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Privacy Notice of Harvard Club of Finland

Harvard Club of Finland is committed to respect your privacy. We want to process your personal data in secure and transparent manner. This Privacy Notice is provided to describe how we process the personal data that you provide to us or we may otherwise obtain.

The controller of the personal data being processed for the purposes described herein is Harvard Club of Finland ry. Should you have any questions on processing of personal data, you can reach us at info@harvard.fi.

Please read this Privacy Notice and any other notices we may provide to you carefully.

1                   Prosessing of personal data
1.1               The Members

When you are admitted as a Member of the Harvard Club of Finland, your personal data shall be stored to our List of Members under the Finnish Associations Act using the information you have provided in your membership application. When appropriate, we also store and process other personal data you have provided to us during your membership.

The personal data is processed to establish and manage your membership, to comply with our legal obligations as an association, such as bookkeeping and obligation to maintain List of Members, to organise, convene and hold the meetings of association, to provide you with information on our activities and events, to manage your participation to our activities and events and to develop the operations of the association and the services we may provide to our members.

The processing of your personal data is based on its necessity for compliance with a legal obligations to which we are subject, and for the purposes of the legitimate interests pursued by us when you are Member of the Harvard Club of Finland.

The personal data of our Members shall be stored as long as the concerned membership is valid. Should the membership terminate, the concerned personal data shall be deleted without unreasonable delay, unless we are required to retain some data for the purposes laid down in law.

1.2               The Candidates

When you leave a membership application to us, the information contained in your application is processed to decide on admittance, and to communicate the decision to you.

The personal data shall be processed based on its necessity for compliance with a legal obligations to which we are subject, and for the purposes of the legitimate interests pursued by us when you apply as a Member of the Harvard Club of Finland.

The personal data of the Candidates shall be stored until the decision on the membership has been made and communicated to the Candidate. Should the membership be refused, the concerned personal data shall be deleted without unreasonable delay, unless we are required to retain some data for the purposes laid down in law. When a Candidate is approved as a Member to the Harvard Club of Finland, the information contained in the application shall be used to establish the membership, as provided above.

1.3               The Board

When you are elected to the Board of Harvard Club of Finland, the personal data you provide to us is processed to comply with our legal obligations as an association, to send you invitations to the Board Meetings and other communication related to your post in the Harvard Club of Finland, to record notes of the Board Meetings and to deal with any expense requests.

As a Board Member your personal information is published in our website and other media such as the annual report. In case your post in the Harvard Club of Finland requires so, your personal data may be disclosed to third parties, such as authorities, our cooperation partners and the press.

The processing of your personal data is based on its necessity for compliance with a legal obligation to which we are subject, such as to record minutes of board meetings, and for the purposes of the legitimate interests pursued by us when you are a Member of the Board of the Harvard Club of Finland.

The personal data of our Board Members shall be stored for the duration of concerned post in the Board. After the post has ended, the concerned personal data shall be deleted without unreasonable delay, unless we are required to retain some data for the purposes laid down in law. We may also store data of our Board Members for historical purposes.

1.4              The donors and prospective donors

When you are, or represent, our donor or prospective donor, we process personal data obtained directly from you and, where appropriate, from publicly available sources and from our network, including our Members and cooperation partners. In this regard, we process following types of information:

  1. Name and contact details, which in case of an entity shall mean the information on the natural person representing such entity;
  2. Donation information, including the subject to and reason for any donation and donation history;
  • Notes about prospective donations; and
  1. Given feedback.

We will use your information to provide you with information on projects and other subjects of your donation, invite you to meetings and events that we consider will be of interest to you, to manage our funding and develop our operations, to maintain our relationship with you, including improve our operations based your feedback, and to investigate and contact prospective donors.

The processing of your personal data is based on its necessity for compliance with a legal obligation to which we are subject, such as bookkeeping, and for the purposes of the legitimate interests pursued by us when you are or the entity you represent is a donor or prospective donor of the Harvard Club of Finland.

The personal data of our donors shall be stored for ten years after latest donation. When a data subject is a representative of a donor, his/her personal data shall be deleted, without unreasonable delay, after he/she no longer represents the donor. We may also store data of our donors to historical purposes.

1.5               Company cooperation, excursions, external speakers and other cooperation

We are keen to visit and organise joint activities with interesting organisations, to hear specialists in different areas and to perform other cooperation that supports the aim of Harvard Club of Finland.

When you are, or represent, our cooperation partner or prospective cooperation partner, we process personal data obtained directly from you and, where appropriate, from publicly available sources and from our network, including our Members and other cooperation partners. In this regard, we process following types of information:

  1. Name and contact details, which in case of an entity shall mean the information on the natural person representing such entity;
  2. Cooperation details and history;
  • Notes about prospective cooperation; and
  1. Given feedback.

We hold your personal data in order to arrange organisation visits, to make arrangements for the events, to pay any agreed expenses, to record cooperation history and interests to future cooperation, to develop our operations, to maintain our relationship with you, including improve our operations based your feedback, and to investigate and contact prospective cooperation partners.

The processing of your personal data is based on its necessity for compliance with a legal obligation to which we are subject, such as bookkeeping, and for the purposes of the legitimate interests pursued by us when you are or the entity you represent is a donor or prospective donor of the Harvard Club of Finland.

The personal data of our cooperation partners and their representatives shall be stored for the duration of the cooperation. After the cooperation has ended, the concerned personal data shall be deleted without unreasonable delay, unless we are required to retain some data for the purposes laid down in law.

1.6              Contacting us

When you contact us in any manner (e.g. by e-mail, by phone, through our website or face to face) or when your personal data is provided to us as part of any communication made by someone else, and we decide to take action due to such communication with us, we shall process your personal data to respond to the communication and to take possible further actions owing to such communication, such as to handle feedback, to improve the operations of the association, or evaluate and implement initiatives.

The processing is based on the necessity for the purposes of the legitimate interests pursued by us when we are approached in some manner.

The personal data contained in the communications shall be stored for the period of the communications and possible further actions owing to such communications. Where the communication is by nature such that there is no clear ending for the communications or possible further actions, or that we deem it necessary to store the messages for longer period in order to get back to the matter later on, for example to provide further information in certain issue, we may store the data contained in the communications for longer period required by the content of the communications. However, in every case the personal data shall be deleted without unreasonable delay when is not deemed necessary for the purposes above, unless we are required to retain some data for the purposes laid down in law.

2                  Transfers of personal data

In general, we disclose personal data of our Members, Candidates, Board Members and any other data subjects to third parties when required by law or our relationship to such third party. Such third parties include, where applicable and appropriate considering the concerned personal data, authorities and our cooperation partners. Nevertheless, in all cases such disclosures and the concerned personal data shall be limited to the bare minimum necessary for the purpose at hand.

Your personal data is mainly located within the EU. If we intent to transfer your data outside the EU, we shall inform you.

3                  Your rights

As a data subject you have a right to request from us

  • access to and rectification or erasure of your personal data;
  • restriction of processing of your personal data;
  • to object to the processing of your personal data; and
  • the right to data portability.

If we have requested your consent to certain processing, you may withdraw such consent at any moment. In case you consider that our processing of personal data does not meet the requirements of the General Data Protection Regulation or other applicable legislation, you may contact the applicable supervisory authority.