This privacy notice explains what personal data Leimat.fi processes, why it is processed and what rights you have.
1 · Controller
Who is responsible for your data?
Pia-Mari Jull
Leimat.fi / Hallmark Committee
Helsinki, Finland
Questions about privacy and requests concerning your rights:
2 · Data we process
What do we process and why?
When you contact us
We process the name and email address you provide, the content of your message, information about objects and marks, and any photographs you send.
Purpose: answering your question, identifying marks and keeping a record of correspondence.
Legal basis: the controller’s legitimate interest in responding to enquiries and maintaining historical information about marks.
When you use the website
The server may record technical log data such as your IP address, time of access, requested page, browser information, referring page, errors and security events. Matomo also produces website usage statistics.
Purpose: operating and securing the website, diagnosing faults and improving its content.
Legal basis: the controller’s legitimate interest in maintaining a secure and useful website.
We do not use personal data for direct marketing, sell it, or use it for automated decision-making or profiling.
3 · Retention
How long is information kept?
4 · Photographs and research material
We do not use your photographs without permission
Photographs attached to an identification enquiry are normally used only to answer that enquiry. A photograph will not be added to the Leimat.fi website, database or other research or publication material without the sender’s separate, explicit permission.
If you give permission, we will explain the intended use. You may withdraw permission by contacting the controller. Withdrawal does not affect the lawfulness of processing carried out before it.
5 · Processors and data location
Who can process the information?
Information is processed only by Hallmark Committee members who need it to answer an enquiry or maintain the website. The website and email service are hosted on a XenNET server. XenNET acts as the technical service provider and data processor.
Information is not disclosed for marketing and is not transferred outside the European Union or European Economic Area. It may be disclosed to a public authority only where required by law.
7 · Your rights
You have control over your information
Subject to applicable data-protection law, you have the right to receive information about the processing of your personal data, request access to it, have inaccurate information corrected, and request erasure or restriction of processing. You may also object to processing based on legitimate interests for reasons relating to your particular situation.
Where processing is based on consent, you may withdraw that consent at any time. Rights may be restricted where permitted by law. Send requests to
8 · Changes to this notice
We keep this information current
We update this privacy notice when the website’s services or processing of personal data changes. Last updated 5 October 2026.