Terms of Service for Vientiasiakirjat.fi

Version updated February 25th 2020

 1.      General description of the service and the parties

This electronic document service (“Service”) is a service administered and maintained by the Central Chamber of Commerce (0201469-2) and the Finnish Regional Chambers of Commerce (together referred to as the “Chambers of Commerce” and the Central Chamber of Commerce and each Chamber of Commerce separately) and confirming certain documents needed in foreign trade.

Confirmation of certificates and documents shall be subject to a fee for the Service User (“User”). User denotes an organization using the Service that may authorize natural persons or another organization to use the Service on behalf of the organization.

The User agrees to abide by these Terms of Service (“Terms”) when using the Service. The Terms will become binding upon the User when the User first registers for the Service.

In addition to these Terms, the User agrees to comply with the laws and regulations in force in Finland. When using the Service, the User agrees to abide by the general rules of the European Union for certificates of origin. The rules can be found on the Service’s website. In addition, Chapter 46, Section 10 of the criminal code on the provision of origin information shall apply.

2.      The duties of the User

The right to use the Service rests with the organization registered as the User. The User is responsible for the activities of authorized persons and organizations. The license is organization-specific and may not be resold or rented by the User or any person authorized by the User or by any other organization. User IDs are personal and may not be disclosed to third parties. The User must ensure that the authorized persons have their right to use the Service revoked when they are no longer using the Service. The User designates one or more administrative users to manage other authorized users (“Sub-users”).

The User undertakes to use the Service in accordance with these Terms and the legislation in force in Finland. The User is responsible for the acquisition, maintenance, operation and use of the equipment, software, and communications and communications connections on which the User accesses the Service, as well as any costs incurred in using the Service. The User must also back up and archive all materials submitted to the Service. The User’s obligation to archive is based on applicable law. The Chambers of Commerce are not responsible for the above.

The materials submitted by the User are available on the Service for a limited time:

Document type

Available in the Service

  • Application for certificates of origin (without annexes): 24 months after approval of the application
  • Annexes to the certificates of origin: 3 months after approval of the application
  • Other documents to be certified (incl. Annexes): 3 months after approval of the application

The User is responsible for the content and presentation of any material submitted or otherwise processed by or through the Service, and for the accuracy and delivery of the information. The User is also responsible for not using, uploading, storing or otherwise processing any material that infringes copyright or other rights, laws or government regulations, or otherwise abuses the Service.

It is the responsibility of the User and the authorized persons to maintain the confidentiality of the User IDs. The User is responsible for all use of the Service and any costs, fees, obligations and penalties arising therefrom. In the event that IDs come into the possession of a third party or  are lost, the sub-user or the administrative user(s) must immediately notify the User who issued the IDs of the loss.

The User is responsible for not uploading to the Service any content that contains malicious software or other features that interfere with the operation of the Service, and for not distributing or otherwise manipulating such material.

The User is responsible for paying for the use of the Service against a separately sent invoice.

If the User, the administrative or sub-user authorized by the User, or any other organization authorized by the User causes damage to the Chamber of Commerce while using the Service, for example by uploading malicious software, it shall be liable for the full amount of the damage it has caused, irrespective of whether it is indirect or direct.

3.      Rights of the Service User

The User is entitled to use the Service to authenticate documents and certificates relating to foreign trade. The User may not use the Service for any other purpose. The license is non-transferable, non-sublicensable, non-exclusive and revocable at any time if the User violates these Terms or any applicable law.

4.      Rights and obligations of the Chambers of Commerce

The Chambers of Commerce shall provide the User with the Service referred to in paragraph 1. The Chambers of Commerce have the right to unilaterally and without limitation change these Terms and the content and features of the Service. The Chambers of Commerce may also, at any time, prevent the User from accessing the Service if the User violates these Terms.

The Chambers of Commerce provide the User with the ability to use the Service as is and when it is available. The Chambers of Commerce shall have no other obligations, unless otherwise provided in these Terms. The Chambers of Commerce may modify, deny or terminate the Service.

The Chambers of Commerce reserve all rights not expressly granted in these Terms, including without limitation, title, all intellectual property, and other rights in the Service and related parts.

The Chambers of Commerce keep the Service open to Users on weekdays from 7am to 6pm. However, the Chambers of Commerce do not guarantee uninterrupted or error-free use or functionality of the Service.

The Chambers of Commerce may suspend the operation of the Service and/or applications of the Service as a result of modifications, maintenance, or installation work, or as required by law or other regulatory authority, or when such activity or provision of the Service is unreasonably difficult. It is our intention to notify Users of any known suspension to the Service.

5.      Disclaimers

The Chambers of Commerce provide the Service and all related information as is and to the extent of availability (“as is”, “as available”).

The Chambers of Commerce make no guarantees, express or implied, including, but not limited to, title, non-infringement, merchantability, fitness for a particular purpose or compatibility of systems.

The Chambers of Commerce are not responsible or expressly liable for the delivery of messages or materials transmitted through the Service.

Chambers of Commerce shall not be liable to Users or third parties for any material or technical errors, omissions, or misuse of the information contained in the Service or its affiliated services, or any consequential or inconsequential damages arising out of the interpretation, whether caused by error, malfunction of the Service or communications, maintenance work, or any other reason.

Neither are the Chambers of Commerce liable for any delay in the transaction process through the Service, or for any loss, damage or misdirection of information or material to the User.

6.      Limitation of liability

The liability of the Chambers of Commerce for any damage caused to the User accessing the Service shall in all circumstances be limited to a maximum of thirty (30) euros.

The limitation of liability applies whether or not the User’s claim is based on these Terms, non-contractual liability, or otherwise governed by law, whether or not the Chamber of Commerce was aware of the possibility of such damages.

However, the limitation of liability shall not apply to damage caused to the User by the Chambers of Commerce.

7.      Validity and modification of the Terms

The Terms are valid until further notice. The Chambers of Commerce have the right to review the terms of the agreement and to amend these Terms by notifying the User through the Service or in writing. Changes will take effect once the User has been notified. The User accepts the changes as binding when using the Service. If the User does not wish to be bound by the latest Terms, they may terminate the use of the Service.

8.      Intellectual property rights

The content and appearance of the Service are protected by copyright. All licenses, copyrights and other intellectual property rights in the Service are vested in the Chambers of Commerce or third parties.

The User retains ownership of the material uploaded to the Service, except that the Chambers of Commerce shall have the right to use, copy, remove and otherwise manipulate the material uploaded by the User to the Service, without notice or limitation.

If it becomes apparent that material processed by the User through the Service infringes on the copyrights or other rights of others, is in violation of the law or the Terms, or may cause damage, the Chambers of Commerce reserve the right to remove such material.

9.      Termination of Service

The User may terminate the Service at any time without giving any reason.

The Chambers of Commerce may refuse access to the Service to the User and any person authorized by it or to any other organization, whether for a fixed or indefinite period of time, if the User, its authorized person or organization:

a)      fails to make payments due to the use of the Service;

b)     violates the Terms; or

c)      otherwise interferes with the Service or any part thereof.

The Chambers of Commerce shall notify the User of termination of use separately. In connection with the denial of access, the Chambers of Commerce also have the right to remove any material uploaded by the User to the Service.

10.  Applicable law and dispute resolution

These Terms shall be governed by the law of Finland, except for its conflict of laws rules.

Disputes concerning the interpretation or application of the Terms shall be resolved primarily through negotiation.

In the event of disagreement between the User and the Chamber of Commerce through negotiation, the dispute shall be finally settled by arbitration in accordance with the rules of the Central Chamber of Commerce’s accelerated arbitration procedure. However, the arbitration panel of the Central Chamber of Commerce may, at the request of a party, decide that the dispute shall be settled instead of the expedited procedure in accordance with the Arbitration Rules of the Central Chamber of Commerce, if it considers this appropriate.

The location of arbitration shall be Helsinki and the language shall be Finnish.

11.  Other terms


If any provision of these Terms becomes ineffective or unenforceable as a result of a mandatory provision of law, the provision shall be made to the fullest extent practicable. Even if any provision of these Terms is rendered meaningless, this fact shall not affect the validity of the other provisions of the Terms.

Technical requirements

The site can be accessed with most commonly used browser programs. The Service does not work in Internet Explorer. Although the site is accessible by most browsers, we recommend that you upgrade to the latest version of the browser software available.

To open and read PDFs, you need a PDF reader, such as Adobe Reader.


The Chambers of Commerce regularly send e-mails to Users regarding the use of the Service. If the User does not wish to receive notices related to the Service, it must notify the regional Chamber of Commerce.

Privacy policy

The Chambers of Commerce adhere to the EU General Data Protection Regulation and the Finnish Data Protection Act. More detailed principles regarding the processing of personal data are contained in the Privacy Statement available on the Service’s website.