Privacy statement for the membership register

Membership register’s privacy statement defines how members' personal data is handled.

Privacy statement for TEK's membership register

1 Joint controllers and contact personS

Name: Academic Engineers and Architects in Finland TEK 
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 Tekniikan Akateemisten Liitto TEK ry and Tekniikan Akateemiset ry. As a consequence of this, TEK has employees in both unions in legal terms, but in practice all of our employees work together. TEK’s private members are members of Tekniikan Akateemiset ry.

Contact persons: Membership Secretaries Ira Enckell and Salla Lindholm 
E-mail address: jasenrekisteri(ät)tek.fi

2 Data Protection Officer 

tietosuojavastaava(ät)tek.fi

3 Data subjects 

The register for Academic Engineers and Architects in Finland TEK (hereafter Organisation) processes personal data of members, previous members, elected officials and contact persons related to the organisation’s activities. 

4 The purpose and legal grounds for processing personal data 

Personal data is processed in order to represent the interests of the members and to provide services for the members and stakeholders. 

The main legal ground for processing personal data is the Organisation’s legal requirement to maintain a register and the implementation of the membership agreement. Some processing measures are performed on the basis of the Organisation’s legitimate interest. 

The information about the members’ union membership is processed in relation to the Organisation’s union activity and is protected with appropriate safeguards. Trade union membership information is disclosed to the limited elected officials at the workplace, to the Organisation’s negotiation organisation YTN regarding strike activities in order to ensure compliance with the obligations and special rights of the data controller or the data subject related to labour law or representation of interests. In addition, membership information is disclosed to service providers providing membership benefits in order to fulfil the benefits and discounts of the membership. 

In relation to the membership, the members’ contact details are used for membership communication, for invoicing and for delivering members’ benefit publications. 

The legal basis for handling the social security number is to reliably and unambiguously identify a member in order to secure their legal protection, benefits and rights as a member.

For those members who have been in contact with the Organisation’s legal services, establishing a legal claim requires processing of personal data that the member has disclosed for the purposes of the case or data that has been received from the other party to the case. The data varies according to the case but may, for example, include sensitive information related to the state of health or ethnic background of a member. 

For those members who have been in contact with the Organisation’s career services, the Organisation will process personal data that the member has disclosed to the career adviser, including personal data in a resumé. 

For those members who have been in contact with the Organisation’s negotiation and business consultancy services, the Organisation will process personal data that the member has disclosed to the advisor. 

For those members who have been in contact with the Organisation’s salary counselling services, the Organisation will process personal data related to salary that the member has disclosed to the salary advisor.

Those members who have been in contact with the Organisation’s legal, career or salary counselling services will have a record of contact in the register unless the member explicitly forbids this. 

5 Content of the data file 

The Organisation processes the following personal data of their members: 

- name and social security number
- contact details (address, e-mail address and telephone number)
- membership number or customer identification number
- gender
- invoicing and payment details
- education information
- career situation
- place of work and employer information
- memberships and honorary posts in the Organisation or in communities relevant to the Organisation
- records of contact with the Organisation’s services

- In a single incident related to the use of legal services, salary counselling or career services, the Organisation may process details disclosed by the member or otherwise heard in the case that affect the handling of the case. In this instance, sensitive data may also be processed. 

6 Regular sources of information 

The personal data will be collected from: 

- the data subject;
- external service providers about the use of membership benefits (Alma Talent) and address updates (Posti Oy);
- other unions (Trade Union of Education (OAJ), Finnish Association of Civil Engineers (RIL), Finnish Association of Architects (SAFA), Tekniska Föreningen i Finland (TFiF), Ornamo Art and Design Finland); and
- universities and higher education institutions.

7 Regular destinations of disclosed data 

Personal data may be transferred to the associated partners of the association in order to carry out measures and services related to the membership. 

Personal data is transferred to the following partners:

- Forssan Paperipaino Oy
- Posti Oy
- Sprintit Oy
- CGI Oy
- Sininen meteoriitti Oy
- Edita Prima Oy
- Citrus (KWD Oy)
- Optimesys Oy
- Koodiviidakko Oy
- AppGyver Oy (TEK Mobile)
- Online Solution Oy (TEK Lounge reservations)

Personal data is disclosed in order to comply with the data controller’s obligations and the data subject’s special rights related to Labour law:

- Federation of Professional and Managerial Staff (YTN)
- Shop stewards of the workplace

Membership data is disclosed for the purposes of fulfilling the benefits and discounts of the membership:

- Alma Talent
- The Unemployment fund for highly educated KOKO (Yrittäjien ATK-palvelu) 
- If Vahinkovakuutusyhtiö
- OP Vakuutus
- membership payment information for the tax authorities

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 

Membership data will be stored for as long as the person has a valid membership. After the membership has ended, personal data will be stored for a maximum duration of ten (10) years on the basis of the Organisation’s legitimate interest, i.e. for legal claim defence purposes (KKO 2017:15). Personal data may also be stored for longer than ten (10) years if the applicable law or the Organisation’s contractual obligation towards third parties require longer storing periods.

Personal data gathered for legal claim purposes is stored for up to ten (10) years after ending the service. 

Personal data collected via career services is stored throughout the service process and with the member’s consent six (6) months after the service process has ended in order for the member to be able to access the documents. 

Personal data gathered due to salary counselling is stored for the duration of the service process. 

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 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. 

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.

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 secure. It is saved to the Organisation’s information system, and access to that system is given only to personnel who need 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 with 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 
Membership register
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 22 May 2018.