Privacy Statement of Finland Chamber of Commerce

Data controller:

Finland Chamber of Commerce
Business ID: 0201469-2

and

Keskuskauppakamarin Palvelu Oy (Chamber Marketing)
Business ID: 0427797-1

In data protection matters, please contact:
tietosuoja@kauppakamari.fi
or: Alvar Aallon katu 5 C, P.O.Box 1000, 00101 Helsinki

In this statement Finland Chamber of Commerce shall refer to both Finland Chamber of Commerce and Keskuskauppakamarin Palvelu Oy.

Purpose and legal ground for processing

Finland Chamber of Commerce is an entity built by individual chambers of commerce. It acts as their co-ordinating body and supports them in their duties. Finland Chamber of Commerce develops the preconditions of business in Finland, grants medals of merit as recognition from Finnish businesses and takes care of the public duties assigned to it. The operations of Finland Chamber of Commerce are regulated by the Finnish Act on Chambers of Commerce (878/2002).

The purpose of processing personal data is to take care of

the duties assigned to Finland Chamber of Commerce in the Act on Chambers of Commerce or in other legislation,
the duties mentioned in the rules of the bodies mentioned in the rules and regulations of Finland Chamber of Commerce,
relations with members, persons with positions of trust, experts and other stakeholders,
the marketing of services, products and publications,
communications,
the maintenance and transfer of contact information,
the implementation of the public ascertaining of a person’s authorisation or approval,
the payment or levying of charges, fees and compensations, and
the design and implementation of inquiries, statistics and other studies.

Finland Chamber of Commerce also:

appoints arbitrators and applies for the appointment of a trustee for arbitration proceedings in redemption situations separately mentioned in the Finnish Limited Liability Companies Act (624/2006);
takes care of its duties mentioned in the Act on Real Estate Businesses and Apartment Rental Agencies (1075/2000); and
takes care of the duties set for it in said act and the Real Estate Funds Act (1173/1997).

Finland Chamber of Commerce also co-ordinates the confirmation of documents related to foreign trade.

We process personal data when

The processing of personal data is necessary in order to execute a contract in which the person is a party or in order to carry out measures prior to concluding the contract at the request of the person.
- Finland Chamber of Commerce may, e.g. process personal data based on an employment contract or arbitration clause.
The processing of personal data is necessary in order to fulfil a statutory obligation.
- Finland Chamber of Commerce may process personal data when legislation so requires, e.g. based on the obligation to store data set out in the Accounting Act.
The processing of personal data is necessary in order to carry out a task concerning public interest or in order to exercise the public authority of the data controller.
- Finland Chamber of Commerce may process personal data when the data concerns a person’s position, duties and their management in a public entity, business life, an association or other such activities as long as the purpose of the processing fulfils a general interest and the processing is proportionate to the legitimate goal strived at.
The processing of personal data is necessary in order to carry out the legitimate interests of the data controller or a third party, except when the interests or fundamental rights and liberties of the registered person requiring the protection of personal data surpass such interests.
- Finland Chamber of Commerce has legitimate interests related to its operations, such as the right to promote the sales of products and services though marketing and sales activities, and Finland Chamber of Commerce may engage in direct marketing and sales based on a legitimate interest. Other legitimate interests of Finland Chamber of Commerce based on which personal data may be processed are, e.g. counselling and other customer services, further development of operations and investigating possible misconduct. A registered person can always inform us that he or she does not wish to receive messages from Finland Chamber of Commerce, e.g. by replying to an e-mail.

Personal data that is processed and the processing logic

Personal data are collected directly from the registered person, from public sources regarding a person’s position, duties and their management in a public entity, business life, an association or other such activities or they are taken from reliable sources, such as cases handled by the boards and council of Finland Chamber of Commerce.

You are not obliged to give us your personal data, but if you decide not to do so, we cannot offer you any services.

The personal data that we collect can be divided into the following groups:

Basic data: name, title, organisation, Chamber of Commerce region (as necessary)
Contact information: address, telephone number, e-mail address
Financial information: information related to invoicing
Information related to statutory requirements: taxation information
Information about persons who have participated in meetings, events and other services: essential information about the organisation and participation in an event, date of birth regarding events and services for which it is necessary, information on a person’s diet when necessary, photographs
Identification information (when necessary): personal ID and date of birth, CV, passport information, information from criminal records
Digitally collected information: information in connection with digital services and information concerning the use of digital contents created for a user as well as technical data sent by a user to digital devices (e.g. computers and mobile devices), cookies and information on other corresponding techniques.
Other information: personal data related to cases handled by the boards and council, information related to authorisation or approval, information on an employee’s years of employment related to the grating of medals of merit, information related to research operations, membership information of the International Chamber of Commerce (ICC).

Erasure of personal data: Finland Chamber of Commerce processes your personal data as long as one of the above mentioned grounds for the processing of data is valid and during a reasonable time period after that. When the processing of personal data is necessary in order to carry out a task concerning public interest or in order to exercise the public authority of Finland Chamber of Commerce, specific personal data may be processed for the time being, when the processing is related to archives, scientific or historical research operation or statistical purposes.

Processing logic: personal data are processed either with automatic data processing or manually. No automatic decision-making or profiling is related to the processing.

Protection of personal data

Finland Chamber of Commerce processes personal data in a safe manner that fulfils statutory obligations. Documents are stored in premises protected with passage control and their use is monitored with user right management. The aim of the management of data processing rights is to ensure that information and its sub-areas are only processed by persons who are authorised to do so. The data are separate from the public communication network with firewall solutions. When confidential information is sent through the communication network, it is protected with technical means.

Rights of the registered person

As registered person, you have different means of influencing the processing of your personal data. As a rule, we will fulfil your request within one month. Please contact us through the e-mail address or mail address mention at the beginning of this Statement.

You have the right to:

access the personal data collected about you.
- In practice this right is exercised so that we will send you a report on the data that we have collected about you based on your request that can be identified as coming from you.
request that the data collected about you be rectified or erased.
- If you notice mistakes or deficiencies in the information about you, you can ask us to rectify it.
request that the data collected about you be erased.
- We are obliged to erase personal data at your request, if one of the following grounds is fulfilled, and other legislation or orders by authorities do not lead to the obligation to store the data:
  - personal data are no longer needed for the purposes for which they were processed;
  - you object to the processing due to a particular personal situation and there are no reasonable grounds for the processing or you object to the processing of your data for direct marketing;
  - your personal data have been processed contrary to the law;
  - your personal data must be erased in order to abide by a statutory obligation applicable to Finland Chamber of Commerce based on EU law or Finnish law;
  - the personal data concern a child and have been collected in connection with providing information society services.
request that the processing of the data collected about you be restricted. You may ask Finland Chamber of Commerce to restrict the processing of your personal data, if
- you believe that the personal data we hold about you is inaccurate;
- the processing is contrary to law and you demand restriction of use instead of erasure;
- we no longer need said personal data for the above described processing purpose, but you need them for drawing up, presenting or defending a legal claim;
- you have objected to the processing of personal data while waiting for the verification of the fact whether the legitimate grounds of Finland Chamber of Commerce surpass your grounds.
object to the processing of your personal data. If Finland Chamber of Commerce processes your data based on a legitimate interest, you shall have the right to object to the processing of your personal data based on a particular personal situation. You have the right to object to the processing of your personal data for direct marketing.
make a complaint to the supervisory authority. If a disagreement on the processing of your personal data cannot be solved amicably between you and Finland Chamber of Commerce, you shall have the right to transfer the matter to the Office of the Data Protection Ombudsman.

Transfers of personal data and groups of recipients

Finland Chamber of Commerce transfers data within the limits and obligations set by law in order to carry out its duties as authority, take care of relations with stakeholders and to carry out inquiries, statistics and studies, for instance. Finland Chamber of Commerce transfers your personal data to third parties delivering services to Finland Chamber of Commerce. Such services may be, e.g. customer services, software services, technical management and analysis of data, marketing and different campaigns. Finland Chamber of Commerce may share basic data on persons participating in our events to the other participants of said events

In addition, access to public personal data that we process is given at request. Public personal data may be transferred at request, according to sections 13 and 16 of the Act on the Openness of Government Activities (621/1999), as long as the data have been collected in order to take care of a public duty assigned to Finland Chamber of Commerce. Personal data are transferred to the other party in a case handled by the boards and council of Finland Chamber of Commerce as well as to the members of the boards and council.

For example information about persons who have received a medal of merit, persons with positions of trust or information for ascertaining the authorisation or approval of a person may be made publicly available. Such data are, e.g. the name, telephone number, domicile, and e-mail address of a registered person.

Transfer of personal data outside the EU or EEA

Finland Chamber of Commerce transfers data outside EU member states or the European Economic Area, when a service provider or partner is located outside these areas. In such cases, we will take proper protection measures in order to ensure the rights and liberties of the registered persons according to the applicable data protection legislation.