Whose data do we process?

● Members
● Service providers
● Stakeholders
● Staff
● Job seekers
● Visitors to our website 

Where do we get the data from?

● Member data from the members themselves and the Union of Journalists’ membership register
● Service provider data from the service providers
● Stakeholder data from the stakeholders or public data sources
● Staff data from the staff
● Recruitment data from those participating in recruitment
● We create a statistical overview of the number of visitors to the website using Squarespace Analytics cookies. We do not know who an individual visitor is. 

How long do we store your data?

● In general, we store the data for as long as there is a purpose for doing so.
● The service provider's data is deleted within 12 months after the contractual obligations have been fulfilled.
● For stakeholders, we delete data within 12 months after the end of the collaboration.
● Staff data is stored after the employment relationship has ended in the manner prescribed by special laws, for example salary-related data for 10 years.
● The data of those involved in the recruitment process is deleted within 12 months after the process has ended.
● Website visitor data is stored in Squarespace Analytics for 14 months.

Note: Storage periods are also affected by the Accounting Act. According to the Accounting Act, receipts for the financial year, correspondence regarding transactions and other accounting material must be stored for six years from the end of the calendar year in which the financial year ends. For example, if the financial year ended on 30 April 2018, the receipts must be saved until 31 December 2024. The Accounting Act may therefore in some respects entail longer storage periods for personal data than those mentioned above.

In some situations, personal data may be saved longer than that. We store agreements and other relevant documents for 10 years. The reason for this is the limitation period for liability for damages, which usually expires ten (10) years from the date the damage occurred or was discovered. 

Note 2! All material produced by the union and relating to the association’s activities is stored permanently. Such material includes minutes, activity reports and activity plans.

We process information

We only process information that you have provided to us, or information you have given your consent to collect, for example:

● Name
● Telephone number
● E-mail address
● Employer
● Member association and department
● Personal ID
● IP address
● Job title 

Your rights

According to Section 26 of the Personal Data Act, everyone has the right to inspect the personal data regarding themselves that is stored by different data controllers. The data sources are the membership register of the Union of Journalists and the member himself. The inspection request must be sent in writing and signed to the contact person of the data register. The data subject has the right to demand that incorrect data about him or her be corrected. The request must state which material is the subject of the request and when the material was created.

Why do we process your data and on what grounds?

The association processes personal data for several groups of persons. The main purpose is to provide membership services to the association’s members. The association maintains a central register of its members in accordance with Section 11 of the Associations Act. The list of HSJ members is maintained in the membership register of the Union of Journalists. The stored data is used to handle membership-related matters and in the union’s operations, as well as to manage member benefits. The association’s partners may also target marketing to members if they have given their consent to it. From non-members, we collect only personal data that is necessary to contact these people.

Who else processes your data?

The association only uses high-quality service providers for the processing of personal data, with whom an agreement has been concluded on the processing of data in accordance with the General Data Protection Regulation. These providers include:

● Microsoft (e.g. e-mail)
● Creamailer (newsletters)
● Avoine (membership register)
● TahtoGroup (IT resource services)
● Visma (financial and HR management)
● Emce (financial management, historical map)
● Accountor (HR management)
● Lyyti (education, training/other events)
● Webropol (surveys)
● Intellipocket (press cards)
● CardPlus (press cards)
● Anygraaf (Journalisti's archive)
● Canon (e-archive)
● Futunion Oy (membership register)
● In addition, member data is processed by the Union of Journalists and its member associations

Transfers or disclosures in accordance with the rules are made for the member benefits, and only to those partners who must verify membership before a member is granted a member benefit. Disclosure of information means that the recipient can use the information, for example, in their own marketing. When transferring information, the recipient may only use the information in accordance with the association’s instructions. Information is transferred or disclosed only to the extent necessary. For example, only the member's name and address are disclosed to the publisher of a magazine.

How do we protect your data?

We protect the internet connection (https)

Manual data:

Manual data is stored in a separate archive that is only accessible to employees who are authorized to process personal data.

Data processed using IT:

Data processed digitally is stored in separate databases that are protected by generally used technical protection methods. General data protection regulations are followed when processing data.

The data can be used by people who handle the association’s membership data and who need it to perform their duties.

The data in the register is confidential.

Transfer of data to areas outside the EU or EEA

Data will not be transferred to areas outside the EU or EEA.