Datenschutzbestimmungen

Datenschutzhinweis und Cookies

Ruka Ski Chalets / Chalet Dreams Oy
Last updated: 22 July 2026

1. Data Controller

The data controller is:

Chalet Dreams Oy
Business ID: 3529553-1
Address: Rukatunturintie 12, 93830 Rukatunturi, Finland
Business name used in the service: Ruka Skihütten
Website: rukaskichalets.fi

Data protection contact:
Tuomas Kankaala
Tel. +358 50 336 3880
Email: [email protected]

In this Privacy Notice, “Ruka Ski Chalets”, “Chalet Dreams Oy”, “we”, “us” or “the Company” refers to Chalet Dreams Oy.

2. Scope of this Privacy Notice

This Privacy Notice applies to the processing of personal data in connection with:

  • the Ruka Ski Chalets website and online booking service;

  • accommodation bookings and customer relationship management;

  • check-in, guest registration and statutory accommodation reporting duties;

  • customer service, invoicing, payments, complaints and claims;

  • marketing, newsletters and customer communications;

  • owner, partner and stakeholder relationships; and

  • cookies and similar technologies used on the website.

3. Role of Chalet Dreams Oy and apartment owners

Ruka Ski Chalets is an accommodation operator, booking operator and rental pool operator. Unless expressly stated otherwise, the apartments and accommodation units offered through Ruka Ski Chalets are owned by third parties, who may be private individuals or legal entities.

Chalet Dreams Oy operates, markets and administers accommodation services under separate agreements with the apartment owners. Depending on the booking model, the accommodation contract may be made either between the guest and Chalet Dreams Oy, or between the guest and the apartment owner represented by Chalet Dreams Oy.

Chalet Dreams Oy is the data controller for personal data processed in connection with the website, bookings, customer service, statutory guest registration, accommodation operations, marketing and service administration.

Apartment owners may receive limited personal data where necessary for the performance of the accommodation service, management of the property, handling of damage, accounting, taxation, legal obligations or contractual obligations. In such cases the apartment owner may act as an independent data controller for their own processing. Where an owner or other party processes personal data on behalf of Chalet Dreams Oy, appropriate data protection arrangements are used.

4. Personal data we collect

We collect only personal data that is necessary for the purposes described in this Privacy Notice.

4.1 Identification and contact details

We may process the following data concerning customers, guests, persons making a booking, company representatives, apartment owners and other contact persons:

  • name;

  • address;

  • telephone number;

  • email address;

  • date of birth;

  • Finnish personal identity code where required or permitted by law;

  • nationality where required for accommodation reporting;

  • company name, business ID and representative details;

  • language preference and communication preferences.

4.2 Booking, accommodation and customer relationship data

We may process:

  • booking details, including accommodation unit, arrival and departure dates, number of guests and price;

  • information about services ordered, additional services and special requests;

  • customer communications, messages, feedback and complaints;

  • arrival instructions, key or access information and check-in related data;

  • payment status, invoicing details, transaction references and refund information;

  • information related to damages, lost property, rule violations, safety incidents or misuse;

  • information needed for customer service, claims handling and legal proceedings.

We do not intentionally collect special categories of personal data, such as health data, unless the customer voluntarily provides such information and it is necessary to provide the requested service. Customers should avoid sending unnecessary sensitive information.

4.3 Statutory accommodation and passenger card data

As an accommodation operator in Finland, we are legally required to collect passenger information from guests staying at the accommodation.

The required passenger card or guest registration data may include:

  • the passenger’s full name;

  • Finnish personal identity code, or if not available, date of birth and nationality;

  • the full names and Finnish personal identity codes of an accompanying spouse and minor children, or if not available, their dates of birth;

  • the passenger’s address;

  • the country from which the passenger arrives in Finland;

  • travel document number;

  • date of arrival and date of departure, if known;

  • signature or equivalent confirmation of the passenger information;

  • verification of the passenger’s identity.

Passenger card data is processed only for statutory accommodation, safety and authority purposes and is not used for marketing.

Data concerning foreign travellers may be disclosed to the police without delay as required by Finnish law. Passenger card data is retained for one year after the passenger card has been signed, after which it is erased unless a separate legal basis requires longer retention.

4.4 Website, cookie and analytics data

When you use our website, we may process:

  • IP address;

  • cookie identifiers and similar online identifiers;

  • browser and device information;

  • operating system information;

  • pages visited, clicks, referring pages and time of visit;

  • cookie consent and preference data;

  • technical log data needed for security and service operation.

Non-essential cookies, such as analytics and marketing cookies, are used based on your consent where required by law. You can manage your cookie preferences through the cookie settings available on our website.

4.5 Marketing data

We may process:

  • newsletter subscriptions;

  • marketing consents and opt-outs;

  • communication preferences;

  • campaign and message engagement data, such as whether an email has been opened or a link clicked;

  • customer segment or preference data used for relevant communications.

You may unsubscribe from marketing communications at any time.

4.6 Owner, partner and stakeholder data

For apartment owners, service providers and business partners, we may process:

  • name, contact details and role;

  • company details and business ID;

  • agreement, property, payout and invoicing information;

  • communications and service history;

  • information required for accounting, taxation and legal compliance.

5. Sources of personal data

We collect personal data primarily from:

  • the data subject directly;

  • the person making a booking on behalf of other guests;

  • travel group leaders or company representatives;

  • apartment owners and service providers;

  • booking and sales channels, such as Varaamökki.com, Booking.com, Airbnb, Nettimökki and similar platforms;

  • payment service providers;

  • public official registers, such as trade registers, where necessary; and

  • authorities or other third parties where permitted or required by law.

If you provide personal data about other guests, family members, employees or representatives, you are responsible for ensuring that you have the right to provide such data and that the persons concerned are informed about this Privacy Notice.

6. Purposes and legal bases for processing

We process personal data for the following purposes:

6.1 Bookings and accommodation services

We process personal data to receive bookings, confirm reservations, provide accommodation, manage check-in and check-out, send arrival instructions, provide customer service and fulfil accommodation contracts.

Legal basis: performance of a contract or steps prior to entering into a contract.

6.2 Statutory guest registration and authority obligations

We process passenger card and guest registration data to comply with Finnish accommodation legislation and other statutory obligations, including accounting, taxation and authority reporting.

Legal basis: compliance with a legal obligation.

6.3 Payments, invoicing and accounting

We process personal data to handle payments, invoices, refunds, accounting records, taxation and financial administration.

Legal basis: performance of a contract, compliance with a legal obligation and legitimate interest.

6.4 Customer service, complaints and claims

We process personal data to respond to enquiries, provide support, handle feedback, resolve complaints, manage damages and defend or establish legal claims.

Legal basis: performance of a contract, legitimate interest and, where applicable, compliance with a legal obligation.

6.5 Safety, misuse prevention and property protection

We process personal data to ensure the safety of guests, personnel and property, prevent misuse, investigate damage or rule violations and maintain the security of our services.

Legal basis: legitimate interest and, where applicable, compliance with a legal obligation.

6.6 Cooperation with apartment owners

We process and disclose necessary personal data to apartment owners where required to perform the accommodation service, manage the property, handle damage, comply with accounting or tax obligations or fulfil agreements with owners.

Legal basis: performance of a contract, legitimate interest and compliance with a legal obligation.

6.7 Marketing and customer communications

We process personal data to send service-related messages, newsletters, offers and other marketing communications.

Legal basis: legitimate interest for customer communications and direct marketing where permitted by law; consent for electronic marketing and cookies where consent is required.

6.8 Website analytics and service development

We process website and usage data to maintain, analyse, secure and improve the website, booking service and customer experience.

Legal basis: legitimate interest for essential technical processing and service security; consent for non-essential analytics and marketing cookies where required.

7. Legitimate interests

Where processing is based on legitimate interest, our legitimate interests may include:

  • managing customer relationships;

  • developing services and customer experience;

  • protecting property, guests and personnel;

  • preventing misuse and fraud;

  • handling complaints, damages and legal claims;

  • managing relationships with apartment owners and service providers;

  • conducting ordinary business communications and direct marketing within legal limits.

You have the right to object to processing based on legitimate interest on grounds relating to your particular situation. You may always object to direct marketing.

8. Recipients of personal data

Personal data may be disclosed or made available to the following categories of recipients where necessary:

  • personnel and representatives of Chalet Dreams Oy who need the data for their duties;

  • apartment owners, where necessary for the accommodation, property management, damage handling, accounting, taxation or legal obligations;

  • booking and sales channels, such as Varaamökki.com, Booking.com, Airbnb, Nettimökki and similar platforms;

  • payment service providers, banks and card payment processors;

  • IT, hosting, booking system, website and analytics service providers;

  • cleaning, maintenance, key service and customer service partners;

  • accounting, payroll, financial administration and auditing service providers;

  • debt collection agencies, legal advisers, insurers and claims handlers;

  • authorities, such as the police, tax authorities or other competent public authorities, where required by law;

  • parties involved in a merger, acquisition, business transfer or corporate restructuring.

We require our service providers to process personal data only in accordance with our instructions and applicable data protection law.

9. Transfers outside the EU or EEA

As a rule, we aim to process personal data within the European Union and the European Economic Area.

Some service providers or booking channels may process data outside the EU or EEA. If personal data is transferred outside the EU or EEA, we ensure that the transfer is based on an adequacy decision by the European Commission, standard contractual clauses or another lawful transfer mechanism required by data protection law.

10. Retention periods

We retain personal data only for as long as necessary for the purposes described in this Privacy Notice or as required by law.

Typical retention periods include:

  • passenger card and statutory accommodation data: one year after the passenger card has been signed, after which the data is erased unless another legal basis requires longer retention;

  • booking and customer relationship data: for the duration of the customer relationship and thereafter for as long as necessary for customer service, complaints, claims, accounting or legal purposes;

  • accounting vouchers and transaction documentation: generally at least six years from the end of the relevant financial year;

  • financial statements, accounting books and comparable accounting records: generally at least ten years where required by law;

  • marketing data: until consent is withdrawn, marketing is objected to, or the data is no longer needed for marketing purposes;

  • cookie and analytics data: in accordance with the retention periods stated in the cookie settings or cookie policy;

  • owner, partner and agreement data: for the duration of the agreement and thereafter for as long as necessary for accounting, taxation, claims and legal obligations.

When personal data is no longer needed, it is deleted, anonymised or securely destroyed.

11. Provision of personal data

Providing booking and contact data is necessary to make and manage a booking. Providing statutory passenger card data is required by Finnish accommodation legislation. If the required data is not provided, we may be unable to accept the booking, provide accommodation or complete check-in.

Providing marketing consent is voluntary.

12. Protection of personal data

We protect personal data using appropriate technical and organisational measures. These may include access controls, passwords, user rights management, secure systems, confidentiality obligations, staff instructions, backup procedures and contractual safeguards with service providers.

Access to personal data is limited to persons who need the data for their work.

13. Automated decision-making and profiling

We do not make decisions based solely on automated processing that would produce legal effects or similarly significant effects for you.

We may use limited profiling or segmentation for marketing, customer communications, analytics and service development. You have the right to object to direct marketing and related profiling at any time.

14. Rights of the data subject

You have the following rights under applicable data protection law:

  • right of access to your personal data;

  • right to rectification of inaccurate or incomplete data;

  • right to erasure of data;

  • right to restriction of processing;

  • right to object to processing based on legitimate interest;

  • right to object to direct marketing at any time;

  • right to data portability where applicable;

  • right to withdraw consent at any time, where processing is based on consent;

  • right to lodge a complaint with a supervisory authority.

Requests concerning your rights should be sent to:

Chalet Dreams Oy / Ruka Ski Chalets
Data protection request
Email: [email protected]

We may verify your identity before processing the request. We normally respond within one month. If the request is complex or numerous, the response period may be extended as permitted by law.

15. Supervisory authority

If you believe that your personal data has been processed unlawfully, you have the right to lodge a complaint with the competent supervisory authority.

In Finland, the supervisory authority is:

Office of the Data Protection Ombudsman
Website: tietosuoja.fi

16. Changes to this Privacy Notice

We may update this Privacy Notice from time to time. The latest version is available on our website.