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Privacy policy

Privacy policy statement for members and stakeholders

This Privacy policy statement (hereinafter referred to as the “Privacy policy”) defines the terms of the collection, processing and disclosure of personal data on behalf of Akava Special Branches AE ry for the purposes of managing memberships, in the context of providing member services and its website and in its operations with various stakeholders.

1. Controller

According to the applicable data protection law, the controller is Akava Special Branches (hereinafter referred to as the “Union”, “us”, “we” or “our”). Akava Special Branches shall be responsible for ensuring that your personal data are processed in compliance with this Privacy policy and the applicable data protection law.

Controller contact information:
Akava Special Branches AE ry
Business ID: 0281358-2
Address: Maistraatinportti 4 A, 6th floor, FI-00240 Helsinki, Finland

Person in charge of data protection:
Acting Executive Director Olli Kaure
olli.kaure@akavanerityisalat.fi

Responsible for data protection:
LL.M. Arto Pirinen
tietosuojavastaava@akavanerityisalat.fi

2. Collection of personal data

Your personal data can be collected by various means. In principle, we shall collect and process the following personal data:

  • data you have provided us while contacting us or using our services, for example, when becoming a member
  • data generated by visiting our website, for example, when logging in to the member website
  • data retrieved from other sources to the extent allowed by the applicable law, including, for example, the Trade Register, Population Information System, Business Information System, Posti’s Address Information System, employers and the Unemployment Fund for Higher Educated Employees.

You are not obligated to give your personal data to us, but such a decision may make us unable to provide you with our services.

We shall collect and process the following categories of personal data, for example:

Personal data, such as:

surname, first name, main forename, former name, personal identification number, mail address, additional address, postal code, city/town, telephone number (home & work), mobile telephone number, fax (work), email address, native language, title, education, personnel representativeness, sex

Membership details, such as:

date of becoming a member of the Union, member organisation, date of becoming a member of the member organisation, membership category, date of becoming a member of said category, member number and possible membership in an unemployment fund

Employer details, such as:

employer name, Business ID, company name, start and end date of the employment, industry of the employment, the collective agreement applied in the employment, status in the employment relationship

Membership fee payment details, such as:

payer of the membership fee, start and end date and sum of the payment of the membership fee and invoicing information

Positions of trust, such as:

organisational positions in Akava Special Branches/member organisations, positions of trust in Akava Special Branches/ Akava and its negotiation organisations the Federation of Professional and Managerial Staff YTN and the Negotiation Organisation for Public Sector Professionals JUKO

Marketing consent and prohibitions

based on your explicit and individual consent

Information related to the management of the membership, such as:

member contacts and the related communication, recorded telephone conversations with a notification of recording given at the beginning of the call and entries concerning the rights of the data subjects

Data collected upon using our website, such as:

Data collected upon using our website include, for example, user IDs, passwords, authentication data, logs, data collected from the website by means of cookies or corresponding technologies (device ID and type, operating system and application settings) and other separately specified data based on your consent.

When you contact us using our website’s widget and chat add-ons, the system will, in addition to the information you provided on the form, collect information about what articles you have read via the widget and the chat. This is done in order to improve the service.

When you contact us using the chat section, the system will, in addition to the information you have provided, collect your IP address and information about what articles you have read and which Akava Special Branches websites you have visited. This is done in order to improve the service.

3. The purpose of and the legal basis for the processing of personal data

We shall collect and process only the personal data necessary for the purposes of performing our actions and managing memberships.

We shall process your personal data for the following purposes:

1. Managing your membership, organisational activities, lobbying and providing member services

In principle, we shall process personal data for the purposes of managing memberships, organisational activities, lobbying, providing member services and collecting membership fee payments. The processing of personal data is based on a membership relationship (agreement) between you and the Union.

An additional purpose for the processing of membership data is the management of the Unemployment Fund for Higher Educated Employees membership and the related benefits if you are a member of the fund.

2. Member and stakeholder communications and marketing

We reserve the right to contact you in order to inform you about our operations and member benefits and offer you services related to your membership. We also reserve the right to process your personal data for the purposes of studies related to lobbying, member services and other studies and member surveys. On these grounds, we may also contact you up to two (2) years beyond the termination of your membership. The processing of personal data is based on your membership as well as our legitimate interest to provide information as part of our service and to market our other services to you. You have the right to object to the processing of your personal data for the purposes of direct marketing at any time (see section 8 of this Privacy policy).

3. Service development, data security and internal reporting

We shall also process personal data for the purposes of maintaining a sufficient level of data security and improving the quality of the member services and website and to develop the member services.

We also reserve the right to compile internal reports based on the personal data to be used by management for the purposes of managing our operations appropriately. In these cases, the legal bases for the processing of personal data are your membership and our legitimate interest to ensure the appropriate level of data security in the member services and website and to acquire sufficient and appropriate data for the development of member services and the management of our operations.

4. Compliance

We reserve the right to process your personal data for the purposes of fulfilling our statutory obligations concerning accounting, for example, or replying to statutory data requests from public authorities (the tax authority, for example).

5. Other purposes based on your consent

We shall process your personal data for additional purposes based on your specific consent to such processing.

4. Disclosure and transferring of personal data

We reserve the right to disclose personal data to third parties:

  • to the extent allowed or required by law in cases such as delivering membership fee payment data to the Tax Administration for the purposes of taxation in electronic form
  • in replying to a data request presented by a competent authority or disclosing data for the purposes of a judicial process;
  • when, based on our assignment, our partners process personal data on our behalf and according to our instructions. We shall always ensure the security of your personal data and process the data in the appropriate manner; our main contractual partners are:
    • Futunio Oy – member register system
    • Membri
    • Career services
  • to negotiation organisations and shop stewards (YTN and JUKO) and other employees’ representatives for the purposes of identifying the persons represented and lobbying
  • when, based on our evaluation, it is necessary to disclose data for the purposes of performing our rights, protecting your safety and the safety of others, investigating misconducts or replying to requests from public authorities;
  • based on your consent, to parties included within the scope of the consent, for instance, for the purposes of offering you the member benefit of our partners;
  • to the Unemployment Fund for Higher Educated Employees, if you are a member of the fund
  • based on an insurance contract to the insurance benefit provider: member number, name, address, personal identification number to verify your membership while processing claims related to an insurance acquired and valid on the basis of your membership; we have concluded a joint registration maintenance agreement with our member organisations, and the designated actors of each member organisation have access to the member register we maintain with regard to their own member information.
  • a physical copy of the list of new and terminated memberships is delivered monthly to member organisations, and at the turn of the year, a comprehensive list of members is delivered to member organisation as a PDF file and as a microfilm (archivable).

Data are only disclosed for the purposes of direct marketing and electronic direct marketing based on the data subject’s written or electronic consent that can be withdrawn at any time.

5. Transfer of personal data outside the EU or EEA

We shall not transfer the personal data of our members outside the EU or EEA. For webinars, some personal data processing takes place in the United States, with safeguards required by the GDPR being applied.

6. Cookies

We use cookies and corresponding technologies on our website https://www.akavanerityisalat.fi/en. Cookies are small text files stored on your device for the purposes of collecting and retaining useful information and to improve the functionality and usability of our website. We reserve the right to also use cookies and corresponding technologies for statistical purposes such as creating statistics regarding the use of our website in order to understand how users use our website and to improve user experience.

You can prevent and restrict the use of cookies or remove cookies in your browser. As cookies enable the use of our website, restricting their use might affect the usability of our website. In such cases, we cannot guarantee the proper functionality of the website.

7. Personal data retention period

Personal data are only stored for the duration necessary for performing the purposes defined in this Privacy policy.

Personal data are stored for the duration of the membership. Personal data can also be stored after the termination of the membership insofar as allowed or required by the applicable law. For instance, after the termination of a membership, we typically store personal data required for the purposes of replying to requests and claims according to the valid regulations concerning the limitation period. We reserve the right to store personal data insofar as necessary for the purposes of complying with a prohibition of direct marketing issued by you, for example.

Personal data are erased once their retention is no longer necessary for the purposes set out in this Privacy Policy or in order to comply with the law or the rights or obligations of either party.

8. Your rights

You can check, request and correct your own information in the members’ online service. If you have any questions concerning this Privacy policy or the processing of your personal data, you can contact the person in charge of data protection or the Responsible for data protection, address in section 1. Controller.

You also have the right to request the rectification, update or erasure of your personal data at any time. However, please note that such personal data necessary for performing the purposes defined in this Privacy policy or personal data required to be stored by the applicable law cannot be erased.

You have the right to object to or restrict the processing of your personal data to the extent allowed by the applicable law.

According to the applicable law, you have the right, in certain cases, to transfer the personal data provided to us from one system to another or to receive your personal data in a structured, widely used and machine-readable format and to transfer your personal data to another controller.

Whenever the processing of your personal data is based on your consent, you have the right to withdraw your consent at any time. In these cases, we will not continue to process your personal data unless a legal basis for the processing exists.

You can exercise your rights by sending a request to the person in charge of data protection or for the Responsible for data protection. The addresses can be found in section 1. Controller.

If you feel that the processing of your personal data is not fair, you have the right to consult the data protection ombudsman. You can find the contact details for the Office of the Data Protection Ombudsman on the data protection ombudsman’s website: https://tietosuoja.fi/en/home.

9. Data security

We shall perform the appropriate (including physical, digital and administrative) measures in order to protect the personal data against loss, destruction, misconduct and unauthorised access and disclosure. For example, the personal data can be only accessed by persons who require the data in order to perform their work assignments. Within the scope of their jobs, member organisations’ salaried employees and designated shop stewards have access to the personal data of members of their organisation with personal user IDs and passwords.

10. Changes to the privacy policy

We reserve the right to change this Privacy Policy. You can find the Privacy Policy currently in force on our website www.akavanerityisalat.fi.

11. Contact

You can submit questions regarding this Privacy policy or request further details about the processing of your personal data by contacting the person in charge of data protection whose contact details can be found in section 1. Controller.