Privacy Policy

1. Data Controller

Kokkolan Suurteollisuusalueyhdistys ry

Business ID: 2165515-3

Visiting address: Satamatie 330, 67900 Kokkola

Postal address: P.O. Box 17, 67101 Kokkola

Phone: +358 40 566 9673

Email: kaisa.kaapo@kip.fi

 

2. Name of the Register

Kokkolan Suurteollisuusalueyhdistys ry Member and Stakeholder Register

 

3. What Personal Data Do We Process?

We only process personal data that is necessary for the activities of the association, the management of memberships, communications, events and other operations. The personal data processed varies depending on the context in which the data is collected and the purpose for which it is used.

The personal data we process may include, for example:

• name
• email address
• telephone number
• the person’s company and job title
• information related to membership or acting as a contact person for a member company
• information provided when registering for events and training sessions, such as participation details and any special dietary requirements
• information related to newsletter subscriptions and distribution
• information related to enquiries and their processing
• personal data related to security and access arrangements for visits, meetings and site visits
• information related to participation in working groups, the Board and other positions of trust
• information collected for communications purposes, such as photographs, videos, information provided in interviews and information related to personal stories
• contact details of competition and prize draw winners for the purpose of delivering prizes.

Personal data is primarily collected directly from the data subject, for example in connection with event registrations, enquiries, newsletter subscriptions or other participation in the association’s activities. Data may also be obtained from member companies and other cooperation partners where this is necessary and lawful in view of the purpose of the processing.

 

4. Purpose of Processing Personal Data

Personal data is processed for the purpose of organising, maintaining and developing the activities of Kokkolan Suurteollisuusalueyhdistys ry.

The purposes of processing personal data include in particular:

• managing memberships and the contact details of member company representatives
• member communications and the distribution of the KIP News newsletter and other current information
• organising events, training sessions, meetings and other activities, including related participant communications
• organising visits and site visits to the KIP area, including related security and access arrangements
• coordinating the activities of the association’s Board, working groups and other positions of trust
• processing and responding to enquiries addressed to the association
  carrying out the association’s communications, marketing and stakeholder cooperation
• communicating about the association’s activities, member companies and the KIP area through websites, social media, newsletters and other communication materials
• organising competitions and prize draws and delivering prizes.

Personal data is processed only for predetermined and lawful purposes and only to the extent necessary to fulfil the relevant purpose.

 

5. Legal Basis for Processing Personal Data

Depending on the purpose of the processing, the processing of personal data is based on the legitimate interests of Kokkolan Suurteollisuusalueyhdistys ry, a contract or measures taken prior to entering into a contract, compliance with a legal obligation, or the consent of the data subject.

Legitimate interest may be used as the legal basis for processing, for example, in connection with membership administration, communications with members and stakeholders, the organisation of events and visits, and the coordination of the association’s activities.

Consent may be used as the legal basis for processing in situations where the processing of personal data requires consent. The data subject has the right to withdraw their consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before the withdrawal.

 

6. Recipients and Processors of Personal Data

Kokkolan Suurteollisuusalueyhdistys ry may use external service providers in the processing of personal data. Such service providers may be used, for example, for managing event registrations, sending newsletters, communications, maintaining online services and providing other technical and administrative services necessary for the association’s activities.

Service providers process personal data on behalf of Kokkolan Suurteollisuusalueyhdistys ry and in accordance with its instructions. They may process personal data only for the purpose of providing the agreed services and only to the extent necessary to provide those services.

Kokkolan Suurteollisuusalueyhdistys ry ensures that service providers processing personal data are committed to appropriate data protection and information security and process personal data in accordance with applicable data protection legislation.

Personal data may be disclosed to public authorities or other parties where such disclosure is required by law or is otherwise necessary for the association to fulfil its statutory obligations. Personal data will not be disclosed to third parties for their own marketing purposes without an appropriate legal basis.

Transfer of Data Outside the EU/EEA

In processing your personal data, Kokkolan Suurteollisuusalueyhdistys ry may use service providers that may have access to the data from outside the EU/EEA, for example from the United States. Kokkolan Suurteollisuusalueyhdistys ry is responsible for ensuring that any transfer of personal data is carried out appropriately and in accordance with applicable legal requirements.

Personal data will not be transferred outside the EU/EEA unless this is necessary for the technical implementation of services used by Kokkolan Suurteollisuusalueyhdistys ry or its cooperation partners. In such cases, Kokkolan Suurteollisuusalueyhdistys ry will ensure that an adequate level of data protection is maintained.

 

7. How Do We Protect Your Personal Data?

Kokkolan Suurteollisuusalueyhdistys ry considers the careful protection of personal data to be of great importance. Personal data is stored in electronic systems protected by firewalls, passwords and other appropriate technical measures.

Access to the register is limited to designated employees of Kokkolan Suurteollisuusalueyhdistys ry and other persons who require access to the data in order to perform their duties. All persons who have access to the register are subject to a duty of confidentiality.

 

8. How Long Do We Retain Personal Data?

Personal data is retained only for as long as necessary to fulfil the purposes of processing described in this Privacy Policy or to comply with statutory obligations.

The retention period depends on the purpose for which the data is used. Information related to membership may be retained for the duration of the membership and for a necessary period thereafter. Information related to events may be retained for as long as required for organising the event and fulfilling related obligations, while newsletter subscriber information is retained for the duration of the subscription.

Personal data that is no longer necessary or has become outdated will be appropriately deleted or anonymised.

 

9. Rights of the Data Subject

The data subject has the right to receive information about the processing of their personal data and to access the personal data concerning them that is processed by Kokkolan Suurteollisuusalueyhdistys ry. Exercising the right of access is generally free of charge. The right of access may be restricted in situations provided for by law.

The data subject has the right to request the correction of inaccurate or incorrect personal data and the completion of incomplete personal data.

In certain situations, the data subject has the right to request the deletion of their personal data. However, the right to erasure does not apply, for example, where the retention of personal data is necessary for compliance with a legal obligation or where there is another lawful basis for the processing.

In certain situations, the data subject has the right to request restriction of the processing of their personal data.

Where the processing of personal data is based on the legitimate interests of Kokkolan Suurteollisuusalueyhdistys ry, the data subject has the right to object to the processing on grounds relating to their particular situation. Where personal data is processed for direct marketing purposes, the data subject has the right to object to such processing at any time.

Where the processing of personal data is based on the data subject’s consent, the data subject has the right to withdraw their consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before the withdrawal.

In certain situations, the data subject has the right to receive personal data they have provided in a structured, commonly used and machine-readable format and to transmit that data to another controller. This right applies where the processing is based on consent or a contract and is carried out by automated means.

Requests concerning the rights of the data subject must be submitted in writing or by email using the contact details provided in section 1 of this Privacy Policy. Kokkolan Suurteollisuusalueyhdistys ry may, where necessary, ask the data subject to clarify their request or verify their identity.

Kokkolan Suurteollisuusalueyhdistys ry will respond to requests from data subjects without undue delay and, as a general rule, within one month of receiving the request. The response period may be extended where permitted under the General Data Protection Regulation.

The data subject has the right to lodge a complaint with the Office of the Data Protection Ombudsman if they consider that the processing of personal data infringes applicable data protection legislation.

 

10. Links

Our website, kip.fi, may contain links to other websites. This Privacy Policy applies only to the kip.fi website.

When you visit another website, we recommend that you read the privacy policy applicable to that website. Please note that Kokkolan Suurteollisuusalueyhdistys ry is not responsible for how other online services process your personal data.

 

11. Cookies

The website of Kokkolan Suurteollisuusalueyhdistys ry uses cookies that are necessary for the operation of the website, as well as other cookies, such as analytics and marketing cookies, with the user’s consent.

Users can manage cookies and change their consent at any time through the website’s cookie settings.

 

12. Changes to This Privacy Policy

Kokkolan Suurteollisuusalueyhdistys ry continuously develops its activities and therefore reserves the right to amend this Privacy Policy by publishing information about the changes on its website.

Changes may also be made as a result of amendments to applicable legislation. We recommend reviewing this Privacy Policy regularly.