Privacy notice for events
THL events: Privacy notice for data subjects
The Finnish Institute for Health and Welfare (THL) processes personal data in order to perform its statutory duties. When processing personal data, THL complies with the valid data protection legislation and ensures an appropriate level of information security. This privacy notice explains in detail how THL processes your personal data as part of data concerning participants at THL seminar events.
1. Controller
THL makes decisions on and is responsible for processing personal data for the purposes described in this notice; in other words, THL is the controller of these data. The company that administrates
participant data (company name specified in event information), is the processor of personal data.
Our contact details are:
Finnish Institute for Health and Welfare (THL)
PO Box 30
FI-00271 Helsinki, Finland
tel. +358 29 524 6000
The contact person for issues related to personal data processing is:
Teija Eeva
Finnish Institute for Health and Welfare
P.O. Box 30
FI-00271 Helsinki, Finland
tel. +358 29 524 7182
[email protected]
The data protection officer at THL, Jarkko Reittu, can be contacted at the e-mail address [email protected].
2. The purpose of processing personal data
The personal data are used for the purpose of organising an event, for information activities associated with it and as part of THL’s customer data. Seminar participants complete the data in the registration system of the conference company, which administrates the participant data, or using a Webropol form administrated by THL.
3. Legal basic of processing personal data
The processing of personal data is always based on valid legislation. THL’s tasks are laid down in the Act on the National Institute for Health and Welfare (68/2008).
The legal basis of processing personal data for the purposes covered by this notice is:
Performance of a task carried out in public interest (Article 6(1)(e) of the General Data Protection Regulation)
4. What personal data are processed?
The customer's name, title, address data (e-mail address, telephone number, postal address), interests and profiling data provided by the customer.
5. What sources of personal data are used?
THL’s customer data register and the registration form for the event. Personal data are collected in THL’s customer data register or in the information system of the conference company, which handles THL’s event participant administration. The conference company only discloses data to THL and parties who are essentially involved in event organisation (hotels, restaurants etc.).
6. Transfer or disclosure of personal data
No regular transfers of the data take place to parties outside THL.
7. Transfer and disclosure of personal data to non-EU/EEA countries
Personal data are not transferred to non-EU/EEA countries.
8. Profiling and automated decision-making
THL does not proceed to automated decision-making based on personal profiling.
9. Storage of personal data
The storage periods of personal data are determined in compliance with the Archives Act (arkistolaki, 831/1994) and THL’s information management plan.
In compliance with the valid legislation, THL stores the personal data referred to in this notice until further notice.
10. What rights do you have?
Under data protection legislation, you have certain rights. By exercising these rights, you can ensure that the protection of your privacy, which is one of your fundamental rights, is realised. If you would like to exercise your rights, contact THL’s registry office (kirjaamo(at)thl.fi).
In certain cases and situations, your rights may be restricted, for example due to one of THL’s statutory obligations or if the processing takes place for scientific research or for statistical or archiving purposes. If your rights are restricted, THL will provide for appropriate and necessary safeguards required under the data protection legislation.
10.1. Right to withdraw consent
If we are processing your personal data by your consent, you have the right to withdraw this consent.
Please note that the processing of data for purposes other than scientific research is in principle based on legislation rather than your consent. Processing associated with scientific research may also be based on grounds other than your consent.
10.2. Right to access data concerning you
You have the right to know if THL is processing personal data concerning you. You also have the right to know which personal data concerning you are processed and how. Additionally, you have the right to receive a copy of the personal data concerning you, provided that giving you this copy will not have adverse effects on the rights and freedoms of others and that THL does not have legal grounds for refusing to disclose the data.
10.3. Right to rectification of data
As a point of departure, you have a right to have inaccurate or incorrect data rectified.
10.4. Right to erasure of your data
You may have the right to have your data deleted from THL’s register. If the processing of your data is based on the performance of THL’s statutory tasks or there is some other legal obligation associated with preserving it, your right to have the data deleted probably is restricted.
10.5. Right to restrict processing
You may have a right to restrict the processing of your personal data in cases laid down in the law. The right to restrict processing may exist, for instance, if you believe that the personal data concerning you are inaccurate, they are being processed unlawfully, or you have opposed the processing of your data. In this case, we may only process your personal data by your consent, where necessary for the establishment, exercise or defence of legal claims, or where it is in general interest or essential to protect another person’s rights.
10.6. Right to oppose the processing of personal data
You may have the right to oppose the processing of your personal data in cases laid down in the law. The right to oppose may exist, for example, if the processing is associated with automated decision-making based on profiling or if the data are used for direct marketing purposes.
10.7. Right to lodge a complaint with the supervisory authority
You have the right to request that the Data Protection Ombudsman assess the lawfulness of THL’s activities (tietosuoja(at)om.fi).
