Privacy Notice – event sign-up register of Aalto-yliopiston Arkkitehtikilta ry (The Guild of Architecture)
This privacy statement complies with the EU General Data Protection Regulation (GDPR).
Date of creation 3.5.2018. Accepted in the Guild Board Meeting 25.5.2018.
Latest update 8.1.2024.
1. Controller of the register
Aalto-yliopiston Arkkitehtikilta ry (The Guild of Architecture)
Otakaari 1 X, 02150 Espoo
2. Person in charge of the register
Head of Spaces and Cabin
Ronja Karvonen
majavastaava(at)arkkitehtikilta.fi
3. Name of the register
Event sign-up register of Aalto-yliopiston Arkkitehtikilta ry (The Guild of Architecture)
4. Legal basis and the purpose of gathering personal information
The legal basis for gathering personal information, complying with the EU GDPR, is the legitimate interest of the controller of the register. The participants are asked for the approval of giving information when the data is gathered alongside with the event sign up.
5. Information in the register
The register will contain the following information:
- Name
- Email address
- Guild or association membership
- Phone number
- Telegram-username
- Dietary restrictions
- Changing event-specific further information
The information in the register is deleted one month after the event or until the registered person has completed their obligations regarding the event.
6. Regular sources of information
The information in the register comes via online www forms or email.
7. Handing over information and transferring information outside of the EU or the EEA
The information is not to be handed over or stored outside the European Union or the European Economic Area. When arranging an event with outside parties, only the information that is necessary for organising the event will be handed over.
8. Principles of protecting the register
The register is handled carefully. The information is stored in electronic format, in trustworthy servers operated by third parties, which complies with the EU GDPR. Some information might be printed out if needed in the event arrangements for example when making a seating plan. Only the authorised persons of the Guild of Architecture have access to the information of the event sign-up. Access to the information concerning the events is only limited to the appropriate individuals, such as responsible organisers from the Guild. If needed, other responsible organisers from other guilds or associations have access to the information of the event sign up.
The controller of the register will ensure that access to the register is only limited to the appropriate individuals.
9. Right to check and request for corrections in the information
Each member who is in the register has the right to check their information that has been saved in the register and demand for corrections if any information is incorrect or missing. If the person wishes to see the information the register has on them or requests for a correction, the request must be sent to the controller of the register in writing. The controller of the register can ask the sender of the request to verify their identity or to specify the request. The controller of the register will answer the requesting party within the time limit specified by the GDPR (primarily within one month).
10. Retention period of the information in the register
The information shall be stored in the register only for as long as is necessary. The information for normal events is removed approximately a month after the event. If some of the information is required after this, for e.g. collecting participation fees, the information can be stored longer until there is no longer need for it.