Privacy statement of Event signup register

Privacy statement – Event signup register of Aalto Beer Pong ry

This privacy statement complies with the EU General Data Protection Regulation (GDPR).

Controller of the register

Aalto Beer Pong ry (ABP)

Jämeräntaival 319 C 319, 02150, Espoo

Person in charge of the register

IT-Manager Ville Hakoniemi

ville.hakoniemi (at) aalto.fi

Name of the register

Event signup register of Aalto Beer Pong ry

Legal basis and the purpose of gathering personal information

The legal basis for gathering personal information, complying with the EU GDPR, is the legitimate interest of the controller of the register.

The purpose of gathering personal information is the maintenance of a member register, required by the Associations Act (503/1989), and keeping the contact information of the members of the association up to date.

Information in the register

The register will contain the following information: 

• Name 
• Email address 
• Phone number 
• Changing event-specific further information

The information in the register is deleted after a reasonable amount of time after the event.

Regular sources of information

The information in the register comes via online www forms.

Handing over information and transferring information outside of the EU or the EEA

The information in this register is not to be handed over to outside parties without separate approval from person intending to register.

The information is not to be handed over or stored outside the European Union or the European Economic Area.

Principles of protecting the register

The register is handled carefully. The information is stored only in electronic format, in trustworthy servers operated by third parties, which complies with the EU GDPR. The encryption of the register is done using own passwords of Aalto Beer Pong ry. The information is only available to authorized persons of Aalto Beer Pong ry. The controller of the register will ensure that access to the register is only limited to the appropriate individuals.

Right to check and request for corrections in the information

Each member who is in the register has the right to check their information that has been saved in the register and demand for corrections if any information is incorrect or missing. If the person wishes to see the information the register has on them or requests for a correction, the request must be sent to the controller of the register in writing. The controller of the register can ask the sender of the request to verify their identity or to specify the request. The controller of the register will answer the requesting party within the time limit

specified by the GDPR (primarily within one month).

Retention period of the information in the register

The information shall be stored in the register only for as long as is necessary. The information for normal events is removed approximately two weeks after the event. If some of the information is required after this, for e.g. collecting participation fees, the information can be stored longer until there is no longer need for it.