Policy regarding privacy and marketing

1. General information

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, e-mail: reception.vl@vikingline.com ("Viking Line") collects, uses, forwards and stores your personal information.

1.2 The Privacy Policy applies when Viking Line provides services and products in connection with bookings and trips.

1.3 You should always be able to feel safe when giving us your personal information. With this Privacy Policy, we want to explain how we ensure that your personal information is handled in accordance with applicable personal data legislation.

2. Data controller

2.1 Viking Line is the data controller responsible for Viking Line's processing of your personal information and is responsible for ensuring that this processing complies with applicable legislation.

3. When do we collect personal information?

3.1 Viking Line collects and processes personal information 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 information that is collected from you 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.

4. What information about you do we process?

4.1 For Viking Line's customers

The personal information that Viking Line collects and processes about you as a customer who makes bookings and purchases in connection with bookings and trips is mainly:

  • Name, year of birth and gender
  • Address, country and nationality
  • Telephone number and e-mail
  • Payment details
  • Customer number
  • Information about bookings and trips
  • IP address or other information about your use of Viking Line's website or app.
  • Other information that you yourself can provide in connection with the booking, such as the registration number of your car and information about disabilities.

5. Why do we process your information?

5.1 For Viking Line's customers

Viking Line processes your personal information for various purposes. Viking Line mainly processes your personal information in order to:

  • Fulfil our obligations towards customers, such as trip booking and billing;
  • Enable general customer care and customer service, for instance answer questions and correct incorrect information;
  • Send information and targeted marketing messages concerning products and services offered by Viking Line or selected partners by mail, e-mail, SMS/MMS or through our app;
  • Send important information concerning trips, such as information about traffic disruptions or delays, by e-mail, through push notifications in the app or by other means;
  • Send newsletters; and
  • 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, business and method development concerning bookings, purchases and membership in one of Viking Line's loyalty programmes.

6. The legal basis for our processing of your personal information

6.1 Viking Line's processing of your personal information is based on a number of legal grounds. These are described in this section.

6.2 We process your personal information in order to be able to fulfil our agreement with you as a customer, for example to make bookings and purchases.

6.3 Part of our processing of personal information is based on a so-called balancing of interests. This applies, for example, to our processing of information in order to be able to send you offers concerning our products and services and for a limited customer segmentation based on, for example, total purchase amounts. Viking Line does not process sensitive personal information for the purpose of a balancing of interests.

6.4 In some cases, Viking Line may have a legal obligation to process your personal information. This applies, for example, to cases where we process personal information in order to send you important information about traffic disruptions and delays prior to your trip.

7. For how long do we keep your information?

7.1 Your personal information is only kept for as long as it is needed in order to fulfil the purposes for which it was collected according to this Privacy Policy. Viking Line may keep the information 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.

7.2 Viking Line will keep information about customers for no longer than 24 months after the customer made their last trip booking or after the customer last made another booking or purchase.

8. Who gets access to your information?

8.1 Viking Line may forward your information to third parties, such as Viking Line's group companies. Viking Line may also forward your information to Viking Line's travel agents, partners who, for instance, organise package holidays and providers of communication and card services.

8.2 Third parties to whom Viking Line discloses information or who otherwise get access to information about customers or members are not allowed to pass on the information to anybody else without permission from the customer or member. The recipient may only use the information in order to sell or market services and products offered by Viking Line or Viking Line's partners.

8.3 Viking Line may also pass on personal information if it is necessary in order to comply with applicable legal requirements or requirements from authorities, to protect Viking Line's legal interests or to detect, prevent or draw attention to fraud and other security or technical issues.

8.4 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 is located in such a country. If personal information is transferred to a country outside the EU/EEA, Viking Line will take action to ensure that it continues to be protected and also take the measures necessary to lawfully transfer personal information to countries outside the EU/EEA.

9. Changes to the Privacy Policy

9.1 Viking Line has the right to change the Privacy Policy at any time. Viking Line will give you reasonable notice of any changes to the Privacy Policy. If you do not accept the changes, you have the right to terminate your agreement with Viking Line before the revised Privacy Policy enters into force. You can terminate the agreement by contacting Viking Line.

10. Protection of your personal information

10.1 You should always be able to feel safe when giving us your personal information. Viking Line has taken the security measures required to protect your personal information against unauthorised access, modification and deletion.

11. Your rights

11.1 Viking Line is responsible for ensuring that your contact information is handled in accordance with applicable law.

11.2 Viking Line will, at your request or on their own initiative, correct, de-identify, delete or supplement information found to be incorrect, incomplete or misleading.

11.3 If you do not want Viking Line to use your personal information for direct marketing, you can inform Viking Line of this in writing at any time. When Viking Line has received your message, Viking Line will stop using your personal information for this purpose. Viking Line will not process personal information in order to send targeted marketing messages to children under the age of 16.

11.4 Once per calendar year, you have the right to request an extract from the register from Viking Line free of charge by sending in a written, signed request. This extract provides information about what personal information is stored about you, what the purposes of the data processing are and to whom the information has been or will be disclosed. In the extract from the register, you also have the right to receive information about where the information has been obtained if it has not been obtained from you, the existence of automated decision-making (including profiling), and the anticipated period during which the information will be stored or the criteria used to determine this period. You also have the right to receive information about your other rights, outlined above, in the extract from the register.

12. Contact information

12.1 Do not hesitate to contact if you have any questions about this Privacy Policy or the handling of your personal information or if you wish to request and extract from the register. Our contact information is found under point 1 above.