Privacy Policy

Effective date: [to be confirmed on publication]. Hetkin is currently operating as a pilot-stage company; some details below — our registered business ID and address — are marked as pending while company registration is completed.

This policy explains what personal data Hetkin collects, why, and what rights you have over it. It covers the Hetkin website, the customer portal, and our internal admin tools. If you have questions, contact us at privacy@hetkin.app.

Who we are

Hetkin Oy (“Hetkin,” “we,” “us”) is the data controller for the personal data described in this policy.

Business ID (Y-tunnus): [pending — company registration in progress]
Registered address: [pending — company registration in progress]
Contact: privacy@hetkin.app

What data we collect

We collect different data depending on how you interact with Hetkin:

Pilot applicants. When you submit a pilot application, we collect your company name, contact name, email, and phone number, your role and process type, and the business information you provide about your electricity use (e.g. estimated annual spend, current scheduling approach).
Customer-portal users. If your organization is accepted into the pilot, the people you invite to use Hetkin have an account with a name and email address, and we record which organization and role they belong to. We also keep basic session information (IP address, browser) needed to keep sign-in secure.
Your organization’s operational data. This includes electricity consumption data your team uploads (currently by manual file upload — we do not yet have an automated meter-data integration live), the production schedules you enter, and the recommendations Hetkin generates and how your team responds to them. This data is about your facility and operations, not about identifiable individuals, except where a schedule or decision is attributed to the team member who entered it.
Admin users. Hetkin staff who operate the platform have their own accounts (name, email, role), kept entirely separate from customer accounts.

How we use your data

To evaluate and respond to pilot applications.
To provide the customer portal: authentication, generating savings assessments and schedule recommendations, and showing you the results.
To communicate with you about your account, your pilot, and product updates.
To keep the service secure and investigate misuse.
To understand how the product is used, so we can improve it (see our Cookie Policy for analytics).
To meet our legal and accounting obligations, including Finnish bookkeeping law, which requires retaining certain financial records regardless of any deletion request.

Legal basis

Under the GDPR, we rely on the following legal bases:

Contract necessity — for onboarded customers, to provide the service you’ve signed up for.
Legitimate interest — for reviewing pilot applications, keeping the platform secure, and basic product analytics.
Consent — for non-essential cookies (see our Cookie Policy) and any future data-access integration that requires it.
Legal obligation — for financial and accounting records we’re required to keep under Finnish law.

Who we share it with

We do not sell your personal data. We use a small number of service providers to operate Hetkin, each acting as a data processor under contract:

Database hosting (Neon, PostgreSQL, EU region) — stores all application data.
Transactional email (Resend) — sends account and pilot-related emails.
Error monitoring (Sentry) — helps us detect and fix bugs.
Product analytics (PostHog, EU-hosted) — helps us understand product usage. See our Cookie Policy.
Hosting and infrastructure (Vercel).

Some providers may process data outside the European Economic Area. Where that happens, we rely on their standard contractual safeguards (such as EU Standard Contractual Clauses) for the transfer.

Cookies

We use essential cookies to keep you signed in and the product secure, and (where you consent) non-essential cookies for analytics. See our Cookie Policy for details and how to manage your preferences.

How long we keep your data

Personal / contact data(accounts, pilot application contact details) is kept for as long as you have an active relationship with Hetkin, and can be deleted on request — see “Your rights” below.
Operational and financial records (schedules, meter data, savings assessments, invoices) are retained for the period required by Finnish accounting law (currently six years), even after a deletion request, because we’re legally required to keep them.

Your rights

Under the GDPR, you have the right to:

Access the personal data we hold about you.
Correct inaccurate data.
Request erasure of your personal data, subject to our legal retention obligations above.
Restrict or object to certain processing.
Receive your data in a portable format.
Withdraw consent at any time, where processing is based on consent.
Lodge a complaint with the Finnish Data Protection Ombudsman (or your local supervisory authority).

To exercise any of these rights, contact privacy@hetkin.app. If you’re a customer-portal user, your organization’s admin can also request this on your behalf.

Security

We take reasonable technical and organizational measures to protect your data. See our Security page for more detail.

Changes to this policy

We may update this policy as the product and our practices evolve, especially during this pilot stage. We’ll update the effective date above when we do, and let active customers know of any material change.

Contact us

Questions about this policy or your data: privacy@hetkin.app