Registrar:
Åbo Akademis Alumner rf
c/o Stiftelsen för Åbo Akademi sr
Observatoriet, Vårdberget,
FI-207 00 Turku
webbplats: http://aboakademisalumner.fi
E-mail: alumnforening@abo.fi
Purpose and legal basis for the processing of personal data
The purpose of the processing of personal data is to maintain membership in Åbo Akademi University’s Alumni. The processing of necessary personal data is required for the association to pursue its activities. The processing of personal data is based on membership in the organisation.
The association processes personal data in its membership register, in its accounting, in its payment transactions, and in connection with the events the association organises and the mentoring activities that the association conducts. The purpose of the processing is to facilitate, pursue, and document the association’s activities and organisation, as well as to fulfil the association’s and members’ rights and obligations.
The legal basis for the membership register is Article 6.1.c (compliance with a legal obligation) and Article 9.2.d (processing of special categories of personal data) of the EU General Data Protection Regulation. Regarding national legislation, there are provisions in the Finnish Associations Act and the Finnish Accounting Act. When personal data is processed in connection with events, the legal basis is GDPR Article 6.1.f “legitimate interests” or Article 6.1.d “to protect the vital interests of the data subject”.
The following information is noted in the membership register:
– name
– gender
– date and place of birth
– degree information: degree and year, major, and faculty
– address
– e-mail address
– phone number
– position and employer
– consent to act as a mentor in the association’s mentoring programme
– information on year of joining the association
– information on paid/unpaid membership fees
– consent that information may be disclosed to subject departments and units within Åbo Akademi University and Åbo Akademi University’s Student Union, as well as to subject and alumni associations in matters relating to alumni activities
The data is collected primarily by the data subject themselves. Information regarding payments is obtained from the bank, while address updates are requested via the Finnish postal service’s address service.
Recipients of personal data
Personal data is processed by the association’s board, the association’s secretary, the association’s treasurer, and organisers of individual events appointed by the association. Personal data can be processed by third parties in such a way as the applicable legislation allows. Åbo Akademi University’s Alumni rf has entered into the necessary agreements regarding the processing of personal data with such third parties. The members’ name and address details are noted in Åbo Akademi University’s CRM database for sending out the Meddelanden magazine for Åbo Akademi University. The members’ name and address details are provided to postal companies for sending member newsletters. In connection with events, information about the participants’ dietary requirements etc. is provided to the caterer for the occasion concerned.
Member register data is stored in an electronic register service (member register FloMembers / service provider Flo Apps Oy). The service provider ensures the system’s data security as follows:
The system is located in a burglar-proof and guarded server hall. The server hall’s access control system is equipped with motion detectors and camera surveillance. Only named legacy system supervisors have physical access to the hardware.
The association and the register’s service provider ensure that data security is upheld to the best of their ability.
Pictures from the association’s events are saved online in the association’s Flickr account.
Retention period
A member’s data is stored for as long as their membership is active and is then deleted. Personal data that is processed within the framework of the association’s accounting is retained in accordance with the requirements of the Finnish Accounting Act.
Member rights
Persons included in the membership register have the right to request access to and correction of their data from the association’s secretary. As long as a person’s membership is active, it is not possible to request deletion of data or to limit or object to its processing.
Complaints
A person who is included in the membership register has the right to lodge a complaint with the Office of the Data Protection Ombudsman, www.tietosuoja.fi, about the association’s processing of their data.
Members’ obligation to provide information
The Finnish Association Act requires that the association maintain a list of all members. If the information is not provided, it is not possible to be a member of the association.
Approved 26 May 2021
Åbo Akademis Alumner rf • The Alumni Association for Åbo Akademi University och The Student Union at Åbo Akademi University • c/o Stiftelsen för Åbo Akademi sr, Observatoriet, Vårdberget, 20700 Åbo • alumnforening@abo.fi