Privacy statement for the event register

The event register data file defines how event-related data is handled.

Privacy statement for TEK’s event register 

1 Controller and contact person

Name: Academic Engineers and Architects in Finland TEK and Tekniikan Akateemisten liitto ry
Address: Ratavartijankatu 2
FI-00520 Helsinki, Finland
Telephone: +358 09 2291 2291
Business ID: 0117014-0, 0201522-2

TEK is an association formed by two unions and therefore some of the functions (and units) are legally divided between Academic Engineers and Architects in Finland TEK and Tekniikan Akateemiset ry. TEK’s private members are members of Academic Engineers and Architects in Finland.

Contact persons: Arja Lindfors
E-mail address: arja.linfors(ät)tek.fi

2 Data Protection Officer 

tietosuojavastaava(ät)tek.fi

3 Data subjects 

This data file contains personal information of members who have signed up for and participated in events organised by Tekniikan Akateemiset ry and Tekniikan Akateemisten Liitto TEK ry (hereinafter “Organisation”). 

4 The purpose and legal grounds for processing personal data 

The purpose of processing the personal data is to provide services to the members of the Organisation.

The legal grounds for the processing is implementing services in accordance with the membership agreement.

As for social security numbers, the legal grounds is the reliable verification of data subjects’, securing the legal rights of data subjects’ unambiguously and ensuring their benefits and other rights.

5 Content of the data file 

The Organisation processes the following personal data of their members: 

- name
- e-mail address and telephone number
- date of birth and membership number
- special diet

6 Regular sources of information 

The personal data will be collected from: 

- the data subjects themselves through an event sign-up form.

7 Regular destinations of disclosed data 

The personal data can be transferred or disclosed to the Organisation’s partners in order to implement procedures and services connected to events organised by the Organisation. 

In case of events organised in co-operation with another party, all organizers may process the personal data. 

8 Transfer of data out of the EU or the EEA 

The data will not be transferred outside the EU or the EEA. 

9 Storing period 

The personal data collected in relation to signing up for events will be stored for 6 months after the event in question has ended, in order to complete the end procedures, such as sending out a feedback questionnaire. Information about the attendance to an event will be stored in TEK’s membership register. (But without other personal data given while signing up for the event.)

10 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 subjects can give or place medium-based consent or restrictions on the processing of their personal data by the Organisation (e.g. prohibit sending marketing related messages to their e-mail address). 

In addition, the data subjects have the right at any time and in accordance 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 uncomplete data completed;
- demand the erasure of their data;
- withdraw their consent and object to the processing of their personal data 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 is legally based on the benefit of the Organisation;
- receive their information in a machine-readable format and have the right to transmit that 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. 

The data subject must request the implementation of the abovementioned rights 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.

11 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.

12 Data protection 

Personal data that is processed digitally is secured. It is saved to the Organisation’s information system, and access to that system is only given to employers who need the access in order to do their work. These persons use personal user IDs and passwords. 

The personal data has been secured against external access and the use of membership data is monitored. All data subjects have been issued their own 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.

13 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. A data subject may also contact the Organisation in person or in writing at the following address:

Tekniikan Akateemisten Liitto TEK ry 
Arja Lindfors
Ratavartijankatu 2, FI-00520 Helsinki, Finland

14 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 18 May 2018.