Created on 5 June 2018
1. Data controller
The Finnish Student Sports Federation
Lapinrinne 2, FI-00180 Helsinki
Business ID: 0201790-6
2. Name of the data file
The Finnish Student Sports Federation’s data file on members and partners
3. Purpose and basis of processing personal data
In terms of the Federation’s members, the processed data is made up of the personal data of the member organisations’ representatives, and in terms of interest groups and partners, the processed data is made up of the personal data of the interest groups’/partners’ representatives or individual partners. The purpose of processing the personal data is:
- taking care of membership business, such as information, contacting and rewarding members, administration of membership fees and disciplinary actions
- managing, developing and compiling statistics on the cooperation between the interest groups/partners and OLL
- organising events, debates and training
- developing the activities, compiling statistics and reporting on the activities
- other functions within the scope of the contract/agreement
4. Contents of the data file and categories of data subjects
The data file contains the following personal data of the representatives of the Federation’s member organisations, interest groups and partners:
Information about participation in events, debates and training
Information about the contact persons of the relevant interest groups is vital for the work and influence of the Federation. This is why the contact persons’ personal data is kept in the data file indefinitely, based on the data controller’s legitimate interest.
The data contained in the data file is updated annually, and at the same time, the data of people who are no longer considered to be part of the interest groups that are relevant to the Federation is deleted. The partners can also be private persons, such as OLL alumni.
5. Regular data sources
The personal data is collected from the data subjects or the organisations that they represent. The data that is contained in the data file is collected e.g. from Google Forms, emails, phone calls, social media, contracts, meetings and other situations where a person would disclose their personal details. The data file may also contain the data controller’s own notes about the data subject.
6. Regular disclosure of data and transfer of data outside the EU or the EEA
The personal data is not regularly disclosed to third parties, and it is not transferred outside the EU or the EEA.
The personal data can be processed in a cloud service based outside the EU/EEA if the cloud service provider has agreed to adhere to the demands of the EU’s General Data Protection Regulation. The personal data can be processed by the press release service used by the Finnish Student Sports Federation as well as other technical partners, such as providers of the email server or cloud services.
7. Principles of file security and data retention
The data is processed in a careful manner, and data which is processed through the use of data systems is appropriately protected. When the file data is stored on an internet server, due care will be taken to protect the physical and digital security of the hardware. The Federation will make sure that the stored data, the server access rights and other data that is critical in relation to the safety of the personal data is processed confidentially and only by the staff and board members whose duties include this.
8. Rights of the data subject
Each data subject has the right to view their data that is included in the file and to demand that any inaccurate data is rectified or incomplete data is completed. If a person wants to view their data or demand that it is rectified, they must send a written request to the data controller. If necessary, the data controller can ask the person requesting to view the data to show proof of identity. The data controller will reply to the customer within the time stipulated by the EU’s General Data Protection Regulation (normally within one month).
The Finnish Student Sports Federation (OLL)
Page last updated 30.8.2020