Privacy & terms.

Privacy policy

Who we are. OMEA is a community of office managers and executive assistants based in the Helsinki region. For GDPR purposes OMEA is the data controller. Reach us at jenni@omea.fi.

What we collect and why

• Account details — your name, work email, role, organisation and city. We need these to run your membership and to show you to other members. Basis: contract.
• Profile content — the description and photo you choose to add. Optional, and visible to other approved members. Basis: consent.
• Projects and offers — the briefs members post and the private offers companies send. Basis: contract.
• Event attendance — who has RSVP'd, so we can plan and let venues know numbers. Basis: contract.
• Backup email — a second address, if you give us one, so we can reach you when your work address stops working. It cannot sign you in and cannot reset your password. Optional. Basis: consent.
• Two-factor — if you turn it on, we store a secret your authenticator app shares with us and hashes of your recovery codes. We never see the codes themselves after they are shown to you. Basis: contract.
• Sign-in records — the browser and IP address of each active session, so you and we can tell one device from another. Deleted when the session ends or expires. Basis: legitimate interest, keeping accounts secure.
• Open to opportunities — if you tick the box, we note that you would like to hear about roles. Only organisers see it, never other members and never partner companies. We do not pass your details to anyone without asking you first, and you can untick it in your profile at any time. Basis: consent.
• Payments — when you pay by card, Stripe handles your card details. We never see or store your card number; we keep a record of what was paid and when, as Finnish accounting law requires. Basis: contract and legal obligation.
• Email preferences — so we only send what you asked for. Basis: consent.
• Newsletter signups — your email, until you unsubscribe. Basis: consent.
• Active days — the dates on which you used OMEA while signed in, so we can count how many members are active each day and week. Only totals leave our database: PostHog receives counts, never who. Kept for 13 months. Basis: legitimate interest, improving the service.
• Usage statistics — which pages are visited and which buttons are used, so we know what to improve. We use PostHog, hosted in the EU (Frankfurt), through our own domain. It sets no cookies and stores nothing in your browser: PostHog makes a visitor number from your IP address and browser with a key that changes every day, so you cannot be followed from one day to the next, and the IP address itself is not kept. It never records what you type, member names or messages, and it does not record your screen. Basis: legitimate interest, improving the service. Choose "Necessary only" below, or turn on Do Not Track in your browser, and it is switched off.

We do not sell personal data, and we do not share member details with vendor companies. Companies only see a project brief and the organisation that posted it — never a member list.

Who can see what

• Members see the member directory and their own projects and offers.
• Companies see only projects open for bidding in their own category, and only their own offer.
• Organisers (admin) can see all records, including every offer, because they moderate the community.

How long we keep it

Account data is kept while you are a member and for 12 months afterwards. Projects, offers and reviews are kept for 3 years for reference and dispute resolution. Newsletter signups are kept until you unsubscribe. Accounting records are kept for 6 years as Finnish law requires.

Your rights

Under GDPR you can ask us to give you a copy of your data, correct it, delete it, restrict how we use it, or object to a particular use. You can also withdraw consent at any time.

• Download your data yourself, any time, from Account settings in the member platform.
• Delete your account yourself from the same place — it removes your profile, RSVPs and projects.
• Anything else, email jenni@omea.fi and we'll respond within 30 days.

If you think we've handled your data badly you can complain to the Finnish Data Protection Ombudsman (tietosuoja.fi).

Cookies

We use a small number of cookies and equivalent local storage:

• Necessary — keeping you signed in and remembering your language and cookie choice. These are always on; the site cannot work without them.
• Analytics — none. Our usage statistics (PostHog, see above) work without cookies or browser storage. Choosing "Necessary only" switches them off completely.

You can change your choice at any time using the button below.

Terms of use

Effective 5 November 2026.

Membership. OMEA is a closed, moderated community for office managers, executive assistants and people in equivalent workplace roles. Applications are reviewed by an organiser, and we may decline or end a membership if it isn't a fit or if someone behaves badly toward other members.

Conduct. Members and partners use OMEA professionally and in good faith. Messages are relevant to their recipient, approaches about employment are made with discretion, and other members' details are used only for the purpose they were shared for and stay within OMEA. Providers present their services through their listing, their offers and the projects flow, and approach members directly only at the member's invitation.

Projects and offers

• A member's project is visible only to that member, to companies eligible to bid in that category, and to organisers.
• Offers are private to the member who posted the project. Companies never see competing offers, or how many there are.
• Offers are commercial proposals between the member's organisation and the company. OMEA is not a party to any contract and doesn't handle payment, delivery or disputes.
• Accepting an offer shares contact details both ways so you can arrange the work directly.

Premium membership

• Premium is for approved OMEA members. If you pay before your membership is approved and we can't approve it, we refund you in full.
• Premium runs for 12 months from the day it starts. It includes up to eight live AI workshops a year and the other benefits described on the Premium page when you join.
• The year is paid in advance, by card or by invoice, unless we have agreed otherwise in writing. Invoices are payable within 14 days.
• Prices for individuals include VAT. Prices for companies are shown without VAT, which is added at the rate in force.
• Premium is a 12-month commitment. It cannot be cancelled during the year, and we do not refund part of a year, except as set out below.
• If you pay yourself, you have 14 days from your purchase to cancel it. If you ask to start using Premium straight away and then cancel within those 14 days, we deduct a share for what you have already received and refund the rest.
• Renewal. Premium renews automatically for another 12 months at the renewal price. We email you at least 30 days before your renewal date with the date and the price.
• To stop renewal, email jenni@omea.fi or customers@omea.fi before the renewal date, and Premium ends on that date. This applies whether you or your company pays. A renewed year is a new 12-month commitment.
• If your company pays, the company is the customer, and by ordering you confirm you are authorised to order on its behalf.
• The renewal price is shown when you join. If it changes, we tell you at least 60 days before your renewal date. We never change the price of a year already paid.
• If an invoice is more than 30 days overdue, we may pause Premium until it is paid. Late payments accrue interest under the Finnish Interest Act.
• Recordings, templates and handouts are for your own work and your immediate team. Please don't publish them or pass them on outside your organisation. You keep access for 30 days after Premium ends.
• If we deliver fewer than half of the sessions announced for your year, or stop Premium altogether, we refund the unused part of the year. We may end Premium without refund if a member seriously breaches these terms, for example by harassing other members or misusing their details.

Partner membership

• Partner membership is an agreement for a place in a category for a fixed term. Each category holds a limited number of partners, and a place includes a listing in the Partner directory and access to projects open for bidding in that category. Category, price, term and start date are set out in the order the partner accepts. If the order and these terms differ, the order applies.
• Payment. The fee for the year is paid in advance, by invoice or by card. Invoices are payable within 14 days. Your listing and access go live once the payment has arrived, and we'll let you know when you're live.
• Renewals are paid the same way, and late payments accrue interest under the Finnish Interest Act. If a renewal payment is more than 30 days late, we may pause the listing until it is paid; the term is not extended for the pause.
• The term is 12 months from the day the listing goes live, unless the order sets a longer one. If going live is delayed on OMEA's side, the partner does not lose paid time.
• The term is a commitment. It cannot be cancelled during the term, and fees are not refunded once the listing is live, except as set out below.
• Renewal. The membership renews automatically for another term of the same length at the then-current price. We send a reminder with the price at least 45 days before the renewal date. To stop renewal, email jenni@omea.fi or customers@omea.fi before the renewal date.
• A partner place buys visibility and access. It is not exclusivity, and not a guarantee of projects, offers or revenue.
• Partners see a member's contact details only when that member chooses to share them, and may use them only to deal with that member about that matter. Contacts a partner gains through OMEA are for that partner's own use alone: they may not be added to marketing lists, sold, shared or passed to any other company or entity without OMEA's written permission. Misuse of member data ends the membership immediately, without refund.
• Promotions and listing content must be accurate and the partner's own to use, and the partner honours the offers it promotes. We may edit content for length and format, and decline anything misleading or off-topic.
• Either party may end the agreement if the other materially breaches it and does not put it right within 14 days of written notice. If OMEA ends the agreement without the partner being at fault, or stops the partner programme, we refund the unused part of the term.
• When a membership ends, the place may be offered to another company.

Content you add

You keep ownership of what you write and upload. You give OMEA permission to display it within the community and, for company listings, on the public vendor directory. Don't upload anything you don't have the rights to.

Liability

OMEA runs this community with care but provides it "as is". We aren't liable for commercial outcomes between members and partners, or for indirect losses. For paid memberships, our total liability is limited to the fees paid for the current 12 months. None of this limits liability for misuse of personal data, wilful misconduct or gross negligence, or where Finnish law doesn't allow it, and nothing here limits your rights under Finnish consumer law.

Changes

If we make a material change to these terms we'll email members at least 30 days beforehand. Continued use after that means you accept the new version. If a change is to your disadvantage and you have a paid membership, you may end it before the change takes effect, and we refund the unused part.

Paid memberships ordered before 29 September 2026 continue on the terms they were ordered on until their renewal date.

Law and disputes

Finnish law applies. Please contact us first: most things are solved with an email. An individual may also take a dispute to the Consumer Disputes Board (Kuluttajariitalautakunta). Disputes with companies are settled in the Helsinki District Court.