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Privacy Policy

Last updated: 4 November 2026

This privacy policy explains how Icareus processes personal data when you visit icareus.com, contact us, request a demo or materials, subscribe to our newsletter, or are otherwise in contact with us as a customer, prospective customer or partner. The use of our services, such as Icareus Video Cloud, is covered by separate privacy terms and customer agreements.

1. Data controller and contact details

Icareus Oy (Icareus Ltd)
Business ID: 1707251-0
Itälahdenkatu 18 A, 00210 Helsinki, Finland
Phone: +358 9 2289 0801
Email: [email protected]

Please contact us at the address above with any questions about this policy or the processing of your personal data, or to use your rights described in section 8.

2. What personal data we collect

Data you give us

  • Contact details, such as name, email address, phone number, company, job title and country, when you fill in a contact, demo, download or event form, subscribe to our newsletter or contact us by email or phone.
  • The content of your messages and requests, and information about the materials you request or download.
  • Information related to our business relationship, such as meetings, offers, orders, contracts and invoicing, when you are a contact person of a customer, prospective customer or partner.

Data collected automatically

  • Technical data, such as IP address, browser and device type, language, the pages you visit, the referring website and the time of your visit.
  • Data collected with cookies and similar technologies, such as information about how you use the website and which content interests you. Except for cookies that are strictly necessary for the website to work, we only use cookies with your consent (see section 4).
  • Information about the organisation you are visiting from, identified based on the IP address of your network.

3. Why we process personal data and on what legal basis

  • Answering your enquiries and requests, such as demo, offer and material requests. Legal basis: taking steps at your request before entering into a contract, or our legitimate interest in responding to business enquiries.
  • Managing customer and partner relationships, including contracts, deliveries, support and invoicing. Legal basis: performance of a contract and our legal obligations, such as accounting requirements.
  • Newsletter and marketing communications. Legal basis: your consent when you subscribe, or our legitimate interest in sending relevant business information to contact persons of our customers and partners. You can unsubscribe at any time using the link in each email or by contacting us.
  • Understanding how our website is used and improving it with analytics. Legal basis: your consent to analytics cookies.
  • Measuring and targeting our marketing, for example on LinkedIn and Google. Legal basis: your consent to marketing cookies.
  • Identifying organisations that visit our website to support our business-to-business sales. Legal basis: your consent to marketing cookies.
  • Keeping the website and our services secure and working, including preventing spam and misuse. Legal basis: our legitimate interest.

We do not use your personal data for automated decision-making or profiling that has legal or similarly significant effects on you.

4. Cookies

Cookies are small text files that a website stores in your browser. We use:

  • Necessary cookies that are needed for the website to work and to remember your cookie choices.
  • Analytics cookies that help us understand how visitors use the website (for example Google Analytics and HubSpot analytics).
  • Marketing cookies that help us measure and target our marketing and identify visiting organisations (for example HubSpot, Google Ads, LinkedIn Insight Tag, Leadfeeder by Dealfront and Apollo.io).

When you first visit the website, you can accept or reject the optional cookies. You can change or withdraw your consent at any time through the cookie settings on our website. The cookie settings also list the cookies we use and how long they are kept. You can also delete cookies in your browser settings.

5. Who we share personal data with

We do not sell your personal data. We share it only to the extent needed for the purposes above:

  • Service providers that process data on our behalf, bound by data processing agreements. These include HubSpot (customer relationship management, forms, email and analytics; our account is hosted in HubSpot’s EU data centre), Google (Google Analytics, Google Ads, Google Tag Manager and spam protection), LinkedIn (advertising and conversion measurement), Dealfront (Leadfeeder) and Apollo.io (identifying organisations that visit the website), CookieYes (cookie consent management), Adobe Fonts and Google Fonts (website fonts), and our website hosting, content delivery and security providers.
  • Icareus’ own teams, including our office in Spain, when they handle your enquiry or business relationship.
  • Authorities, when required by law.

6. Transfers outside the EU and EEA

Some of our service providers, or their subcontractors, may process personal data outside the European Union or European Economic Area, for example in the United States. In these cases we make sure the transfer is protected as required by the GDPR, for example by the EU–US Data Privacy Framework or the European Commission’s standard contractual clauses.

7. How long we keep personal data

  • Enquiries and prospective customer data: as long as needed to handle the matter and follow up on it, and generally no longer than three years after our last contact, unless a customer relationship begins.
  • Customer and partner data: for the duration of the relationship and afterwards as long as required by law, for example accounting and tax legislation.
  • Newsletter subscriptions: until you unsubscribe or withdraw your consent.
  • Cookie data: according to the retention periods shown in our cookie settings.

We then delete or anonymise the data.

8. Your rights

Under the General Data Protection Regulation (GDPR) you have the right to:

  • access the personal data we hold about you
  • have inaccurate data corrected
  • have your data erased
  • restrict the processing of your data
  • object to processing based on our legitimate interest, and object to direct marketing at any time
  • receive the data you have given us in a machine-readable format and have it transferred to another controller (data portability)
  • withdraw your consent at any time, without affecting the lawfulness of processing before the withdrawal.

To use your rights, contact us using the details in section 1. We will respond within one month. If you think we process your personal data unlawfully, you have the right to lodge a complaint with the supervisory authority. In Finland this is the Data Protection Ombudsman (tietosuoja.fi).

9. Security

We protect personal data with appropriate technical and organisational measures, such as encrypted connections, access rights limited to those who need the data in their work, and data processing agreements with our service providers. No method of transmission or storage is completely secure, but we work to protect your data against unauthorised access, loss and misuse.

10. Links to other websites

Our website contains links to other websites, such as social media services. We are not responsible for their content or privacy practices. Please read their own privacy policies.

11. Changes to this policy

We may update this privacy policy, for example when our services or legislation change. The date at the top of this page shows when it was last updated.