Privacy statement of the Citizens’ Forum

Based on the EU General Data Protection Regulation (2016/679) and  the requirements of related laws and regulations.

Registry administrator

Sivistysliitto Kansalaisfoorumi (Citizens’ Forum), Opintokeskus Kansalaisfoorumi (Study Centre Citizens’ Forum)
Hämeentie 19, 00500 Helsinki
info@kansalaisfoorumi.fi
www.kansalaisfoorumi.fi

Name of the register

Citizens’ Forum’s training, event, study group, newsletter and publication subscription register

Contact person in matters concerning the register

Anneliina Wevelsiep, pääsihteeri, General Secretary
Hämeentie 19, 00500 Helsinki
puh. 050 5900 180
anneliina.wevelsiep@kansalaisfoorumi.fi

Purpose of processing personal data and grounds for providing information

The purpose of collecting personal data in the register is to organise the training and event activities of the Citizens’ Forum, to respond to material and publication orders, as well as to develop our operations, communicate and manage finances.

The provision of personal data is based on the person’s consent or contract.

Personal data processed

Only the information that the Citizens’ Forum needs to organise its activities and services is collected. The data collected is data related to registration, orders, and completion of training, mainly the person’s first and last name, telephone number and email address. A student’s study attainment recorded in the national information pool for education and training (Koski) is also collected in the register with the personal identity code and competence assessment data.

Regular sources of information

The register is based on information provided by the person himself or herself (registration for training and events in the Citizens’ Forum, newsletter subscription, subscription to publications) and cooperation agreements (training organised in cooperation, commissioned training). Participant data is collected separately for each event.

The student must give written consent to enter the data into the Koski information pool. Consents are stored in the Citizens’ Forum permanently or until the person requests the Finnish National Agency for Education to remove the performance mark and consent. The removal request will be sent to the Citizens’ Forum from the Finnish National Agency for Education.

Principles of register protection and storage

Personal data is mainly stored in various electronic systems/cloud services (Microsoft Office 365, Eventio, WordPress, Visma Sign, Koski).

Access to electronic systems is protected by personal usernames and passwords. Register data is processed only by those employees whose job description includes processing it. The right of use requires an employment relationship or internship agreement with the Citizens’ Forum, and its scope depends on the person’s position in the organisation.

The register data of training organised in cooperation is stored in the Citizens’ Forum’s electronic training management system (Skaftuki), which operates on HCI Productions Oy’s server.

The register data of newsletter subscribers is stored on the server of the service provider, Mailchimp (The Rocket Science Group).

Printed documents are stored in a locked space.

The storage and retention periods of register data are based on the legislation governing the activities of the Citizens’ Forum. Training participant data and publication subscriber data are deleted every two years. The personal data of newsletter subscribers is stored for the duration of the subscription. Each newsletter has an Unsubscribe link.

We will notify the affected parties of any data leaks or other data security or data protection breaches by e-mail and on the website as soon as possible after the Citizens’ Forum has become aware of the problem.

Regular disclosure and transfer of data outside the EU or EEA

Personal data will not be disclosed to third parties. The servers of the electronic systems store the data within the EU and the data will not be transferred outside the EU or EEA. Each service provider is responsible for guarding, monitoring, and encrypting the servers. Information systems are updated regularly.

Right of inspection, correction and other rights related to the processing of personal data

The data subject has the right to check what information concerning him or her has been stored in the register and to demand the correction of incorrect data in the register. The inspection or correction request must be made in writing to the e-mail address info@kansalaisfoorumi.fi or Citizens’ Forum, Hämeentie 19, 00500 Helsinki. The data will only be disclosed to the data subject. Before disclosing data, the data subject must prove their identity with a photo, approved ID.

Data subjects have the right to prohibit the use of their data and the right to request the erasure of data concerning them within the limits that their retention is not required by law.