Privacy Statement of the Cycle Club Helsinki member and partner register

Date of issue: 1.4.2022

1. The controller

Cycle Club Helsinki ry. (later: CCH)

Business ID: 1712877-2

Country Finland

Postal address: Jaakko Antikainen Taivaanvuohentie 7 A 16, 00200 Helsinki

2. Registry contact person and contact information

Hanna Stammeier, hanna.stammeier@gmail.com, address or telephone number

3. The name of the registry

CCH Member and Partner Register

4. Purpose and basis of processing of personal data

The processing of data is based on the legitimate interest of CCH, ie membership of the association, in the case of members of associations. The purpose of the processing of personal data is:

• maintain a list of members in accordance with the Association Act

• management of membership matters, such as information, communication, remuneration, competition activities, management of membership fees and disciplinary actions;

• organization of hobbies, events and discussion and training events

• clarification of security-related situations in the activities organized by the association

• business development, statistics and reporting.

The processing of data is based on the legitimate interest of the CCH, ie the agreed cooperation, for the staff (including team leader, instructor, coach, spokesperson).

The processing of personal data for partners is based on an agreement or a legitimate interest of CCH (direct marketing) and the purpose of the use of personal data is to manage, develop and compile a cooperative relationship between CCH's partners.

5. Data content of the register and groups of data subjects

The register contains the following personal information about the personal members of the association:

• Personal information required by section 11 of the Associations Act, ie the member's name and domicile

• For a minor member

  • Necessary parental consents, eg in connection with membership, publication of information, hobbies and use of services

  • Name and contact details of the minor's guardian (postal address, e-mail address, telephone number)

• Membership-related information, such as membership number, membership type, information related to membership fees and other invoices

• Contact information (postal address, e-mail address, telephone number)

• Photograph

• Information on participation in membership and hobby activities as well as discussion and training events

• Results of competitions and the like

• Other personal data provided by the data subject himself

The register contains the following personal data on employees:

• Contact information (postal address, e-mail address, telephone number)

• Invoice related information

• Photograph

• Information on participation in hobbies and discussion and training events

The register contains the following personal information about decision-makers and contact persons of companies and organizations:

• Name, title, company, contact information (postal address, e-mail address, telephone number)

6. Regular sources of information

Personal information is obtained from the registrant himself, for example, when joining or during membership or cooperation. The member is obliged to notify [Urheiluseura ry] of any changed information. The register also collects information on membership performance from other events organized by the CCH and / or under the auspices of a national federation.  

7. Regular disclosures and transfers outside the EU or the EEA

As a general rule, personal data will not be disclosed to third parties. An exception to this is the performance data for certain events, which are published on the club's website at cch.fi (for example, Pepen Tempo result lists).

The registrar uses the electronic membership service of an external service provider (Taikala Oy, myClub service), which allows the registrar to manage the membership and partner register, invoicing, event registrations, attendance tracking and member communications.

8. Security Principles and Retention Period

The register is kept locked for physical lists and password protected for digital lists. Access to the register shall be restricted to specified persons to the extent necessary for the performance of their duties.

The information in the register shall be kept for as long as is necessary for the purpose of the register.

The personal data of a staff member shall be kept for ten years after the end of the staff member's duties. I saw CCH ry. is able, for example, to provide his employee with an employment certificate for as long as is the employer's legal obligation.  

The personal data of a member of the association is kept in the member register as long as the person is a member of CCH ry. Thereafter, personal data will be stored for a maximum of five (?) Years. Anonymised member data may continue to be retained for statistical purposes. Registration and result data for competitions and similar open events will not be deleted from the registers again, except on the basis of individually identified requests.  

The personal information of decision makers and contact persons of companies and entities will be kept for as long as it is necessary for billing, sponsorship or cooperation. Otherwise, personal information will be updated.

The information in the myClub service (www.myclub.fi) is stored on a database server, access to which requires a username and password and the address of the database server. The data contained in the myClub service is located in locked and guarded spaces and the stored data is verified with 2-fold database authentication that is strongly encrypted. Access to the myClub service requires a username and password. The username and password are strongly encrypted and only known to the registered person. All communications in the system are SSL secured.

9. Rights of the data subject

Right of inspection and right to request correction of information.

The data subject has the right to inspect the data stored in the personal register concerning himself or herself and the right to demand the correction of erroneous data and the deletion of data. Requests to this effect must be made in writing to the contact person mentioned in point 2.

Other rights: In accordance with the Data Protection Regulation (as of 25 May 2018), the data subject has the right to object to or request a restriction on the processing of his or her data and to lodge a complaint with the supervisory authority regarding the processing of personal data.