Please note, that this is a translation of the original privacy statement in Finnish. If there are discrepancies between the translation and the original privacy statement, the original privacy statement is considered to be valid.
1 Data controller and contact person
Name: Tekniikan Akateemisten Liitto TEK ry, Tekniikan Akateemiset ry
Address: Ratavartijankatu 2
FI-00520 Helsinki, Finland
Telephone: +358 9 229 121
Business ID: 0201522-2, 0117014-0
TEK is an association formed by two unions. The TEK election refers to the elections of both of the unions that make up the Academic Engineers and Architects in Finland TEK: Tekniikan Akateemisten Liitto TEK ry and Tekniikan Akateemiset ry. TEK’s individual members are members of Tekniikan Akateemiset ry. TFiF-TEK members are members of Tekniska Föreningen i Finland r.f.
Contact person: Daniel Valtakari
E-mail address: daniel@tek.fi
2 Data protection officer
3 Data subjects
The register for Tekniikan Akateemisten Liitto TEK ry (hereafter Organisation) processes personal data of members (hereafter "members" or “data subjects”). The members of Tekniikan Akateemisten Liitto TEK ry are individual members in either Tekniikan Akateemiset ry or Tekniska Föreningen i Finland r.f.
4 The purpose and legal grounds for processing personal data
The purpose of processing personal data is to organize voting for the General Council elections of the Academic Engineers and Architects in Finland TEK and the member voting of Tekniikan Akateemiset ry, in accordance with the election and voting regulations.
Membership in a trade union is considered special category personal data. TEK has a legal basis to process such data because the processing is carried out in connection with the lawful activities of a union related to trade union operations, with appropriate safeguards in place (Article 9(d) of the GDPR).
The legal basis for processing personal data to enable voting in elections is a contract (Article 6.1(b) of the GDPR) and the statutory obligation of the Organisation (Article 6.1(c)). For candidates standing for election, the legal basis for processing their personal data is their consent (Article 6.1(a)).
Decision-making power in associations is determined by the Associations Act (Yhdistyslaki), the rules of the organisations, and the election and voting regulations (hereinafter referred to as “the rules”).
The personal data of members who are eligible to vote are used to verify the member’s eligibility and identity in voting and when communicating with members. Personal data is processed by TEK and Arts & Minds. Personal data are not processed when the member votes, nor is it possible to link the voter and the vote they cast.
The personal data of members who stand or are put forward for election are processed during the election procedure by
- the TEK office for election communication,
- by electoral officers and founders of electoral alliances as well as Arts & Minds for the candidate registration in the electronic tool/candidate list, and
- by TEK and Webscale in the election compass.
Potential candidates are asked to consent to candidacy using the electronic candidate registration tool or or by an electoral officer / founder of an electoral alliance either orally or in writing.
Candidates consent to display of the following data in the election compass and TEK’s candidate compilation list when they stand for election:
- The electoral district, and for Tekniikan Akateemiset ry, the electoral area
- Electoral alliance
- Candidate number issued by the Election Committee
- First name and surname
- Home municipality
A candidate may choose to independently add more information to the election compass. In addition, candidates and founders of electoral alliances submit their phone numbers and email addresses for use by the TEK office so they can be sent information related to candidacy and the elections.
The election results will be published, in accordance with TEK's voting and election regulations, on the oOrganisation's publicly accessible platform(s) (such as the www.tek.fi website). The names of all elected council members and deputy members will be listed, along with the names and vote counts of all candidates, as well as the vote counts and comparative indexes of electoral alliances and coalitions by electoral district and area. Additionally, the names of the elected candidates will be updated on TEK’s General Council page for the duration of the council term: www.tek.fi/valtuusto.
5 Content of the data file
The following personal data are processed in the registers:
Only members of the Organisation have the right to stand as candidates and vote in the elections. Membership information is processed at all stages of personal data handling.
During candidate registration, electoral officers/founders of the electoral alliances collect the following information pursuant to the rules and decisions of the Election Committee:
- Given names and surname
- Home municipality
- Email and phone number
- Date of birth
- The electoral district, and for Tekniikan Akateemiset ry, the electoral area
Members who stand for or are put forward for election and members who have consented to candidacy are sent electoral communications from the TEK office, in conjunction with which the following data are processed:
- First name and surname
- Email address
- Phone number
The following are published about candidates in TEK's candidate compilation list:
- The electoral district, and for Tekniikan Akateemiset ry, the electoral area
- Electoral alliance
- Candidate number issued by the Election Committee
- First name and surname (based on the details in OmaTEK member portal on 25 February 2026)
- Home municipality (based on the details in OmaTEK member portal on 25 February 2026)
The TEK office staff enters the following information about candidates in the election compass:
- First name and surname
- Email address
- Candidate number issued by the Election Committee
- The electoral alliance
- The electoral district, and for Tekniikan Akateemiset ry, the electoral area
In addition, if they wish, candidates may independently add the following information to the election compass:
- Title
- Workplace
- Degree
- Email and phone number
- Home municipality
- Age
- Gender
- Native language
- Nationality
- Photograph
- Profile
- Other information
When voting, the following data of members eligible to vote are processed:
- Name
- Contact details (email address, phone number and address)
- Personal ID or phone number/email address for identification in electronic voting
6 Regular sources of information
Personal data are collected:
- From the member themself,
- From the electoral officers/founders of the electoral alliances on the basis of information provided by the member themself and
- From TEK’s membership register.
7 Regular destinations of disclosed data
Personal data may be transferred to cooperation partners to take measures and provide services for the organization of elections.
Personal data are transferred to:
- Arts & Minds (electronic candidate registration tool, voting system)
- Webscale (election compass)
- Possible postal material provider (printed election material)
8 Transfer of data out the EU or the EEA
The data will not be transferred outside the EU or the EEA.
9 Storing period
Personal data will be stored for the duration of the elections and for possible revisions and for election analysis for two (2) months after the publication of the election result.
10 Automated Decision-Making
Automated decision-making is not used in the elections.
11 Data subjects' rights
The data subjects have the right to object the processing of their personal data for the purposes of direct marketing. The data subject may agree or forbid the Organisation to send them thematic direct marketing materials.
In addition, the data subjects have the right at any time and in accordance with the relevant legislation to:
- be informed on the processing of their personal data;
- have access to their personal information and verify the correctness of the data concerning them and processed by the Organisation;
- demand rectification of any inaccurate or incorrect information and to have incomplete data completed;
- demand the erasure of their data;
- withdraw their consent and object to the processing of their personal to the extent that the processing is legally based on the data subject’s consent;
- object to the processing of their personal data on the grounds of their personal situation for the processing that is legally based on the benefit of the Organisation;
- receive their information in a machine-readable format and have the right to transmit those data to another controller, providing that the data subject has provided the information to the Organisation him- or herself, the Organisation is processing the information based on the data subject’s consent and the processing is conducted automatically; and
- demand restricting the processing of their personal data.
To the extent that processing is based on the data subject’s consent, the data subject has the right to withdraw their consent at any time.
The data subject must request the implementation of the abovementioned right via the means provided in this description’s Contact section. The Organisation has the right to request the data subject to specify their request in writing and to verify the identity of the data subject prior to processing the request. The Organisation can reject the requests on grounds provided in relevant legislation.
12 Right to lodge a complaint to the supervisory authority
The data subjects have the right to lodge a complaint to the relevant supervisory authority, or to the supervisory authority of the EU member state where their place of residence or work is located, should the data subject deem that the Organisation has not processed their data in accordance with relevant legislation.
13 Data protection
Personal data that is processed digitally is secure. It is saved to the Organisation’s information systems, and access to the systems is given only to personnel who need access in order to do their work. These persons use personal user IDs and passwords.
All personal data sent outside the Organisation is encrypted. All workstations and data devices used in the Organisation are encrypted.
14 Contact
Requests concerning the usage of data subjects’ rights, questions on this description and other matters must be made via e-mail to the Data Protection Officer: tietosuojavastaava@tek.fi
A data subject may also contact the Organisation in person or in writing at the following address:
Tekniikan Akateemisten Liitto TEK ry
Membership register
Ratavartijankatu 2, FI-00520 Helsinki, Finland
15 Amendments to this description of personal data file
This description of personal data file can be updated, for example if the relevant legislation is amended. This description was last updated on 11 November 2025.