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Privacy policy

About the privacy policy

The Privacy Policy, established by Best Arctic, includes information on how we process your personal data and your data protection rights. We process your personal data in accordance with the Norwegian Personal Data Act and the General Data Protection Regulation (GDPR).

Best Arctic is the controller of the personal data we process about you. This means that we are responsible for ensuring that this processing complies with applicable data protection legislation.

Our contact information is:

Best Arctic AS
Sjøgata 7
9006 Tromsø
Norway

Email: info@bestarctic.com

The personal data we process about you:

Hiring personnel:

Best Arctic process personal data about applicants, such as CVs, names, education, experience, phone, email etc. The legal basis for this processing is our legitimate interest in hiring new personnel. These personal data are necessary to process to evaluate which applicants are suitable for the specific position.

  • Best Arctic will only keep documentation on the person who has been hired. CV’s and other documentation about other applicants will be deleted or shredded as soon as the hiring process has been closed.
  • It will in some cases be relevant to evaluate a candidate for other vacant positions. All information will be handled with the same care as during the original process and be deleted as soon as the information is no longer necessary.

Customers, suppliers, partner companies and other business partners:

Best Arctic process personal data for customer management purposes, such as contact information for persons acting on behalf of our partner companies, vendors, service providers etc. This will typically include names, mail addresses, roles and potential events they can be invited for.

The processing is carried out based on our legitimate business interest in providing the best possible service and to keep our partners updated. We will only process this data where the individual’s interests or fundamental rights and freedoms do not override our legitimate business interests.

Booking and conversion data:

When you make a booking with Best Arctic, we may use information relating to the booking to measure the effectiveness of our marketing and understand which marketing activities contribute to sales. Where applicable and subject to the appropriate legal basis and consent requirements, limited booking and customer information may be securely shared with advertising and analytics platforms for conversion measurement and advertising optimization.

This may include information such as:

  • Date and time of the booking
  • Booking value
  • Product or activity booked

Where customer identifiers are used for conversion matching, they are hashed before being transmitted to the relevant advertising platform. Hashing converts the information into a coded format before transmission. The receiving platform may use this information to determine whether a booking can be associated with a person who previously interacted with a Best Arctic advertisement. We do not share unnecessary booking information or free-text information with advertising platforms for this purpose.

Email marketing:

If you subscribe to marketing communications from Best Arctic, we may use your contact information to send you news, travel inspiration, information about our products, campaigns, and relevant offers. Where applicable, we may also measure interactions with our marketing communications, such as whether a message was opened or a link was clicked, to understand and improve our communications. The legal basis is your consent.

You can unsubscribe from marketing communications at any time by using the unsubscribe option included in our emails or by contacting us. Withdrawing your consent to marketing does not affect communications that are necessary in connection with an existing booking or customer service request.

Social media:

Best Arctic uses social media platforms including Facebook, Instagram, TikTok, Reddit and LinkedIn to communicate with customers, share content and promote our products and services. When you interact with Best Arctic through these platforms, for example by following our accounts, commenting on content, sending us a message or interacting with an advertisement, the relevant social media provider may process information about you according to its own privacy policy.

We may use aggregated statistics and insights provided by these platforms to understand the performance of our content and advertising. The legal basis is our legitimate interest in understanding and improving the performance of our content and advertising on social media platforms.

 AI chatbot and online communication:

Best Arctic provides an AI-powered chatbot as digital assistance on our website to help visitors find information about our destinations, products, and services. If you interact with the chatbot, the information you provide in the conversation may be processed to respond to your request, improve the service and, where relevant, assist with customer enquiries. The legal basis for responding to your request and assisting with customer enquiries is that it is necessary to fulfil a possible contract. The legal basis for improving the chatbot service is our legitimate interest in providing a well-functioning and relevant digital service.

Please avoid providing sensitive personal information through the chatbot unless it is necessary for your request. Where external technology providers process chatbot information on our behalf, they are required to handle the information in accordance with applicable data protection requirements and our agreements with them.

Contact forms, campaigns, and collaborations:

If you contact Best Arctic through, for example, a website form, campaign, competition, creator or collaboration request, we may process the information you voluntarily provide to us. Depending on the purpose, this may include your name, contact details, social media accounts, company information, travel dates and other information relevant to your enquiry. We store this information so that we can provide you with the best service possible.  Our legal basis for this processing is our legitimate interest. The legitimate interest is our need to be able to respond to your request and administer the relevant campaign, collaboration or communication.

Cookies and similar technologies:

Our website uses cookies and similar technologies for necessary website functionality and, with your consent, for analytics and marketing purposes. Non-essential cookies and tracking technologies are not activated before the required consent has been provided. You can choose which categories of cookies you accept and can change or withdraw your consent at any time through our Cookie Settings.

For more information about the cookies and tracking technologies used on our website, their purposes, providers and retention periods, please see our Cookie Policy.

Third-party service providers:

To operate our website, booking services, analytics and marketing activities, Best Arctic works with third-party technology and service providers. Depending on the services you use and your consent choices, these may include providers of:

  • Website analytics
  • Online advertising and social media
  • Booking and reservation technology
  • Email and marketing communications
  • Website hosting and functionality
  • Customer communication and AI-powered services

Some providers may process personal data outside Norway or the European Economic Area (EEA). Where personal data is transferred outside the EEA, Best Arctic uses the safeguards required under applicable data protection legislation.

Retention periods

Best Arctic only stores your personal data for as long as necessary, depending on the purpose of the processing.

For data submitted via communication from you, the data will be retained for the period needed in order to follow up on your request.

For data collected through cookies, please see our cookie policy available here.

For customers, suppliers and vendors, we retain the contact person’s personal data for as long as it is necessary to meet the purpose for which the data were first acquired. For example, we may store your personal data to fulfil our legitimate business purposes, to fulfil our contractual obligations or if required by law or regulation.

If you ask us to delete your information, we will comply, provided that we are not obliged to continue storing the data in order to meet accounting or bookkeeping requirements.

Any personal data collected on the basis of consent will be deleted if you withdraw your consent, unless statutory retention obligations apply. Beyond this, we will delete your personal data once there are no longer any legal, regulatory or legitimate business reasons for us to keep it.

Your choices:

You are in control of how your information is used for optional marketing and analytics purposes. You can:

  • Accept or reject optional cookies through our cookie consent tool
  • Change or withdraw your cookie consent at any time
  • Unsubscribe from marketing emails
  • Contact Best Arctic regarding your personal data
  • Exercise your rights under applicable data protection legislation, being the right to:
    • know what personal data we have stored about you;
    • right to have that data updated/corrected;
    • request restriction of specific data;
    • object to processing;
    • receive your personal data in a portable, machine-readable format and transfer it to another controller; and
    • in certain cases, to have the data deleted from our systems.

Best Arctic does not conduct automated decision-making, including profiling.

Withdrawing consent does not affect the lawfulness of processing carried out before your consent was withdrawn. For further information about your data protection rights, how long we retain personal data and how to contact us regarding privacy, please see the other sections of this Privacy Policy.

You also have the right to submit a complaint to the Norwegian Data Protection Agency (NDPA) if you believe that our processing of your personal data fails to comply with the applicable data protection law. The address to the NDPA is:

Datatilsynet
Postboks 458 Sentrum
0105 Oslo