Customer register Privacy Notice

Updated 12.01.2022

INFORMING THE DATA SUBJECT ACCORDING TO THE GENERAL DATAPROTECTION REGULATION

We at Kainuun Rastiviikko want to take good care of our customers’ personal data which we collect, receive, process and store. We also want our customers to have the opportunity to check their data and be forgotten if they so wish. 

In order that a person can enrol to our events, they need to accept the data collection and data processing procedures described in this privacy notice. Accepting (consent) is done by ticking a box as the person enrols for an event or in conjunction with any similar event that requires data collection (consent or agreement). We collect personal data in order to make sure that communication with our customers, marketing, reporting and invoicing regarding events and taking care of our customers is as easy and effortless as possible and that our events are safe.

Register name

Customer register

Controller

Name Kainuun Rastiviikko ry

Business ID 2524242-8

Address Ketunpolku 1, Tieto 1, 87100 Kajaani

Contact person in register matters

Name Jukka Liuha

Telephone number +358 44 7679533

Email address jukka.liuha@rastiviikko.fi

Legal basis and purpose of processing personal data

Kainuun Rastiviikko ry is an association of orienteering clubs in Kainuu that take turns organising Kainuun Rastiviikko. The member clubs that have organised Rastiviikko since 1983 are: Kajaanin Suunnistajat, Kuhmon Peurat, Puolangan Ryhti, SotkamonJymy and Suomussalmen Rasti.

Kainuun Rastiviikko ry is a non-profit association registered in Finland. Personal data will be collected for specific, express and legal purposes. Data will be collected and processed in order to fulfil the requirements of  the agreement between the controller and the data subject and when applicable based on the approval of the data subjectto handle orders, event enrolments, contacts and doing errands, marketing, reporting, invoicing and other activities related to customer service and in order to guarantee safety.

Categories of personal data in the register

The register contains personal data of the controller's customers, personal data of persons who have given their details for the controller's accommodation service orpersons who have enrolled and participated in an event organised by the controller; such personal data is among others:

  • first and last name
  • gender
  • date of birth
  • postal address
  • place and country of residence
  • email address
  • telephone number
  • name of their club
  • results
  • nationality
  • food allergies
  • other data given in conjunction with the event
  • photographs taken at the event
  • address of accommodation

Regular data sources

The data in the marketing register is collected from the data subject, their guardian or their club.

Regular disclosure of data

The customer register may disclose for the start and result list the name, club, birth date and place of residence of the person who has enrolled in an event or competition. The data may be published on the website of the event. The data maybe transferred to an appointed data processor, that is, to a paid newsletter service with which Kainuun Rastiviikko has an agreement on data processing. Information on food allergies may be submitted to a catering operator if needed. A name, telephonenumber and email address may be submitted to the lessor or operator of accommodation services.

Data transfer outside the EEA

Data will not be transferred outside the EEA excluding photographs which may be transferred outside the EEA to service providers located in the USA which are certified under the Privacy Shield.

Profiling and automated decision-making

The data in the register will not be used to automated decision-making.

Webpage cookies

This webpage uses cookies. Cookies are small text files that the website saves into your computer or mobile device when you visit the website. There are both temporary session ID cookies that close when you close your Internet browser and persistent cookies that are stored on your computer's hard drive. Cookies allow us to identify your browser and use the information we receive in this way, for example, to count the browsers that visit our site and to analyze the use of our site, such as statistical monitoring. They also allow us to view and track the interests of our users and thus develop our website. All information collected is anonymous and cannot be used to associate online internet activities with a specific person.

Most Internet browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. You can avoid cookies by modifying your browser settings and disabling their use.

The web shop’s customer data is stored in the customer register. Customer data collected by the web shop is only used to process the customer's order and the data collected are deleted when the customer relationship or basis for data is no longer valid.

This website uses the Google Analytics cookie, which collects information about users of the website. The user is not identifiable based on the information attached to the cookie. The user can block Google Analytics at https://support.google.com/analytics.

This site uses the Google Adwords cookie, which is used to target marketing through a list of users on Google's ad networks. The user is not identifiable based on the information attached to the cookie. The user can block the Google Adwords marketing based on user lists at www.google.com/settings/ads.

The content of some Kainuu Orienteering Week websites comes from external service providers (eg YouTube, Facebook, Instagram and Twitter). In order to see the content of such a third party the user must first approve the terms of the use of the specific third party. This also applies to the cookie policies of those who cannot be controlled by Kainuu Orienteering Week. If you do not use the content of external service providers, any third-party cookies will not be installed on your device.

External service providers in the Kainuu Orienteering Week website:

- You Tube
- Facebook
- Instagram
- Twitter
- Creamailer

These external services are not under the control of Kainuu Orienteering Week. Service providers may change their terms of service, purpose and use of the cookies, etc. at any time.

Location and the length of storage of data

Personal data will be stored on a shielded server located in the EU area or outside the EEA at service providers certified under the Privacy Shield. The data is protected by a user ID and a password system. The user IDs will be disclosed to the staff of Kainuun Rastiviikko. Manual content will only be printed if necessary and it will be stored in a locked cabinet at the premises of Kainuun Rastiviikko. Only named persons may process the data. Manually processed data will be appropriately destroyed after processing.

The data will be stored as long as a customership is valid or it is needed for the purposes for which it is being processed. Personal data will be deleted from the customer register within 12 months of the end of the customership. Personal data may be stored for a longer period if a customer has separately consented to a longer storage period.

Rights of the data subject

The data subject has the right to check their personal data stored in the register. The data subject has the right to request the controller to rectify erroneous data. The data subject has the right to ask the controller to erase personal data or stop processingpersonal data if it is no longer necessary for the purpose it was provided. The datasubject has the right to object to the processing of personal data, marketing and profiling.

The data subject has the right to receive their personal data that they have provided to the controller in a commonly used and machine-readable format and the right to transfer that data to another controller. Requests to exercise the rights of the data subject will be submitted to the controller's contact person in writing with a signature.The data subject also has the right to lodge a complaint with the supervisory authority in the member state of their permanent residence or working place or where the alleged breach of the General Data Protection Regulation has occurred.

Kainuun Rastiviikko has the right to change this privacy notice

We are continuously developing our events and operations, and if there are any changes in the mentioned activities, we will update the privacy notice. Furthermore, changes in the Finnish laws may force us to amend or supplement this privacy notice.

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