Privacy statement
1 Introduction
The kendo club of the University of Helsinki (hereafter HY Kendo) acts as the data controller for the personal data that HY Kendo collects:
1) in accordance with the Associations Act, of individual members of their member associations,
2) about the participants of the camps, competitions, graduations and other events they organize and
3) about the members of the email lists they use for member communication.
As the data controller, HY Kendo is responsible for this personal data given to it and for its appropriate processing. Data protection is all about trust – protecting your privacy and personal data is of the utmost importance to HY Kendo. Therefore, HY Kendo collects your personal data only to the extent that it is necessary. This privacy statement presents the principles according to which HY Kendo processes your personal data.
2. Contact person in matters concerning the processing of personal data
The kendo club of the University of Helsinki
Data Protection Officer
Daria Lyaknovich
HY Kendo’s contact person in matters concerning the processing of your personal data is HY Kendo’s secretary, who also acts as HY Kendo’s data protection officer. His task is to take into account issues related to your data protection in the operations of HY Kendo and to act as a contact person in questions related to your rights and authority supervision.
You can contact him by email:contact@hy-kendo.com
3. The purpose, information content and sources of the personal registers managed by HY Kendo
3.1. Member register
The Association Act obliges HY Kendo to keep a register of its members. Your personal data in HY Kendo’s membership register is processed based on your consent, membership relationship or other relevant connection.
HY Kendo uses its membership register for the following purposes:
- To maintain and manage memberships
- To implement and develop HY Kendo’s operations
- For statistics and analysis of the membership situation
In terms of purpose of use, the following members are recorded in the HY Kendo membership register
necessary personal information:
Contact information (name, address, date of birth, phone number, email address)
social security number, citizenship, home club, Kyu/Dan value, Member number and ID
The personal data in HY Kendo’s member register is obtained according to the rules:
From those who have registered as members themselves, via the electronic membership register service
Entered by the register handler
HY Kendo’s membership register has been implemented in the Suomisport online service of the Olympic Committee.
Suomisportin The privacy statement can be found at:
3.2 Event participant lists
The personal data of participants in camps, competitions, graduations and other events organized by HY Kendo is processed with the consent of the person registered for the event or based on the business relationship between HY Kendo and the person registered. In this case, the legal basis for processing personal data is the legitimate interest of the controller, i.e. HY Kendo.
HY Kendo uses the participant lists of the events it organizes for the following purposes:
For electronic communication of events
To collect event participation fees
For arranging accommodation and catering for events
As background material for teachers to design the camp curriculum
For the draw of the pool divisions of the competitions
To organize event check-in
The list of those participating in the night stay for the information of the night watchman
To check the right to participate (membership fees and time elapsed since the previous graduation) of those participating in the graduation
To update the kyu/dan value of those who have passed the graduation in the HY Kendo member register
To register those who passed the Dan graduation in the database of the European Kendo Federation (EKF).
For the analysis and statistics of the participant group
HY Kendo processes the following of those registered for its events in terms of purpose of use
necessary personal information:
Contact information (first name, last name, phone numbers, email addresses)
Home club
Kyu-/dan-arvo
Gender for competition category
Nationality
Guardian’s contact information for children under 18 years of age
Allergies for organizing meals
Home address for arranging check-in for possible hotel accommodation
Date of birth for those participating in graduation
The information of those on the participant lists of events organized by HY Kendo is obtained according to the rules:
From the person who registered for the event via an online form or email
3.3 Email Lists
HY Kendo informs its members about its activities mainly through email lists. The personal data of those registered to email lists maintained by HY Kendo is processed based on the consent of the person registered to the email list or on the basis of the business relationship between HY Kendo and the registered person. The legal basis for processing personal data is then the legitimate interest of the controller, i.e. HY Kendo.
HY Kendo uses its email lists for the following purposes:
For electronic member communication
For event marketing
For the implementation and development of HY Kendo’s activities
HY Kendo processes the following personal data necessary for the purpose of use of those registered to its email lists:
Contact information (name and email address)
The personal information of those on the e-mail lists maintained by HY Kendo is obtained according to the rules:
From the person who signed up for the email list via an online form or email
Entered by the register handler
4. Data retention period
HY Kendo will keep your personal data only as long as it is necessary to fulfill the purposes defined in section 2 above in accordance with the legislation in force at any given time. If the registered member has not paid HY Kendo’s membership fee during the current or previous calendar year and the registered member’s membership or other basis for processing personal data has ended, the user’s personal data will be removed from the member register or changed in such a way that the subject of the data can no longer be identified. After the event, the participant lists of the events are destroyed or they are changed in such a way that the objects of the data are no longer recognizable from them.
The personal data of those on the e-mail list are kept until the person themselves sends an unsubscribe notification to the e-mail list administrator using the link found at the end of each e-mail message.
However, HY Kendo may be obliged to retain some personal data in order to comply with accounting or other mandatory legislation even after the end of the membership relationship or other grounds for processing personal data.
5. Personal data processors
HY Kendo’s board members and event organizers have the right to process personal data in accordance with valid data protection legislation. HY Kendo can also outsource the processing of personal data to, e.g., a third party on the event’s participant list, in which case HY Kendo guarantees through contractual arrangements that personal data is processed in accordance with the data protection legislation in force at any given time and otherwise properly as presented in this data protection statement.
6. Data transfer outside the EU or the European Economic Area
The personal information collected by HY Kendo about you is kept within the European Economic Area (EEA), but it is possible that it may be transferred outside the European Economic Area (EEA) via a service provider, for example. HY Kendo strives in every possible way to ensure that your personal data is processed securely and in the manner described in this privacy statement.
7. Regular disclosures of information
HY Kendo does not publish your personal information online. HY Kendo is not responsible for the data protection of your personal data that you yourself have decided to publish in HY Kendo’s online services, e.g. on Facebook event pages. HY Kendo does not sell or rent your personal data to third parties. HY Kendo discloses your personal data to third parties only in the following cases:
On the request of the competent authorities or other parties, in a manner based on the applicable legislation at any given time. For statistical, scientific or historical research, provided that the data has been changed in such a form that the subject of the data can no longer be identified from them. HY Kendo is not responsible for the actions of third parties (including people, companies and services), the content of third party websites, the use of information provided by the user to third parties, or any other products or services that third parties may offer even if such service is connected to HY Kendo to online services such as event result service systems or social media message services.
8. Right of inspection and right to demand correction of information
A personal member of HY Kendo has the right to check the information concerning him/her in the HY Kendo membership register. If the member wants to use his review right, he should contact the data protection officer mentioned in point 1. A personal member of HY Kendo has the right to request that incorrect personal information concerning him/her be corrected, supplemented or deleted from the membership register, if the information is incorrect, unnecessary, incomplete and/or out of date in terms of the purpose of personal data processing. A personal member of HY Kendo also has the right to prohibit HY Kendo from processing information about him/her for direct advertising, remote sales and other direct marketing as well as market and opinion research as well as personal registry and genealogical research.
9. Register protection principles
Manual materials concerning the membership register are kept in locked rooms. Digitally stored and processed information is in files that are protected by technical means. Access to the files is limited only to persons who, based on their duties, need to use this information.
10. Changes to this privacy statement
If necessary, HY Kendo can change this privacy statement. The new updated Privacy Policy will be published on HY Kendo’s website and changes will be announced on the email list. By continuing your HY Kendo membership after such a change, you accept the terms of the updated privacy statement.
11. Data processing of cookie banner
To manage the cookies and similar technologies used (tracking pixels, web beacons, etc.) and related consents, we use the consent tool “Real Cookie Banner”. Details on how “Real Cookie Banner” works can be found at https://devowl.io/rcb/data-processing/.
The legal basis for the processing of personal data in this context are Art. 6 (1) lit. c GDPR and Art. 6 (1) lit. f GDPR. Our legitimate interest is the management of the cookies and similar technologies used and the related consents.
The provision of personal data is neither contractually required nor necessary for the conclusion of a contract. You are not obliged to provide the personal data. If you do not provide the personal data, we will not be able to manage your consents.