Privacy statement for Publication Forum events

Last updated 17.6.2024

1. Data controller
Federation of Finnish Learned Societies
Kirkkokatu 6, 00170 Helsinki
tel. 09 228 691

2. Contact person
Elina Pylvänäinen
Kirkkokatu 6, 00170 Helsinki
tel. 09 228 69 249

3. Name of the register
Register for Publication Forum events

4. Legal basis and purpose for the processing of personal data
The legal basis for processing personal data is consent. The purpose of processing personal data is to organise events.

5. Data to be processed
The register contains the following information about the registrants: name, e-mail address, background organisation and, if necessary, information about special diets.

6. Data sources
The data is obtained from the registrants themselves when registering for the event. The registration forms of the LimeSurvey and Zoom services serve as the main channels for obtaining and updating the data.

7. Disclosure and transfer of data and transfer to areas outside the EU or the EEA
Data is stored in the LimeSurvey and Zoom services. Zoom complies with the conditions for data transfer set out in the EU Data Protection Regulation but servers of the LimeSurvey may be located outside the EU or the EEA area.

Information can be passed on to our partners participating in the organisation of the event. We can hand over information about special diets to catering services. We make sure that our partners are committed to complying with data protection legislation.

8. Data protection and storage period
Only those employees who have the right to process personal data for their work have the right to use systems containing personal data. The systems are protected with usernames and passwords. Personal data is stored for a maximum of one month after the event. The controller rectifies, erasures or completes personal data in the register that is incorrect, unnecessary, incomplete or outdated in terms of the purpose of the processing, on its own initiative or at the request of the data subject.

9. Rights of the data subject
Every person in the register has the right to check what information about them has been stored in the register and to demand the rectification or erasure of inaccurate personal data if there is legal basis for it. The registered person also has the right to cancel or change their consent. All contacts and requests regarding this statement should be made in writing or in person to the contact person named in this statement. The requester may be asked to prove their identity.

10. Changes to the privacy statement
If this statement is updated, the changes will be visible in the statement and dated. If the changes are significant, we can also inform about these on our website.