Handling of personal data in the association Åbolands Ungdomsförbund ÅUF rf.

 

Personal data manager contacts:

Tove Lipponen, organisation executive: tove.lipponen@auf.fi / 0458957353

Nicole Mattsson, activity coordinator: nicole.mattsson@auf.fi / 0443077407

 

Content of the following document:

 

In this document there is a list of all personal records and data that the association has access to and stores in its archives. ÅUF collects data for two purposes: association use; and for the execution of their activities as well as applicable legislation. ÅUF does not mediate personal data to third parties other than in matters relating to the maintenance of statutory and contractual obligations or if the person has given his / her consent to it.

The various personal data registers to which the association has access to and how they are managed are listed below.

 

Association's operations

 

1) Members' register

o Why: Legally required by the association legislation.

o Used to: Contact members in matters concerning membership in the association; collect the data required for processing information about the association and identifying members.

o Duration and location of storage: Annual update of members and access by staff via the association's computers. Membership applications are submitted electronically via e-mail.

o Opt in and opt out: The possibility of joining as a member by applying for membership means also to provide all necessary personal information in the application. Withdrawing as a member is in accordance with the association's statutes, and can happen f.e. when expressing a desire to resign or when not fulfilling one's obligations to the association. Withdrawal from membership is considered as opt-out.

 

2) Records of employees in the form of agreements and other documents relating to the management of employer duties, as well as documentation of assignments

o Why: Legal requirements and contractual obligations

o Used for: Personal data from employment contracts are communicated to the accounting firm which handles payroll and accounting. The association provides third parties only with personal data that should be provided to fulfill statutory tasks (taxes) and has made a privacy agreement with the accounting firm. Personal information is also provided in case of application and reporting requirements. Information about employees and commissioners is also collected to fulfill legal obligations to the necessary government registers, as for example PRH.

o Duration and place of storage: Staff computers and the association's paper archives in the office (board minutes and association meeting minutes). The information is kept in the association as long as it is required by the Accounting Act. The personal data that is not needed is destroyed  soon after the need has ceased.

 

3) The accounting firm is the processor of the information contained in the certificate issued to or by the association. The association has concluded an agreement with third parties regarding accounting services. With the accounting firm there is a separate agreement that regulates the processing of personal data connected to accounting and payroll.

o Why: Binding agreement

o Used for: The assignments given by the association to the accounting firm.

o Duration and place of storage: Staff computers, accounting office spaces and association archives. The information is kept in the association as long as it is required by the Accounting Act.

 

4) Other agreements

The association has entered into agreements with third parties related to IT (copying, web server, telephones, network connection, software programs / Office). The association has also concluded a lease agreement with the landlord for the premises. The personal information provided is the signer's identification information. ÅUF does not give third parties the right to use the association's personal register for any aim other than the purposes required to fulfill the obligations or statutory requirements of the agreement.

o Why: Contractuality and legality (accounting and payroll). Contractuality (agreement with telephone and IT providers)

o Used for: Management of contractual obligations and the requirements of the legislation.

o Duration and place of storage: The association's office, the time necessary for filing documents under legislation or until opt-out has been expressed by termination of the agreement.

 

5) Mailing lists and address lists

o Why: By agreeing to be included in a mailing list through written consent / agreements, the information through which a person can be identified may be used.

o Used to: Contact groups in matters that concern specific news and information. Those affected are included in these lists with their name, email, telephone and postal address once they apply for the activity or event.

o Duration and location of storage: The association's offices and staff computers, for the time needed to fulfill the activity; until the opt-out has been expressed or the need has ceased.

o Opt-in and opt-out: When the association uses mailing lists to carry out assignments, those who are taking part in the activity espress their consent before they are put into lists (opt-in). Withdrawal from the list (opt-out) is notified to data controllers who delete the personal data within a reasonable time.

 

6) Participant lists and registrations for the activities as well as Whatsapp groups

o How: By agreeing to be part of the activity

o Used for: Information dissemination, planning of operations, accounting and invoicing according to the guidelines required by legislation. The lists show the person's name and any other information that the association has collected. The data is destroyed immediately after there is no more need for the association to handle it.

o Duration and place of storage: The association's offices and staff computers and telephones. The data that is not needed for archiving is destroyed after the need for its use ceases.

 

7) The association's electronic calendar and Whatsapp group

o Why: To perform the association tasks

o Used for: Internal planning of work and information between employees. It consists of the personal data given when the application to an activity has been made.

o Duration and place for storage, as well as the possibility of opt-out: The association's computers (access by staff and in special cases FSU and the other landscape associations). The data is kept in the association for as long as the need exists. The association does not give parties other than the association's employees, and in some cases the FSU and the other landscape associations, access to the electronic calendar. Personal data is not given to third parties. The staff regulates the information that is passed on to FSU and the other landscape associations.

 

Physical processing of data:

 

Unless anything specifically mentioned in the text above, personal data is processed in the office, via computers and mobile devices. Information is not conveyed without permission to third parties.

 

Privacy statement:

 

All employees and elected representatives who have access to personal data have signed a confidentiality statement. The business manager is responsible for ensuring that the privacy statements are signed before access to a computer is granted.

 

How to access your own personal data handled by the association:

 

You can contact the association's operations manager, who reviews the information available. If desired, all personal data that does not have to be handled by the association due to legal or contractual reasons can be deleted within a reasonable time.