Privacy notice on processing of personal data related to UFEM project workshops and events
Syke has the right to make technical alterations to the privacy notice without notifying the data subject in advance.
Data controller and data protection officer
Finnish Environment Institute (Syke)
Latokartanonkaari 11
00790 Helsinki FINLAND
E-mail address: kirjaamo@syke.fi
Confidential e-mail address: https://securemail.ymparisto.fi
Tel. +358 295 251 001
Contact details of the data controller:
Kati Pritsi
Project Manager
Finnish Environment Institute (Syke)
kati.pritsi@syke.fi,
and
Data protection officer
tietosuoja@syke.fi
Legal basis for data processing
We process your personal data as it is necessary for the performance of a task based on your written consent (Article 6 section 1 (a) of the General Data Protection Regulation and Data Protection Act (1050/2018).
Collected and processed personal data and the purpose for processing
We collect and process your personal data for the purpose of organising project workshops and other events as well as for communicating about the project activities, as relevant.
We may collect the following personal data: name, contact details, gender, interpretation needs, and for possible on-site workshops and events, allergies, dietary restrictions, needs for travel and accommodation. As background information, we may request your organization, job title, educational and professional background and areas of expertise. Additionally, video, image, or audio recordings may be captured during the event.
Collected personal data will not be used for automatic decision making nor profiling.
Sources of personal data
Personal data is collected from the persons signing up for events through an electronic registration form, primarily the Webropol service, but may also be gathered through other similar services.
Recipients of personal data
Data controller, Webropol Oy and its sub-processors Nebula Oy and Quomi Oy. Data may be shared with data controller’s travel agency and companies directly associated with travels (e.g. airlines, hotels), if needed for arranging travels.
With your explicit consent, your personal data can also be transferred outside of the EU to Ukraine to the UFEM project partner, the Ministry of Environmental Protection and Natural Resources of Ukraine. In the case that presential events are organised in Ukraine, your personal data can also be sent to hotels and other Ukrainian organisations as required for organising your travel and stay in Ukraine. The transfer is based on Article 49 section 1 subsection a of the General Data Protection Regulation of the European Parliament and Council (GDPR). Ukraine does not offer adequate data protection based on a decision by the European Commission. As the transfer is based on a derogation, no appropriate safeguards for the protection of your personal data have been set. This means that the processing of your data in Ukraine might not fulfil several of the provisions of the GDPR.
Protection of personal data
Personal data collected via Webropol is stored in the externally managed Webropol service (www.webropol.fi), with SSL-secured access. Only designated Syke personnel responsible for managing the relevant events can access the data.
As the data controller, Syke has taken technical and organisational measures necessary to protect your personal data and requires these measures of any service providers used by it.
Storing of personal data
Personal data will be stored in electronic form for the time necessary for Syke to fulfil the purposes of processing described in this notice.
All unnecessary data will be deleted without delay using effective and safe methods.
Your data protection rights related to processing of personal data
In this notice, we aim to provide an extensive explanation about processing of personal data in connection for its purposes. If anything regarding our processing of personal data is unclear, you may send in further questions to the contact person or Syke’s data protection officer.
You have the following rights in accordance with the General Data Protection Regulation:
You have the right to know how your data is processed and for what purpose.
You have the right to receive a copy of your personal data being processed.
You have the right to deny us to process or continue to process your personal data and a right to deny us the transfer of your data outside of the EU.
If any of your personal data processed by us is inaccurate, you may request us to rectify the inaccurate and faulty data. When we rectify data based on your request, we are obliged, if possible, to inform all recipients to whom the personal data has been disclosed of the rectification of the personal data.
You have the right to restrict the processing of your personal data based on a specific personal situation at any time.
You also have the right to lodge a complaint with a supervisory authority.
Supervisory authority in Finland is the Office of the Data Protection Ombudsman.
Address: Lintulahdenkuja 4, 00530 Helsinki, 800, 00531 Helsinki
e-mail: tietosuoja(at)om.fi
Phone: 029 566 6700
Registry: 029 566 6768