project.
  • Information regarding which groups the individual belongs to (e.g., Beta Readers, Waitlist).
  • Data collected by cookies and tracking systems (e.g., HubSpot) regarding email opens and link clicks.

6. Regular Sources of Data

Data is primarily collected directly from the individual:

  • Via website forms.
  • Through HubSpot and Google Forms.
  • Via email or other direct communication.
  • Through the Leanpub service.

7. Regular Disclosure of Data and Transfer Outside the EU

Optimiko Oy does not sell or disclose data to third parties for marketing purposes.

Data is processed using the following third-party services, whose servers may be located outside the EU/EEA (e.g., the USA):

  • HubSpot: CRM, marketing automation, and forms.
  • Google Workspace: Email and forms.
  • Leanpub: Digital book distribution platform and waitlist management. Leanpub follows its own privacy practices and allows readers to leave lists at any time.

The service providers used comply with appropriate protection mechanisms, such as the EU-U.S. Data Privacy Framework or Standard Contractual Clauses (SCCs).

8. Data Retention Period

Personal data is retained only for as long as necessary to fulfill the purposes defined in this policy or as required by law. An individual may request the deletion of their data at any time.

9. Data Subject Rights

You have the right to:

  • Access the data concerning yourself.
  • Request the correction of incorrect data.
  • Request the deletion of your data (“the right to be forgotten”).
  • Withdraw your consent (e.g., unsubscribe from an email list).
  • File a complaint with the Data Protection Ombudsman if you believe your data is being processed unlawfully.

10. Principles of Data Security

Access to the register is restricted to the Data Controller and designated individuals. Systems are protected by user-specific IDs and passwords.