Please note, that this is a translation of the original privacy statement in Finnish. If there are discrepancies between the translation and the original privacy statement, the original privacy statement is considered to be valid.
1 Joint controllers and contact person
Name: Tekniikan Akateemisten Liitto TEK ry, Tekniikan Akateemiset ry
Address: Ratavartijankatu 2
FI-00520 Helsinki, Finland
Telephone: +358 09 2291 2291
Business ID: 0117014-0, 0201522-2
TEK is an association formed by two unions. The TEK election refers to the elections of both of the unions that make up the Academic Engineers and Architects in Finland TEK: Tekniikan Akateemisten Liitto TEK ry and Tekniikan Akateemiset ry. TEK’s individual members are members of Tekniikan Akateemiset ry. TFiF-TEK members are members of Tekniska Föreningen i Finland r.f.
Contact person: Daniel Valtakari
E-mail address: daniel@tek.fi
2 Data protection officer
3 Data subjects
The register for Tekniikan Akateemisten Liitto TEK ry (hereafter Organisation) processes personal data of members (hereafter “data subjects”). The members of Tekniikan Akateemisten Liitto TEK ry are individual members in either Tekniikan Akateemiset ry or Tekniska Föreningen i Finland r.f.
4 The purpose and legal grounds for processing personal data
The purpose of personal data processing is organization of union votes of Tekniikan Akateemisten Liitto TEK ry and of General Council elections in member voting of Tekniikan Akateemiset ry, including organizing member votes in accordance with the voting and election regulation.
The primary personal data processing purpose is fulfilment of the membership agreement. Decision-making power in associations is determined in elections organized pursuant to the Associations Act, associations’ rules and the voting and election regulation (hereafter “rules”).
The personal data of members who are eligible to vote are used to verify the member’s eligibility and identity in voting and when communicating with members. Personal data are not processed when the member votes, nor is it possible to link the voter and the vote they cast.
The personal data of members who stand or are put forward for election are processed during the election procedure by
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the TEK office for election communication,
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by electoral officers and founders of electoral alliances for the candidate registration in the electronic tool/paper list, and
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by TEK and Webscale in the electoral engine.
Potential candidates are asked to consent to candidacy using the electronic candidate registration tool or or by an electoral officer / founder of an electoral alliance either orally or in writing.
Candidates consent to display of the following data in the electoral engine and TEK’s candidate compilation list when they stand for election:
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The electoral district, and for Tekniikan Akateemiset ry, the electoral area
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Electoral alliance
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Candidate number issued by the Election Committee
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First name and surname
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Home municipality
A candidate may choose to independently add more information to the electoral engine. In addition, candidates and founders of electoral alliances submit their phone numbers and email addresses for use by the TEK office so they can be sent information related to candidacy and the elections.
The election result will be published in accordance with TEK’s voting and election regulations on the association’s publicly available platform(s) (such as on the website www.tek.fi) and will display the names of all the elected members and deputy members and, separately, the names and votes received by each candidate, the votes received by electoral alliances and electoral coalitions and the comparative indexes by electoral district and electoral area.
5 Content of the data file
The following personal data are processed in the registers:
During candidate registration, electoral officers/founders of the electoral alliances collect the following information pursuant to the rules and decisions of the Election Committee:
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Given names and surname
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Home municipality
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Email and phone number
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Date of birth
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The electoral district, and for Tekniikan Akateemiset ry, the electoral area
Members who stand for or are put forward for election and members who have consented to candidacy are sent electoral communications from the TEK office, in conjunction with which the following data are processed:
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First name and surname
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Email address
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Phone number
The following are announced about candidates in the electronic and printed candidate compilation list:
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The electoral district, and for Tekniikan Akateemiset ry, the electoral area
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Electoral alliance
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Candidate number issued by the Election Committee
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First name and surname (based on the details in OmaTEK member portal on 27 February 2023)
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Home municipality (based on the details in OmaTEK member portal on 27 February 2023)
The TEK office staff enter the following information about candidates in the electoral engine:
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First name and surname
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Candidate number issued by the Election Committee
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The electoral alliance
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The electoral district, and for Tekniikan Akateemiset ry, the electoral area
In addition, if they wish, candidates may independently add the following information to the electoral engine:
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Title
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Workplace
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Degree
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Email and phone number
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Age
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Home municipality
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Photograph
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Profile
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Other information
When voting, the following data of members eligible to vote are processed:
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Name
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Contact details (email address, phone number and address)
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Personal ID or phone number/email address for identification in electronic voting
The result of the election will be published in TEK’s communication (e.g. www.tek.fi site) as follows:
The election result will be published in accordance with TEK’s voting and election regulations on the association’s publicly available platform(s) and will display the names of all the elected members and deputy members and, separately, the names and votes received by each candidate, the votes received by electoral alliances and electoral coalitions and the comparative indexes by electoral district and electoral area.
In addition, the names of the elected delegates will be updated on TEK's General Council page for the duration of the council term.
6 Regular sources of information
Personal data are collected:
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From the member himself/herself,
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Via electoral officers/founders of the electoral alliances on the basis of information provided by the member himself/herself and
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From TEK’s membership register.
The electoral officers/founders of the electoral alliances enter the candidates’ first name and surname, home municipality, date of birth, phone number and email address into the candidate list of their electoral alliance.
7 Regular destinations of disclosed data
Personal data may be transferred to cooperation partners to take measures and provide services for the organization of elections.
Personal data are transferred to:
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MailHouse (to provide the candidate registration and voting machine as well as to mail voting material)
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Webscale (to provide the electoral engine)
8 Transfer of data out the EU or the EEA
The data will not be transferred outside the EU or the EEA.
9 Storing period
Personal data will be stored for the duration of the elections and for possible revisions and for election analysis until June 5, 2023.
10 Data subjects' rights
The data subjects have the right to object the processing of their personal data for the purposes of direct marketing. The data subject may agree or forbid the Organisation to send them thematic direct marketing materials.
In addition, the data subjects have the right at any time and in accordance with the relevant legislation to:
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be informed on the processing of their personal data;
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have access to their personal information and verify the correctness of the data concerning them and processed by the Organisation;
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demand rectification of any inaccurate or incorrect information and to have incomplete data completed;
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demand the erasure of their data;
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withdraw their consent and object to the processing of their personal to the extent that the processing is legally based on the data subject’s consent;
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object to the processing of their personal data on the grounds of their personal situation for the processing that is legally based on the benefit of the Organisation;
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receive their information in a machine-readable format and have the right to transmit those data to another controller, providing that the data subject has provided the information to the Organisation him- or herself, the Organisation is processing the information based on the data subject’s consent and the processing is conducted automatically; and
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demand restricting the processing of their personal data.
The data subject must request the implementation of the abovementioned right via the means provided in this description’s Contact section. The Organisation has the right to request the data subject to specify their request in writing and to verify the identity of the data subject prior to processing the request. The Organisation can reject the requests on grounds provided in relevant legislation.
11 Right to lodge a complaint to the supervisory authority
The data subjects have the right to lodge a complaint to the relevant supervisory authority, or to the supervisory authority of the EU member state where their place of residence or work is located, should the data subject deem that the Organisation has not processed their data in accordance with relevant legislation.
12 Data protection
Personal data that is processed digitally is secure. It is saved to the Organisation’s information systems, and access to the systems is given only to personnel who need access in order to do their work. These persons use personal user IDs and passwords.
All personal data sent outside the Organisation is encrypted. All workstations and data devices used in the Organisation are encrypted.
13 Contact
Requests concerning the usage of data subjects’ rights, questions on this description and other matters must be made via e-mail to the Data Protection Officer: tietosuojavastaava@tek.fi
A data subject may also contact the Organisation in person or in writing at the following address:
Tekniikan Akateemisten Liitto TEK ry
Membership register
Ratavartijankatu 2, FI-00520 Helsinki, Finland
14 Amendments to this description of personal data file
This description of personal data file can be updated, for example if the relevant legislation is amended. This description was last updated on 5 January 2023.