Privacy Notice for the Event Register of the Federation of Finnish Learned Societies

This privacy notice has been prepared in accordance with the EU General Data Protection Regulation (EU 679/2016, 12–22) and concerns the event register collected of the Federation of Finnish Learned Societies. 

Date of creation: 18 August 2022
Last updated: 11 March 2026

1. Data controller

Federation of Finnish Learned Societies
Kirkkokatu 6, FI-00170 Helsinki, Finland
Business ID: 0524704-5

2. Contact person for register matters

Communications Planner Elina Suominen
Kirkkokatu 6, FI-00170 Helsinki, Finland
tsv(at)tsv.fi
+358 9 228 69 225

3. Processor

Gruppo Oy
Business ID: 2190176-4
Laivurinkatu 37
FI-00150 Helsinki, Finland

4. Name of the register

Event register of the Federation of Finnish Learned Societies

5. Legal basis and purpose of processing personal data

The legal basis for processing personal data is consent.
Personal data is processed for the purposes of organising and developing events, and event-related communications.

Information about event organisers and speakers may be used in event communications to the extent agreed when the data is provided. Event communications may include the name, title, organisation, and materials provided for communication purposes, such as photographs.

(Section updated regarding organisers and speakers on 11 March 2026)

6. Processed data

The following data may be stored in the register:

Event participants (registrants):

• Name and title of the registrant or event organiser
• Email address
• Phone number
• Organisation
• Participant information, such as special dietary requirements

Event organisers or speakers:

• Name and title
• Email address
• Phone number
• Other possible contact details
• Organisation
• Photograph of the speaker or organiser and related information (such as photographer’s name, source information, and usage rights)
• Other relevant information related to participation, event organisation, or event communications, such as special dietary requirements, reimbursable expenses (e.g. travel details), and researcher profile URLs

(Section updated on 28 January 2026 and 11 March 2026)

7. Data sources

Data in the register is received from the data subjects themselves in connection with event registration.

8. Transfer of data to other services

Data stored in the register is not transferred to other services.

9. Disclosure and transfer of data and transfer to areas outside the EU/EEA

Data may be disclosed to our partners involved in organising the event, as well as to organisers of any workshops. Information about special dietary requirements may be shared with catering service providers. We ensure that our partners are committed to complying with data protection legislation.

Data will not be transferred by the controller outside the EU or the EEA.

10. Data protection and retention period

Only employees who are authorised to process personal data as part of their duties have access to systems containing personal data. The systems are protected by usernames and passwords. Personal data is retained for a maximum of one month after the event. The data controller will rectify, delete, or supplement any personal data that is incorrect, unnecessary, incomplete, or outdated in relation to the purposes of processing, either on its own initiative or at the request of the data subject.

11. Rights of the data subject

The data subject has the right to access their personal data stored in the register and to request the rectification or deletion of inaccurate data, where there are legal grounds for doing so. The data subject also has the right to withdraw or modify their consent. All requests and inquiries related to this notice must be submitted in writing or in person to the contact person named in section 2. The controller may request proof of identity where necessary.

12. Changes to this privacy notice

If this notice is amended, the changes will be indicated in the notice with the date. If the changes are significant, they will be announced on the controller’s website.