Aalto-yliopiston Arkkitehtikilta ry.

Privacy Notice – the Guild Active 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. Approved in the Board meeting 24.5.2018.
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

The Guil Active 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 purpose of gathering personal information is the maintenance of a Guild Active register, and the Guild Actives are asked for the registered approval of keeping the contact information when the information is gathered.

5. Information in the register

The register will contain the following information:

  • Name
  • Email address
  • Phone number
  • Telegram-username
  • Post in the Guild 
  • Dietary restrictions

6. Regular sources of information

The information in the register comes via online www forms. 

7. Handing over information and transferring information outside of the EU or the EEA

The information in this register is not to be handed over to outside parties without separate approval from the person intending to register. The information might be handed over to AYY (Aalto-yliopiston ylioppilaskunta) if needed.

8. Principles of protecting the register

The register is handled carefully. The information is stored only in electronic format, in trustworthy servers operated by third parties, which complies with the EU GDPR. The information is only available to authorized persons of the Guild of Architecture, but the names and the posts of the registrants will also be published on the Guild’s website with their consent. 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 data in the register shall be deleted within one month after the end of the term of the post.