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TietokiltaTietokilta

Membership Register

The Guild's membership register and privacy statement. This document is an unofficial translation of the Finnish Jäsenrekisterin rekisteriseloste. In cases of conflict the official Finnish version should be referred to instead.

Tietokilta ry's Membership Register

This is a register and privacy statement in accordance with the EU General Data Protection Regulation (GDPR). Date of preparation: 22.5.2018. Last modified: 28.1.2025.

1. Data Controller

Tietokilta ry (TiK)

Konemiehentie 2, 02150 Espoo

2. Contact Person Responsible for the Register

Sihteeri Sami Porio

sihteeri​@tietokilta.fi

3. Name of the Register

Tietokilta Membership Register

The legal basis for processing personal data under the EU GDPR is the controller’s legal obligation based on the Associations Act (503/​1989), Section 11.

The purpose of processing personal data is to maintain the membership register as required by the Associations Act (503/​1989), Section 11, and to enable communication with Guild members.

5. Data Content of the Register

The register stores the following information:

  • Full name
  • Domicile
  • AYY membership
  • Email address
  • Membership class
  • Membership status

6. Regular Sources of Data

Data stored in the register is obtained from the Aalto University Student Union, from individuals joining or already joined as members through web forms, written membership applications, or via Kide.app.

7. Disclosure and Transfer of Data Outside the EU or EEA

The data processors are Google Workspace and Treanglo Oy (Kide.app). Data is generally not disclosed to third parties. Data may, however, be processed by Google and Treanglo Oy in third countries outside the EU and EEA. In such cases, appropriate data protection is ensured, for example through the European Commission’s standard contractual clauses or other similar arrangements.

8. Principles of Register Protection

The register is processed with due care. Data is stored only electronically in Google Workspace and Treanglo Oy’s Kide.app service. Data is accessible only to the members of the Guild’s board. The controller ensures that only authorized persons have access to the register.

9. Rights of the Data Subject

In accordance with the EU GDPR, the data subject has the right to:

  • Be informed about the processing of their personal data
  • Access their data
  • Rectify their data
  • Erase their data and be forgotten
  • Restrict processing of their data
  • Transfer their data from one system to another
  • Object to processing of their data
  • Not be subject to automated decision-making

10. Right of Access and Right to Rectification

Every individual in the register has the right to check their data and to request correction of any inaccurate data or completion of incomplete data. If a person wishes to check the data stored about them or request a correction, the request must be sent in writing to the controller. The controller may, if necessary, ask the requester to prove their identity. The controller will respond within the timeframe set by the GDPR (generally within one month).

11. Data Retention Period

The register stores data only of persons who are members of Tietokilta. Data of persons who have resigned or been expelled is deleted within a reasonable time, and at the latest one month after the resignation or expulsion decision.

Membership Register - Tietokilta