Written on 1 August 2022

1 Registrar

OSAKO

Company ID: 1977906-9

Address: Yliopistokatu 9

90570 Oulu

e-mail: osako@osakoweb.fi

2 The contact person responsible for the register

Tapio Korhonen

Name, position in the company

e-mail: tapio.korhonen@osakoweb.fi

phone: 0503174933

3 Register names

• Temporary Event Registers
• Newsletter register (mailing list)
• Member register
• Email archives

4 Legal basis, the purpose of personal data processing, and their storage

According to the EU’s General Data Protection Regulation, the legal basis for the processing of personal data is the basis necessary for the operation of the customer relationship or the service, as well as the need for the registry to implement an agreement to which the data subject is a party.

The purpose of personal data processing is

Maintenance of customer relations, invoicing, information necessary for the operation of the site and service or, for example, marketing. The collected information is not used for automated decision-making or profiling.

5 Data content of the register

Information to be stored in the register is, for example.

Always only the information you provide to us, which is necessary for the implementation and invoicing of our service. Some public information, such as social security numbers, can be searched for in the register on the internet to complete the profile for invoicing.

Name, position, company/organization, contact information, IP address of the network connection, IDs/profiles in various services, information about ordered services and their changes, billing information, other information related to the customer relationship and ordered services, and all other information necessary for the site or our service.

We delete unnecessary information from the register when there is no longer an appropriate reason for their storage and within four (4) years at the latest.

For example, information is deleted from the customer register when the customer relationship has not been active for four (4) years. Messages are deleted from the email archive at the same time.

You can also at any time ask us to delete some or all of your information from either one or all of our registers.

The student union of Oulu University of Applied Sciences does not have a permanent customer register. Temporary registers are kept if you register for events or, for example, courses or meetings. Registration takes place via Kide.App and Webropol. We also use the MailChimp newsletter, which collects the e-mails of its subscribers and sends the letters to those who ordered the letter and accepted its terms.

We also use the MailChimp newsletter, which collects the e-mails of its subscribers and sends the letters to those who ordered the letter and accepted its terms.

There is no online store on OSAKO’s website, but memberships are sold on the Kide.App website and Kide.App’s GRPD applies to this.

The membership register is LIME CRM.

The e-mail archive is Online Solutions/osakoweb, where the ID is osako@osakoweb.fi. In addition, there are other e-mails: osako310@gmail.com and other e-mail archives, i.e. private individuals’ e-mails work either as osakoweb.fi, oamk.fi or gmail.com endings.

The registers can be accessed as needed by the page owner organization OSAKO, Oulu University of Applied Sciences, Online Solutions, Seravo, and Ratas Design Works Oy.

Please note that we can remove your information from the register only if we do not have a legally binding reason to keep it (such as a valid contract or another purpose for which your information is needed for the time being).

6 Regular data sources & merging of registers

The information to be saved in the register is obtained from the customer, e.g. from messages sent using forms on the website, by e-mail, by phone, contracts, customer meetings, and other situations where the customer gives us their information.

7 Regular transfers of data and transfers of data outside the EU or EEA

MailChimp – Rocket Science Group may transmit information from the newsletter register (mailing list) in accordance with its own conditions.

Personal data is stored primarily in Finland or elsewhere in the EU-EEA region.

8 Principles of registry protection

Care is taken when processing the register, and information processed using information systems is protected. When registry data is stored on Internet servers, their data security is taken care of appropriately both in our own and outsourced services. All data is protected at least behind a password on SSL-protected servers. Our homepage is completely SSL protected.

The registrar ensures that stored data as well as server access rights and other data critical to the security of personal data are handled confidentially and only by those employees whose job description it is.

9 Right of inspection and right to demand correction of information

Every person in the register has the right to check their own information stored in the register and to demand the correction of any incorrect information or the completion of incomplete information. If a person wants to check the information stored about him or demand correction, the request should be sent to the controller. If necessary, the registrar can ask the requester to prove his identity. The controller responds to the customer within the time stipulated in the EU data protection regulation (generally within a month).

If you want a register extract of your information, please mention which register’s information you want to view. The names of the registers can be found in section 3 of the document.

10 Other rights related to the processing of personal data

A person in the register has the right to request the removal of personal data about him from the register (“the right to be forgotten”). Those registered also have other rights according to the EU’s General Data Protection Regulation, such as limiting the processing of personal data in certain situations. Requests should be sent to the controller.

Your rights include, for example:

• the right to check your personal data
• right to rectification of data
• right of processing the right to object to the processing
• the right to withdraw consent
• the right to file a complaint with the supervisory authority