FinEst Volunteers Ry 9.4.2023 (29.4.2024) Privacy Policy & Register Description Association: FinEst Volunteers Ry, registered in Kuopio
Contacts:
Chairperson Märt Reband, mart@finestvolunteers.com
Vice Chairperson Mira Koponen, mira@finestvolunteers.com
Secretary Tarja Hirttiö, tarja@finestvolunteers.com
ASSOCIATION’S PERSONAL REGISTERS
VOLUNTEER REGISTER
Maintained for fulfilling the obligations of the association, communication, and handling of payments. Data collected in the personal register: Name, address, phone number, email address, and emergency contact details. Statistics may be compiled from the data, where individual persons cannot be identified.
LEGAL BASIS FOR PROCESSING PERSONAL DATA
Consent Information is collected via forms and/or on the association’s website or existing application form, where the privacy notice is available. The basis is the individual’s own consent.
Transfer of personal data:
Personal data will not be transferred to external parties unless necessary, e.g., for official purposes. If necessary, information may be disclosed to health authorities based on the Communicable Diseases Act, e.g., for tracing infection chains or contacting exposed individuals at events or gatherings.
RETENTION OF PERSONAL DATA
The personal data in the register will be retained for the duration of volunteering. After the end of volunteering, the data will be immediately removed from the register. Contact register and email lists will be retained for as long as cooperation requires. Outdated information will be promptly deleted.
DATA PROTECTION PLAN
In the association, information is processed by the chairperson, vice chairperson, secretary, and treasurer as part of their duties. Any employees may process information with the board’s permission. The secretary of the association is responsible for keeping the registers up to date by updating contact information. The accuracy of contact information is also the responsibility of the registered individuals, who are required to report any changes. Electronic registers are password protected, and manual registers are kept in a locked cabinet.
USER RESPONSIBILITES OF THE REGISTER
Users of the register are subject to confidentiality. A person who, in connection with the processing of personal data, has learned something about another person’s characteristics, personal circumstances, or financial situation, may not disclose such information to a third party. FinEst Volunteers Ry will immediately inform individuals affected by any potential data breaches personally.
Rights of the data subject:
- The right to access their own data
- Request correction of incorrect data
- Withdraw consent or request deletion of personal data
- Request restriction of the use of personal data.
These actions are carried out by contacting the secretary of FinEst Volunteers Ry via email at tarja@finestvolunteers.com. Corrections will not be made over the phone to avoid potential misuse.
RIGHT TO BE FORGOTTEN
Everyone has the right to request the deletion of all information concerning them from the register by contacting the secretary of the association, except for mandatory information in the membership register.
RIGHT TO LODGE A COMPLAINT AGAINST THE SUPERVISORY AUTHORITY
The data subject has the right to lodge a complaint with the supervisory authority.
The Privacy Policy & Register Description was prepared on 9.4.2023 by Mira Koponen. The document was revised on 29.4.2024 by Tarja Hirttiö. This Privacy Policy & Register Description concerns volunteers operating in Ukraine, whether they are members of FinEst Volunteers or not.
Updates will be made as needed when information changes. The Privacy Policy & Register Description is available on the association’s website and can be obtained from the association’s secretary by emailing tarja@finestvolunteers.com.