Special Terms and Conditions and Privacy Policy
Please review Matka Mäkelä Oy’s Special Terms and Conditions and the Privacy Policy for the Customer Registry.
1 Matka Mäkelä Oy’s Special Terms and Conditions
In addition to the general terms and conditions for package tours, we adhere to Matka Mäkelä Oy’s Special Terms and Conditions.
1.1 Registration and Payments
Upon making a reservation, the customer will receive a booking confirmation, which also serves as a pro forma invoice. No other confirmation will be sent unless otherwise agreed. The reservation is always binding.
1.2 Trip Confirmation
Matka Mäkelä Oy’s trips always require a minimum number of passengers, which is specified for each trip in the itinerary. Matka Mäkelä Oy reserves the right to cancel a trip due to an insufficient number of participants up until the cost-free cancellation date specified in the trip details.
1.3 Changes and Cancellations Made by the Passenger
The passenger has the right to cancel the trip at any time before the trip begins. The customer will always be provided with an itinerary indicating the date by which the trip can be canceled without penalty. Until this date, the customer has the right to cancel the booking free of charge, unless otherwise stated.
If the passenger cancels the contract after the last day on which cancellation is free of charge, Matka Mäkelä Oy may charge the passenger an appropriate and justified cancellation fee. The cancellation fee consists of an administrative fee of 50 euros per person plus the actual costs incurred by the tour operator. The cancellation fee shall not exceed the price of the travel package. If the original price of the trip is less than 50 euros per person, a fee of 50% of the trip price will be charged. At the traveler’s request, the tour operator must provide justification for the amount of the cancellation fee.
Any changes or cancellations must be notified in writing without delay. The cancellation takes effect on the day the tour operator confirms receipt of the cancellation.
NOTE! Failure to pay an invoice is not the same as a cancellation. If the customer does not pay the invoice by the due date and does not cancel the trip, the tour operator has the right to charge the customer the full amount.
1.4 Billing
The invoice is due two weeks after the booking, unless otherwise agreed. The advance payment is 100 euros per person if the trip costs between 300 and 900 euros. The advance invoice amount is 200 euros per person if the trip price exceeds 900 euros. No advance invoice is sent for trips under 300 euros. Any deviations from these practices will be noted separately in the itinerary.
1.5 Travel Tickets
Any travel tickets and vouchers are typically issued and delivered to the customer approximately 7 days before the departure date, unless otherwise agreed. If Matka Mäkelä Oy staff are accompanying the trip, the staff will handle the travel documents for all services booked through Matka Mäkelä Oy. In this case, no separate booking confirmation will be sent to the customer, and there is no need to bring a separate travel ticket or confirmation with you on the trip.
1.6 Travel Insurance
Matka Mäkelä Oy is not liable for personal accidents or damage to passengers’ property. Special terms and conditions apply to nearly all of our trips. For this reason, we recommend purchasing travel and baggage insurance that includes adequate cancellation coverage at the time of booking, as according to these travel terms, in the event of a last-minute cancellation (including due to illness), cancellation coverage must be claimed through the insurance. To avoid overlapping insurance coverage, it is advisable to check the contents of your home insurance policy, among other things, before purchasing separate travel insurance. It is also important to verify that the insurance includes cancellation coverage. Please review any liability limitation clauses that may be included in your insurance policy, as these may increase the traveler’s personal liability. If travel to the destination country (e.g., Russia) requires travel insurance, the traveler must arrange their own coverage.
1.7 Passport, Visa, and Vaccinations
Passengers are personally responsible for obtaining a passport, visa, and vaccinations, as well as ensuring that their passport remains valid during the trip and, in some cases, after the trip.
1.8 The Tour Operator’s Right to Make Changes
Matka Mäkelä Oy is not liable for changes beyond the tour operator’s control. Matka Mäkelä Oy reserves the right to change the itinerary, and therefore all schedules, prices, departure dates, etc., are subject to change. We are not liable for changes resulting from customs formalities or similar circumstances, printing errors, or the natural conditions at the destination. The tour operator has the right to cancel the trip due to force majeure (a strike preventing transportation, natural disaster, state of emergency, etc.), in which case the tour operator will refund the full price to the passenger.
Minor changes may be made to the travel arrangements that do not significantly affect the overall trip and for which the traveler could reasonably have prepared based on the destination or its nature. Such changes do not constitute errors and do not entitle the traveler to cancel the trip or receive a refund. For example, changes to the itinerary or a switch to a different hotel of the same standard do not constitute errors, provided that the location and other services do not change significantly.
1.9 Limitation of Liability for Damages
With regard to air travel, the tour operator complies with the limitations of liability set forth in the Air Transport Agreement Act and the Air Transport Act, and, with regard to sea transport, the limitations of liability under the Maritime Act, in which case the passenger must, in certain instances, demonstrate that the transport-related damage resulted from the negligence of the tour operator or the transport company.
The tour operator reserves the right to limit its liability for damages in cases of damage to property or loss of property. In such cases, the tour operator is not liable for consequential or indirect damages.
1.10 Passenger Liability
No refunds will be issued for lost tickets or travel services that remain unused. If a passenger is late for the scheduled departure time, the passenger is responsible for their own transportation.
1.11 Responsible Tour Operator
Matka Mäkelä Oy
Mäntymäentie 26, 42700 Keuruu
0207 438 310
www.matkamakela.fi
matka.makela@matkamakela.fi
www.matkamakela.fi
Unless otherwise stated.
Matka Mäkelä Oy is listed in the register of entities required to provide security. The security has been deposited in Finland:
Finnish Competition and Consumer Authority
Siltasaarenkatu 12 A
00530 Helsinki
Tel. 029 505 3000
Email: kirjaamo@kkv.fi
1.12 General Terms and Conditions for Package Tours
Available here.
1.13 Supervisory Authority
Finnish Consumer Agency & Consumer Ombudsman
Haapaniemenkatu 4 A, 7th Floor, P.O. Box 5
00531 Helsinki
Tel. (09) 77 261
Fax (09) 7726 7557
http://www.kuluttajavirasto.fi
2 Customer Registry Privacy Policy
2.1 Data Controller
Matka Mäkelä Oy
Mäntymäentie 26, 42700 Keuruu
Contact information for matters related to the register:
Nelli Oksanen
Matka Mäkelä Oy
Mäntymäentie 26, 42700 Keuruu
0207 438 310
nelli.oksanen@matkamakela.fi
2.2 Data subjects
Customers of Matka Mäkelä Oy.
2.3 Purpose of Processing Personal Data
Matka Mäkelä Oy processes personal data only if at least one of the following conditions is met:
Based on consent
For example, a customer gives Matka Mäkelä Oy consent to process their personal data when making a travel reservation. The customer has the right to withdraw consent to the processing of personal data at any time. If consent is withdrawn, Matka Mäkelä Oy may not be able to provide certain services to the customer.
Due to a potential contract
For example, in order for Matka Mäkelä Oy to provide its services to a customer, the company must process the customer’s personal data even if a customer contract has not yet been established.
Due to legal obligations
For example, some countries require the disclosure of personal data so that a customer can travel to that destination. Personal data must be disclosed as required by the authorities at both the point of departure and the destination, for reasons such as border control and security.
2.4 Personal Data Stored in the Registry
Matka Mäkelä Oy’s customer registry contains the following information about customers.
Contact Information
· Name
· Mailing Address
· Email Address
· Phone Number
· Date of Birth
Customer information
· Information on purchased products/services
If there are children among the travelers, Matka Mäkelä Oy also collects the children’s names, dates of birth, and customer information from their contact details.
2.5 Rights of the Data Subject
The data subject has the following rights; requests to exercise these rights must be submitted in writing to Matka Mäkelä Oy, Mäntymäentie 26, 42700 Keuruu, or by email to nelli.oksanen@matkamakela.fi.
Right of access
· The data subject may access the personal data stored by Matka Mäkelä Oy.
Right to rectification
· The data subject may request the rectification of inaccurate or incomplete data concerning them.
Right to object
· The data subject may object to the processing of personal data if they believe that the personal data has been processed unlawfully.
Prohibition of direct marketing
· The data subject has the right to prohibit the use of their data for direct marketing.
Right to erasure
· The data subject has the right to request the erasure of data if the processing of the data is no longer necessary. After processing the erasure request, Matka Mäkelä Oy will either erase the data or provide a justified reason why the data cannot be erased.
· Please note that the data controller may have a legal right not to delete the requested data. The data controller is obligated to retain accounting records for the period specified in the Accounting Act (Chapter 2, Section 10) (10 years). For this reason, accounting-related records cannot be deleted before the expiration of this period.
Withdrawal of Consent
· If the processing of personal data concerning the data subject is based solely on consent, and not, for example, on a customer relationship or membership, the data subject may withdraw their consent.
The data subject may appeal the decision to the Data Protection Ombudsman
· The data subject has the right to request that we restrict the processing of the disputed data until the matter is resolved.
Right to Appeal
· The data subject has the right to file a complaint with the Data Protection Ombudsman if they believe that Matka Mäkelä Oy is violating applicable data protection laws when processing personal data.
· Contact information for the Data Protection Ombudsman: www.tietosuoja.fi/fi/index/yhteystiedot.html
2.6 Regular sources of data
Customer data is typically obtained directly from the customer at the start of the customer relationship.
If contact is made, for example, through another person in the travel group, Matka Mäkelä Oy assumes that the person making the inquiry has the consent of all travelers to provide their personal data.
2.7 Regular Disclosure of Information
In order for Matka Mäkelä Oy to provide its services, personal data is shared with subcontractors and partners. These include, for example, transportation companies, airlines, hotels, tour operators, and travel agencies. We share only the information they need to provide their services.
Certain countries allow travel only after the required passenger information has been provided. Requirements vary depending on the destination. Matka Mäkelä Oy shares only necessary personal data with other countries and authorities if required by law or if the company is legally entitled to do so.
Matka Mäkelä Oy uses Microsoft office software and system services in its internal operations, in which case Microsoft acts as a data processor authorized by the company. Microsoft stores personal data in a cloud service located within the EU.
Various IT services and IT systems are also used in business operations. Some of these store and process personal data. Internally, Matka Mäkelä Oy processes personal data in a booking and sales system that enables the delivery of services ordered by customers. Staff log in to the various systems using their personal usernames and passwords.
Paytrail handles the processing of online store payments for Matka Mäkelä Oy. The personal data to which Paytrail has access includes names, addresses, and payment details. The company is committed to complying with data protection legislation. This processing of personal data is necessary if the customer wishes to pay for their order directly through the online store, but Matka Mäkelä Oy does not have access to the customer’s payment information.
In addition, the customer’s name and email address are shared with MailChimp, located in the United States, for marketing purposes. The company has joined the EU-U.S. Privacy Shield framework.
If personal data is shared with other subcontractors who act as data processors, the necessary agreements are entered into with the processors.
2.8 Duration of Processing
Matka Mäkelä Oy generally processes personal data for as long as the customer relationship is valid and active.
Customer contact information is retained so that we can contact customers, for example, for marketing purposes. If a customer has subscribed to the newsletter, the necessary data will be processed until the subscription is canceled by the customer. You can unsubscribe from the newsletter at any time via the link in the newsletter, by contacting Matka Mäkelä Oy’s customer service, or by emailing matka.makela@matkamakela.fi.
The same personal data may be stored in different locations for different purposes. In practice, this means that personal data may be deleted from one system when it is no longer needed, but the data may simultaneously be stored in another system where its purpose has not ceased. If the data is needed, for example, for analytical purposes, Matka Mäkelä Oy will take steps to anonymize the data so that it no longer constitutes personal data.
2.9 Processors of Personal Data
Matka Mäkelä Oy and its employees process personal data. Matka Mäkelä Oy has implemented appropriate security measures to ensure that personal data is protected. In addition, employees have detailed instructions on how to process personal data in accordance with data protection legislation.
2.10 Transfer of data outside the EU
Data is regularly transferred outside the EU or the European Economic Area. When data is transferred outside the EU and the EEA, Matka Mäkelä Oy ensures an adequate level of personal data protection by, among other things, agreeing on matters related to the confidentiality and processing of personal data as required by law.
2.11 Automated Decision-Making and Profiling
Matka Mäkelä Oy does not use data for automated decision-making or profiling.
Subject to change without notice.
Last updated on June 17, 2021.