Aalto-yliopiston Arkkitehtikilta ry.

The Privacy Policy of the Guild of Architecture

The EU’s General Data Protection Regulation (GDPR) came into effect on May 25th of 2018. Therefore we have compiled information for the members of the Guild of Architecture as well as others attending our events about how their personal information is being processed and handled.

The Privacy Policy of the Guild of Architecture and Privacy Notices are constantly updated and re-approved each year on the 31st of January at the latest. The controller of the register (who is a member of the Guild Board) and the Guild Chair are responsible for updating the information.

Privacy Notice – Membership 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

Membership 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 member register, required by the Associations Act (503/1989), and keeping the contact information of the members of the Guild up to date.

5. Information in the register

The register will contain the following information:

  • Full Name
  • Domicile
  • Study program (mandatory information in following membership classes: full membership, old membership)
  • Membership of AYY – Aalto University Student Union 
  • Email address
  • Subscription of the mailing lists
  • Optional information if given by applicant

The information in the register does not store information about non Guild members, and the information will be deleted immediately if the membership is terminated.

6. Regular sources of information

The information stored in the register is obtained from the members who have joined the association already by email application or by written application. In addition, information is also received from the Aalto University Student Union about the members who have paid the membership fee at the same time as the semester fee. 

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.

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 (Treanglo Oy), which complies with the EU GDPR. The information is only available to authorized persons of the Guild of Architecture. 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

Only the data of the members of the Guild of Architecture are stored in the register. The data of persons who have resigned or been expelled from the association shall be removed from the register within a reasonable time, not later than one month after the decision to resign or be expelled.

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.

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.