Updated 5 October 2020
This is the privacy statement of the Culture for All Service/Association For Culture on Equal Terms in accordance with the Data Protection Act. The privacy statement explains which personal data is collected on people participating in our activities as well as using our services and website, and for what purposes the personal data is used.
This privacy statement applies to all services, events, contact information register, email list, website, recruitment and salary payments of the Culture for All service.
There is a separate privacy statement for Kaikukortti card activities: Kaikukortti card privacy protection (www.kaikukortti.fi).
Culture for All service/Association For Culture on Equal Terms
Business ID: 2549710-5
Tallberginkatu 1 / 48
2. Person responsible for register matters
040 963 9908 (Country code +358)
You can ask the contact person for more information on this report or the use of your personal data.
Mira Haataja, Executive Director, is responsible for the register.
3. For what purposes is the register used?
The use of your personal data is based on your being a representative of our member organisation, our partner, or our customer. It may also be based on an agreement we have made with you. In addition, you may give us your consent to access your information. We can also use your information due to the fact that we need it for work purposes or to communicate on a website.
We will use your personal data if you have personally registered as a subscriber to news and press releases on the accessibility, equality and diversity of culture and art or have registered for our events. In addition, we will use your information if you are a partner or have otherwise indicated that you would like to receive information on our field.
Your information is used to send newsletters, provide information on the service and equality of culture, and provide professional contacts and services. Your data can also be processed for conducting studies and surveys.
Your data will not be used for automated decision-making or profiling.
4. What kind of information does the register contain?
Our register contains your contact information: At least your name and email address.
If necessary, we may also collect the following information:
- Organisation represented by the person
- Street address
- Postal code, city and country
- Phone number
- Language of communication
- Artistic field represented by the person
- Information on invoices sent by the association to the person
- Questionnaire or study responses given by the person in their own name or on behalf of their organisation
- Prohibitions, restrictions, consent and other choices
- Time and log data of data storage
- Information on the services ordered and changes to them
- Special diet (e.g. event registrations and staff)
- CV (recruitment and staff only)
- Tax card (staff and fee recipients only)
- Personal identity code (personnel and fee recipients only)
- Other information related to the customer or collaboration relationship and the services ordered as well as any other information necessary for the site or our service.
NOTE! If you submit a job application to us, please do not enter your personal identity code or exact date of birth in your application or resume. We do not need this information during the recruitment process.
5. Where do we collect the information?
The information stored in the register is mainly obtained from you, for example, from messages sent using forms linked to the website, e-mail, telephone, contracts, email list/newsletter subscription form, other information forms, personal meetings and other situations in which the customer, partner, jobseeker, employee or fee recipient discloses their information to us.
If necessary, we will also collect contact information from public lists or websites for actors in the cultural sector, the media or public administration that is needed for contact and communication activities. Some public information (e.g. a Business ID), can be retrieved from the Internet, such as for invoicing.
6. How do we protect your personal data?
Personal data is collected in databases and on our server. Some information is stored in a paper archive. Databases, papers, files and their backups are kept in locked spaces and protected by firewalls, passwords and other technical means. The data is located in Finland (excluding data collected through Google Forms).
Data may only be accessed by employees of the Culture for All Service whose work requires the processing of data. Data can also be accessed by persons to whom the Culture for All Service outsources, for example, bookkeeping and service maintenance. All of these persons are obligated to keep this data confidential. Consequently, no data should be disclosed to anyone.
- Only the Executive Director has access to the firstname.lastname@example.org (recruitment) email account.
- Only the persons involved in the selection of a new employee and the Executive Director may process personal data related to jobseeking. The selection of a new employee usually involves the staff of the Association for Culture for All service/Association For Culture on Equal Terms and, in some cases, also members of the Board of Association For Culture on Equal Terms or other experts.
- Only the contact person for the fee payment, the Executive Director and the accountant process personal data related to the fee payment.
7. How long will your personal data be stored?
We will only keep your information for as long as necessary with regard to: communications; maintaining customer relationships and agreements; maintaining professional contact and service; the recruitment process; or the payment of fees. In addition, legislation affects the length of time we store the data.
We will delete your data from the register when we no longer need it. For example, we will delete event participant lists and registration information no later than 3 months after the event. Our employees involved in the recruitment process will delete all applications, CVs and emails related to recruitment no later than one month after the end of the recruitment process. All applications and CVs printed on paper will be destroyed in a data-secure manner. Then, only the Executive Director of the Culture for All service will have access to the material of the recruitment process and will permanently destroy them one year after the end of the recruitment process.
Open applications are kept for a maximum of one month from the date of their submission.
You may also request that we delete some or all of your data from one or all of our registers at any time.
We can only remove your data from the register if we do not have a statutory reason to keep it (e.g. a valid contract, accounting or other purposes for which your data is needed for the time being). For example, our accountants and Executive Director retain personal data related to the payment of fees and salaries for a period of six years.
Cookies are small packets of data saved in a browser on your computer or mobile device. They are harmless to your device. Cookies are identified in your computer or mobile device when you enter a website and navigate its contents.
Cookies on our website are also used to collect information on the use of the site as well as to develop it. Cookies are not used to collect your personal information or browsing history. You cannot be identified with cookies only.
You can control or block cookies with your computer browser or mobile device settings. If you completely block cookies from your preferences, you may not be able to access our website.
Services using cookies on our website:
- ReadSpeaker listen functions webReader and docReader
- Google Analytics user statistics
The webReader web page listen function and docReader file listen function save the user's pop-up settings as cookies. When you use the listen function again on the same device and same browser, webReader will remember your settings. If you prefer, you can choose session-only cookies, so that they will only remain valid for as long as you are using our site. You can also turn cookies off completely.
Our website uses Google Analytics. Google Analytics is a web analytics service offered by Google. Google Analytics tells the Culture for All service how site visitors use the site. We cannot identify or locate a specific user based on the information we receive.
In addition to being used to report site usage statistics, data on Google's online assets and ad cookies collected by Google Analytics can also be used to select more relevant ads for Google products (such as Google Search) and elsewhere on the web as well as to measure interaction with ads.
Learn more on Analytics cookies and privacy.
Blocking and clearing cookies
You can block cookies from being used by changing your browser settings. Instructions for different browsers:
- Google Chrome (Google instructions)
- Mozilla Firefox (Mozilla instructions)
- Safari (Mac instructions)
- Microsoft Edge (Microsoft instructions)
9. Disclosure of information to third parties or transfer outside the EU or EEA
Personal data shall not be disclosed to third parties or transferred outside the European Union or the European Economic Area unless it is necessary for the technical implementation of the service. Some information is disclosed to operators with whom we have a commissioning agreement. For example, information on fee recipients is provided to our accounting firm.
Our accounting firm is currently AAM-Tilitoimisto Oy. Read our accounting firm’s register and privacy statement (in Finnish).
Personal data may be disclosed if required by an authority or by law.
We use Google Forms for event registration and some surveys. We use forms by Google Forms because they are currently the most accessible form we know. Google servers can be located anywhere, so data may be transferred outside the EU/EEA. We never collect sensitive information in connection with event registration, and surveys are always anonymous. If you do not wish to use the registration form, you can always register for our events by sending an email to the event contact person. We provide the contact person's details in event bulletins and on the registration form.
10. What rights does the data subject have concerning their personal data?
As a data subject, you have the right to:
- inspect any personal data concerning you that is stored in the registers of the Culture for All service
- have any incorrect or incomplete personal data on you rectified
- have your personal data erased from the register if the Culture for All Service no longer has any reason to continue using the data
- cancel any consent given by you concerning the use of your personal data
- refuse the use of your personal data
- restrict the use of your personal data
- prohibit electronic bulletins and newsletters via the link at the end of the message or by e-mail to email@example.com. You can unsubscribe from our email list using this link.
- have your data transferred from one system to another
- lodge a complaint on the activities of the Culture for All service with the Office of the Data Protection Ombudsman.
To request your rights, please contact us:
- By email: firstname.lastname@example.org or email@example.com
- By post: Culture for All Service, Tallberginkatu 1/48, 00180 Helsinki.
If necessary, we will request proof of identification. We will respond to you within the time limit provided for in the EU General Data Protection Regulation (generally within one month).
11. Which country's legislation applies to the processing of personal data?
The personal data register of the Culture for All service and the processing of the personal data contained in it are subject to Finnish legislation and EU legislation directly applicable in Finland, such as the EU General Data Protection Regulation.
12. How can we update this privacy statement?
Because we are constantly developing our services and operations, this can also lead to changes in the processing of personal data. If necessary, we will update the privacy statement to reflect such changes. Changes may also be based on amendments to legislation. We recommend that you review the content of our privacy statement regularly.
We will notify you if we intend to use your personal data for purposes other than those for which your personal data was collected. We will notify you of this and an updated privacy statement in advance. If there are other changes to the privacy statement, we will announce them on our website.