Documents and forms

Forms

The links provided allow you to join Kannunvalajat as a member and to give feedback on our activities. Additionally, there is a separate form for reporting issues, as well as a form for feedback related to the association's publication, Tutkain.

1. DATA CONTROLLER

The Student Organization of the Faculty of Social Sciences, Kannunvalajat ry, known in Swedish as Statsvetenskapliga Fakultetens Studentorganisation Kannstöparna rf (hereinafter Kannunvalajat ry)

Mannerheimintie 5 A, 2nd floor, 00100 Helsinki

2. CONTACT PERSON RESPONSIBLE FOR THE REGISTER

Secretary Cléo Huotari

sihteeri[at]kannunvalajat.fi

3. NAME OF THE REGISTER

Member Register of Kannunvalajat ry

4. LEGAL BASIS AND PURPOSE OF PROCESSING PERSONAL DATA

The legal basis for processing personal data under the EU General Data Protection Regulation is the legitimate interest of the data controller.

The purpose of processing personal data is to maintain the member register required by Section 11 of the Associations Act (503/1989) and to manage the contact information of the association’s members.

5. CONTENT OF THE REGISTER

The following information is stored in the register:

• Full name

• Place of residence

• HYY membership

• Email address

• Year of enrollment

• Study program/major

• Student number

• Phone number (optional)

The register does not store information about individuals who are not members of the association. Such information is immediately removed if membership is terminated.

6. REGULAR SOURCES OF INFORMATION

The information stored in the register is collected from new and existing members via online forms.

7. DISCLOSURE OF INFORMATION AND TRANSFER OF DATA OUTSIDE THE EU OR EEA

Information is not disclosed to third parties. Data is neither disclosed to nor stored outside the European Union or European Economic Area.

8. PRINCIPLES OF REGISTER SECURITY

The register is handled with care. Data is collected only in electronic form via a reliable third-party internet service provider compliant with EU data protection laws (University of Helsinki e-form). After the data is transferred to a separate file held by the data controller, it is deleted from the service. The file containing the data is encrypted. Only authorized personnel of Kannunvalajat ry can access the data.

The data controller ensures that access to the register is restricted to authorized individuals.

9. RIGHT OF ACCESS AND RIGHT TO REQUEST CORRECTION OF DATA

Each individual in the register has the right to review their data and request correction of any inaccurate data or completion of incomplete information. Requests to review or correct personal data must be submitted in writing to the data controller. The data controller may request verification of identity if necessary. The data controller will respond to the request within the timeframe specified by the EU General Data Protection Regulation (generally within one month).

10. RETENTION PERIOD OF REGISTER DATA

The register retains information only for individuals who are members of Kannunvalajat ry. Information about individuals who have resigned or been expelled from the association is removed from the register within a reasonable time, no later than one month after the resignation or expulsion decision.

Member Register Privacy Statement

This is the register and privacy statement in accordance with the EU General Data Protection Regulation (GDPR).

Date of preparation: May 25, 2018. Last update: January 11, 2024.

1. DATA CONTROLLER

The Student Organization of the Faculty of Social Sciences, Kannunvalajat ry, known in Swedish as Statsvetenskapliga Fakultetens Studentorganisation Kannstöparna rf (hereinafter Kannunvalajat ry)

Mannerheimintie 5 A, 2nd floor, 00100 Helsinki

2. CONTACT PERSON RESPONSIBLE FOR THE REGISTER

Secretary Cléo Huotari

sihteeri[at]kannunvalajat.fi

3. NAME OF THE REGISTER

Event Registration Register of Kannunvalajat ry

4. LEGAL BASIS AND PURPOSE OF PROCESSING PERSONAL DATA

The legal basis for processing personal data under the EU General Data Protection Regulation is the legitimate interest of the data controller.

The purpose of processing personal data is to ensure that essential information for organizing events is collected from those who register for the events.

5. CONTENT OF THE REGISTER

The following information is stored in the register:

• First and last name

• Email address (*)

• Membership in Kannunvalajat (*)

• Special dietary requirements and beverage preferences (*)

• Event-specific additional information (*)

Data marked with an asterisk is only requested as needed. The information is deleted within a reasonable time after the event.

6. REGULAR SOURCES OF INFORMATION

The information stored in the register is collected via online forms.

7. DISCLOSURE OF INFORMATION AND TRANSFER OF DATA OUTSIDE THE EU OR EEA

Information is never disclosed to third parties unless required for event arrangements (e.g., providing names and dietary requirements to a restaurant). Any potential disclosure of information will be mentioned at the time of event registration. Data is neither disclosed nor stored outside the European Union or European Economic Area.

8. PRINCIPLES OF REGISTER SECURITY

The register is handled with care. Data is collected only in electronic form via a reliable third-party internet service provider that complies with EU data protection laws (University of Helsinki e-form and Kide.app). Data is deleted from the e-form once it has been transferred to a separate register file held by the data controller. Data obtained from Kide.app is also transferred to a separate register file. The data is only accessible to authorized personnel of Kannunvalajat ry. Data is deleted from the data controller’s files within a reasonable time after the event. The data controller ensures that access to the register is limited to relevant individuals.

9. RIGHT OF ACCESS AND RIGHT TO REQUEST CORRECTION OF DATA

Each individual in the register has the right to review their data and request correction of any inaccurate information or completion of incomplete data. If an individual wishes to review or correct their data, they must submit a written request to the data controller. The data controller may request verification of identity if necessary. The data controller will respond to the request within the timeframe specified by the EU General Data Protection Regulation (generally within one month).

10. RETENTION PERIOD OF REGISTER DATA

Data is retained only as long as necessary. For regular events, data is deleted approximately two weeks after the event. If some data is needed after this time for purposes such as collecting participation fees, it will be deleted within two weeks for individuals for whom it is no longer necessary.

11. PUBLICATION OF DATA

If there is a desire to publish personal data, explicit consent must always be obtained from the data subject, and such consent must be genuinely voluntary. At the time of event registration, the data subject may be asked for permission to publish their name on the event participant list. Even if permission is not granted, the individual may still participate in the event.

Event Registration Privacy Statement