Policy regarding privacy and marketing

1. General

1.1 This policy regarding privacy and marketing (“Privacy Policy”) describes how Viking Line Abp, reg. no 0144983-8, Box 166, AX-22101 Mariehamn, Åland Islands, Finland, e-mail: privacy.estonia@vikingline.com (“Viking Line” or “we”), in its capacity as a data controller, collects, uses, transfers and stores your personal data.

1.2 The Privacy Policy applies to the processing of your personal data when Viking Line provides services and products to you in connection with bookings and trips.

1.3 You can always feel safe when disclosing your personal data to us. With this Privacy Policy, we want to demonstrate how we ensure that your personal data is processed in accordance with applicable personal data legislation.

2. When do we collect personal data?

2.1 Viking Line collects and processes personal data about you when you make a booking or purchase on Viking Line’s website, in Viking Line’s app or by contacting Viking Line in some other way. The data collected when you make bookings and purchases is required in order for you to be able to enter into agreements with Viking Line and in order for Viking Line to be able to provide services and offers to you.

3. What data about you do we process? 

3.1 Viking Line customers

When you as a customer make purchases and bookings, Viking Line collects and processes the following personal data about you:

  • Identifying information, such as your name, date of birth and gender
  • Contact details, such as address, telephone number and e-mail address
  • Citizenship information, such as country of residence and nationality
  • Payment details
  • Customer number
  • Travel information and related documents such as information on bookings and trips
  • IP address or other information about your use of Viking Line’s website or app. Storing of cookies and data collected through cookies are subject to Viking Line’s cookie policy
  • Other information that you yourself can provide in connection with the booking, such as the registration number of your car and information about disabilities.

4. Why do we process your personal data? 

4.1 Viking Line customers

Viking Line processes your personal data mainly to be able to:

  • Fulfil our obligations towards customers, such as trip booking and billing
  • Enable general customer service, such as answering questions and correcting incorrect information
  • Disclose information and send marketing messages concerning products and services offered by Viking Line or selected partners by mail, e-mail, text messages or through an app
  • Send information concerning trips, such as information about traffic disruptions or delays, by mail, through an app or by other means
  • Send newsletters
  • Fulfil safety requirements and other statutory requirements.

The information can also be used as a basis for market and customer analyses, market research, statistics, business monitoring, development of booking- and purchase-related business and methods.

5. Legal basis for our processing of your personal data 

5.1 Viking Line’s processing of your personal data is based on legal grounds described in this section.

5.2 First of all, we process your personal data in order for the performance of our agreement with you as a customer, for example to make bookings and purchases. In addition, on this basis, we will send you, if necessary, important information about traffic disruptions and delays before your trip.

5.3 Part of processing of personal data is based on our so-called legitimate interests, when there is a relevant and appropriate relationship between you and Viking Line based on your customership. Viking Line’s legitimate interests may refer to, for example, sending offers and marketing related to our products and services, and limited customer segmentation based on, for example, total purchase amounts. Viking Line does not process sensitive personal data based on legitimate interests.

5.4 In some cases, Viking Line has a legal obligation to process your personal data. This applies to, for example, the creation and maintenance of a passenger list.

6. For how long do we keep your personal data? 

6.1 Your personal data is only kept for as long as it is needed in order to fulfil the purposes for which it was collected in accordance with this Privacy Policy. Viking Line may keep the data for a longer time if it is necessary in order to comply with legal requirements or in order to protect Viking Line’s legal interests, for instance if there is an ongoing legal process.

6.2 Viking Line will keep your personal customer data for no longer than five (5) years after your booking for a trip or after your last other booking or purchase. After the above-mentioned period, Viking Line will only keep your contact details (name and contact information) for marketing purposes. You have the right to prohibit the use of your personal data for marketing in accordance with section 10.

7. Who gets access to your data? 

7.1 Viking Line may disclose your data to third parties, such as Viking Line’s group companies. Viking Line may also disclose your information to Viking Line’s business partners, such as travel agents that organise package holidays, as well as providers of communication and card services. Viking Line may also disclose your data to companies providing address update services to ensure that we have the correct address information.

7.2 Third parties to whom Viking Line dislcoses your data or who otherwise get access to your customer data and who process data on behalf of Viking Line are not allowed to pass on the data to anyone else without your permission. The recipient may only use the data in order to sell or market services and products offered by Viking Line or Viking Line’s partners for the purpose of providing services related to the agreement between Viking Line and you as a customer. When your data is disclosed to third parties for their own purposes (for example, transport and accommodation service providers in connection with package holidays) the processing of personal data by such third parties is subject to the privacy policies of the respective third parties. Viking Line is not responsible for the processing of personal data by such third parties.

7.3 Viking Line may disclose your data to an organiser of a charter cruise aboard one of Viking Line’s vessels (Viking Line’s “charter customer”). Viking Line may disclose data such as your name, home address, e-mail address, telephone number and/or date of birth, in addition to which charter cruise you have participated to. Viking Line may disclose said data based on its legitimate interests to offer its charter customers information on which persons have participated to a charter cruise organised by a charter customer.
When data is disclosed to a charter customer for said purposes, the processing of personal data is subject to the privacy policies of the charter customer. Viking Line is not responsible for the processing of personal data by charter customers.

7.4 Viking Line may also disclose your personal data if it is necessary in order to comply with applicable legal requirements or requirements issued by the authorities, to protect Viking Line’s legal interests or to detect or prevent fraud and other security or technical issues.

7.5 Viking Line may transfer your personal data to countries outside the EU/EEA if any of Viking Line’s travel agents or partners who, for instance, organise package holidays are located in such a country. If your personal data is transferred to a country outside the EU/EEA, Viking Line shall ensure that the transfer complies with the requirements of data protection regulation.

8. Changes to the Privacy Policy 

8.1 Viking Line has the right to change the Privacy Policy at any time if changes are made to the processing of data. Viking Line will give you reasonable notice of any changes to the Privacy Policy.

9. Protection of your personal data 

9.1 You can always feel safe when disclosing your personal data to us. Viking Line has taken the security measures required to protect your personal data against unauthorised access, alteration and erasure.

10. Your rights 

10.1 Viking Line is responsible for ensuring that your personal data is processed in accordance with applicable law. If you feel that your personal data has not been processed in accordance with applicable data protection laws, you can file a complaint with the competent data protection authority, that is, in Finland, the Data Protection Ombudsman.

10.2 Viking Line will, at your request or on its own initiative, correct, erase or supplement data found to be incorrect, incomplete or misleading or alter the data in such a way as to render you unidentifiable.

10.3 If you do not want Viking Line to process your personal data for marketing purposes, you can inform Viking Line of this in writing at any time. When Viking Line has received your message, Viking Line will stop processing your personal data for marketing purposes. Viking Line does not process personal data in order to send targeted marketing messages to children under the age of 16.

10.4 You have the right to request an extract from the register from Viking Line by sending in a written request. The extract provides information about what personal data is stored about you, what the purposes of the data processing are and to whom the data has been or will be disclosed, where the data has been obtained if it has not been obtained from you, the process of automated decision-making (including profiling), and for how long the data will be kept. At the same time, you have the right to receive information about your rights as a data subject.

10.5 You have the right, under certain conditions, to have your data transferred to you or, if technically feasible, to another service provider. This right concerns the data you have provided to Viking Line and which has been processed in order to implement the agreement between you and Viking Line.

10.6 You have the right to request the erasure of your data if (i) the data is no longer needed for the purposes for which it was collected; (ii) you object to the processing of your data for direct marketing purposes (including profiling for direct marketing purposes); (iii) the processing is based on your consent and you withdraw your consent or; (iv) your data has been unlawfully processed. Please note, however, that we may retain your data if necessary for Viking Line to comply with a statutory obligation or for the production, presentation or defence of a legal claim.

11. Contact details

11.1 Do not hesitate to contact us if you have any questions about this Privacy Policy or the processing of your personal data or if you wish to use your rights described in section 10. You can find our contact details in section 1 above.