If organizations collect personal data for various reasons, the following information needs to be provided:
- What information you collect.
- How you use the data you have collected.
- How you process the data.
- to whom you disclose the data
- How long you keep the data.
- What rights registered associations have
According to the Office of the Data Protection Ombudsman personal data is any information relating to an identified or identifiable natural person.
Personal data includes, for example:
- Name
- Home address
- E-mail address
- Telephone number
How to create a privacy policy for your organizational work
You can use the template to create your own organization’s privacy policy, but always remember to modify the template to reflect your organization’s personal data practices.
If you have any questions, please contact the DigiUp project’s digital support
[Name of the organization] 's privacy policy/ privacy statements
[Name of the organization] collects personal data for various purposes: (Here you can list what you collect personal data for, for example, member register, event register, newsletter subscription). We collect data in accordance with the General Data Protection Regulation (GDPR).
We retain the collected data only for as long as is necessary to carry out the purposes defined below in accordance with the legislation in force at the time.
More detailed information on the collection, processing, and storage methods of personal data in our organization can be found in the privacy statements below.
Note! If each privacy statement has a different retention period, more detailed information must be written separately under the privacy statement in question.
Membership register
1. Data controller
- Name of the association
- Address or online platform where the event is going to be held
- Business ID
- Phone number
2. Contact person
- Name of the contact person
- Address or online platform where the event is going to be held
- Phone number
- E-mail address
3. Name of the register
- Member register
4. Purpose of the register/ For what purpose do we collect personal data?
- Järjestömme jäsenten henkilötietojen ylläpitoa, asiakassuhteiden ylläpitoa sekä jäsenmaksujen laskutusta ja seurantaa varten.
5. Content of the register/ What personal data do we collect?
- Basic information about individuals, (list what personal data is collected, for example, names, addresses, telephone numbers and email addresses).
6. Regular sources of information/ How do we collect personal data?
- Data provided by the person themselves.
Note! If a person's data is collected in a different way than in the person's own report, you can describe the data sources in more detail here.
7. Disclosure of data/ To whom do we transmit personal data? To which countries do we transfer personal data?
- As a rule, the data stored in the register is not disclosed outside the organization, to third parties without the consent of the data subject.
- Data will not be disclosed and transferred outside the European Union or the European Economic Area.
Note! If data is disclosed outside the organization, the process must be mentioned separately.
8. Principles of register protection/ How do we protect personal data?
Manual material (storage and protection).
- If there are manual materials (such as papers), describe where the membership information and documents are stored, and whether the location is secured, for example locked.
- If all data is stored only in electronic form, then this section is not necessary.
Information stored in electronic systems (principles of access to the register and control of use, as well as physical protection of devices).
- Personal data can only be accessed by designated persons using a username and password.
9. The data subjects right to inspect their data / What are the rights of the data subject?
Members have the right to:
- Request a copy of your personal data.
- Request restriction of processing of their data or object to the processing of their data
- Contact: contact person of the register.
10. Right to request correction of the register/ What are the rights of the data subject to rectification of the register?
- Members have the right to request that their data be corrected or erased, unless applicable data protection regulations require data retention.
- Contact: contact person of the register.
11. Direct marketing prohibition/ Can the data subject prohibit direct marketing?
- Members have the right to prohibit all or part of direct marketing communications.
12. Contact/ How to get in touch?
- Name of the contact person of the register
- E-mail address
- Phone number
Privacy Policy for Website Forms
The privacy policy describes what personal data is collected about users on the website and what we do with personal data.
1. Controller
- Name of the association
- Address or online platform where the event is going to be held
- Business ID
- Phone number
2. Person responsible for the register and/or contact person
- Name of the contact person
- Address or online platform where the event is going to be held
- Phone number
- E-mail address
3. Name of the register
- [Name of organization]'s website form data register.
4. Purpose of the register
- To store the information of those who have submitted a contact request via website form on the website server.
5. Data content of the register
- Basic information about individuals, (list what personal data is collected, for example, names, addresses, telephone numbers and email addresses).
6. Regular data sources
- Data provided by the person themselves.
7. Disclosure of data
- As a rule, the data stored in the register is not disclosed outside the organization, to third parties without the consent of the data subject.
- Data will not be disclosed and transferred outside the European Union or the European Economic Area.
8. Principles of protection of the register
- Describe also how information is stored and protected: e.g. information is stored on a website form and only certain people have access to the website with a password.
9. The data subjects right to inspect their data / What are the rights of the data subject?
The data subject has the right to:
- see what information about you is stored in the register.
- request that information be corrected or completed if it is inaccurate.
- request the deletion of your data from the register at any time.
10. Contact/ How to get in touch?
- Name of the contact person of the register
- E-mail address
- Phone number