Privacy Statement for Events
EU General Data Protection Regulation (2016/679) articles 12,13 and 14
1. Controller
Helsinki-Uusimaa Regional Council, Business ID 0201296-1
Esterinportti 2 B, 00240 Helsinki, Finland
Telephone + 358 9 4757 411, email: toimisto@uudenmaanliitto.fi
Controller’s representative: Data Protection Officer
2. Data Protection Officer
Name: Liisa Setälä
Telephone +358 40 1681 989, email: liisa.setala@uudenmaanliitto.fi
3. Purpose of Personal Data Processing
Personal data is used for the practical arrangements of events and for handling the response given to them. The filing system consists of personal data given by registered persons, participants and persons responding.
The processing of personal data occurs on an explicitly given consent by data subjects.
4. Personal Data to be Found from the Filing System
Name, email address, address, telephone number, title, organisation, diet, accessibility. The date of birth is also asked of those attending the annual regional parliament on a ferry. It is possible to give anonymous response to the events.
5. Source of Personal Data
Persons registered for events, event participants and persons giving response to events.
6. Access to Personal Data
Only the employees of the Helsinki-Uusimaa Regional Council with access to the Webropol online survey tool can access personal data in the filing system. If needed, the access to the register data can be limited.
The name and organisation of a person can be disclosed to other event participants by the consent of the person in question. Personal data can be disclosed to organisations and other event organisers responsible for the event premises and its catering.
Apart from the project events administered by the Helsinki-Uusimaa Regional Council, personal data can be disclosed to the project auditor, and for special reasons to the financier and project partner, as well.
Otherwise personal data cannot be disclosed to targets outside of the Helsinki-Uusimaa Regional Council.
The provider of the electronic form, Webropol Oy, and its subcontractors Nebula Oy and Qumio Oy will process only on a special request from the controller.
7. Transferring and Disclosing Personal Data to Third Countries and International Organisations
Data will not be disclosed to targets outside of the EU or the EFTA States, unless the event is arranged by an international organisation or it is a visit to a third country. In this case, the data subject will be asked for a specific consent to the transfer of personal data and information will be given about any possible risks due to shortcomings of the data protection level in use.
8. Storage Period for Personal Data
Data will be stored for three months after the event. Data for projects administered by the Helsinki-Uusimaa Regional Council will be stored for the time required by the funding programme in question.
9. Rights of Data Subject
The data subjects can cancel their registrations with a confirmation message they have received by email. As to the Annual Regional Parliament, the cancellation rules for the participation fee are used.
The data subjects can cancel their consents by sending a free-form message by email to toimisto@uudenmaanliitto.fi or by mail to Helsinki-Uusimaa Regional Council, Esterinportti 2 B, FI-00240 Helsinki.
The data subjects have the right to the following:
- to know what kind of data the filing system contains about themselves
- request their inaccurate personal data to be corrected
- get their personal data erased from the filing system
- restrict the processing of their data
- transmit data from one system to another.
The request should be sent via email to toimisto@uudenmaanliitto.fi or by mail to Helsinki-Uusimaa Regional Council, Esterinportti 2 B, FI-00240 Helsinki. The message should come attached with “Request of data verification of Helsinki-Uusimaa Regional Council Event filing system”.
The right to request verification of one’s data is free of charge once a year.
Furthermore, the data subjects have a right to make a complaint to a supervisory authority of data protection.
10. Profiling
The filing system is not used for profiling, or for other forms of automated decision making.
For more information, please contact:
Liisa Setälä
Administrative Manager
liisa.setala@uudenmaanliitto.fi
Management and decision-making support, procurements and agreements, data protection officer. Deputy for Administrative Director Inka Tikkanen.