1. Data controller

Harry Schaumans Stiftelse r.s. (”Foundation”)
Business ID: 0216806-9
Address: Hovioikeudenpuistikko 11 A 22
65100 VAASA
Telephone: (06) 7848 900
E-mail: info@hss.fi

2. Contact details of the data controller

Data controller
Telephone: (06) 7848 900
E-mail: info@hss.fi

3. Name of the register

Contact, tenant, and marketing register of Harry Schaumans Stiftelse r.s.

The trust of our users is very important to us and we are therefore responsible for your privacy when you provide information to the Foundation. This Privacy Policy describes how we collect and use information about grant application contact persons, tenants, apartment applicants, job seekers, and our partners’ contact persons as well as other persons, and how we protect the privacy of our users.

4. Purpose and basis for the use of personal data

We process personal data for the following purposes:

• managing applications
• developing customer service and rental operations
• analytical and statistical purposes
• monitoring website traffic
• fulfilling our contractual and legal obligations
• complying with our security requirements and other legal obligations

The processing of personal data is based primarily on customer and contractual relationships, the consent of the data subject, and the Foundation’s legitimate interest.

5. The register’s data content and categories of personal data

The personal data that may be stored in the register include:

• personal data such as name, gender, and date of birth
• information about the employment relationship with the organisation you represent, such as employee, job title, position, and interests in a professional context
• contact details (address, telephone number, and e-mail)
• details of payment method and billing information
• information provided when creating an account: password (encrypted), age, location, gender, account ID
• other data collected with the user’s consent

6. Regular data sources of the register

In general, the Foundation collects personal data directly from you or from other persons connected to the organisation you represent, such as a colleague or manager. If the organisation that is your employer applies for a grant, for example through a subsidiary, we may collect information about you through the subsidiary. Information may also be updated through the Foundation’s other person registers, our partners’ person registers, and authorities or other companies to the extent permitted by law.

7. Storage of personal data

Personal data are stored only for as long as necessary for the processing of the data – as defined in this Privacy Policy – while taking the limitations set out by law into account. Due to obligations under applicable law, it may be necessary to store the data for longer than the aforementioned period.

Outdated and unnecessary data will be destroyed in an appropriate manner. Personal data are entered in the register as received from the data subject and are updated as the data subject notifies the Foundation.

8. Disclosures and transfers of personal data

The Foundation may use subcontractors and service providers for the maintenance of its services, customer service, management of reservation data, surveys, and customer notifications. Your personal data may be disclosed to the Foundation’s subcontractors and service providers only to the extent necessary to provide the Foundation’s services and the purposes of use described in this Privacy Policy.

Such third parties may not use your personal data for any purposes other than those described in this Privacy Policy and specified by the Foundation. The Foundation requires such third parties to keep your data confidential and to ensure an adequate level of security to protect your personal data.

Your personal data may be disclosed in accordance with the requirements of a competent authority.

9. Social media plug-ins

When you use our website, you are able to share information on social media, such as Facebook, using social media plug-ins (for example, by sharing our advertisements with other users via social media). If you share information through social media plug-ins, your browser will transmit the following information to the social media site:

• the date and time of your visit
• the URL you are currently visiting
• your IP address
• information about the browser you are using
• information about your operating system
• your username, if you are a registered user of the social media channel concerned, and, if necessary, your first and last name
• the content you wish to share via the social media plug-in

For such information, we will comply with the terms and conditions of the respective social media. We encourage you to find out what information is collected through social plug-ins and for what purpose. You can block social media plug-ins in your browser settings.

10. Rights of the data subject

Right of access

You have the right to inspect what information about you is stored in the Foundation’s register. The right of access may be denied for legal reasons. In principle, exercising the right of access is free of charge.

Right to restriction of processing

You have the right to object to the processing of your data at any time if you consider that we have processed the data unlawfully or that we are not entitled to process the data in question.

However, the right to object does not apply when the data processing is necessary for the controller to fulfil its legal obligations or when other legal reasons are in question.

Right to erasure

You have the right to have inaccurate data corrected or incomplete data completed as well as the right to request the deletion of your data from our registers.

However, the right to erasure does not apply when the processing and storage of data in the register is necessary for the data controller to fulfil its legal obligations or when other legal reasons are in question.

Right to data portability

You have the right to receive data (which you have provided to our register and which are processed with your consent or on the basis of an assignment) in electronic form and the right to transfer such data to another controller.

Prohibition of direct marketing

You have the right to object at any time to the processing of your data for direct marketing purposes.

Right to object

You have the right to file a complaint to a competent supervisory authority if we have failed to comply with the applicable data protection regulation.

Other rights

If the data is processed on the basis of the data subject’s consent, you have the right to withdraw your consent by notifying us in accordance with section 11 of this Privacy Policy.

11. Contacts

You can send any requests concerning your rights in writing or by e-mail to the address mentioned in section 2.

We may ask you to clarify your request and verify your identity before processing your request. We may also refuse to comply with your request on the basis of applicable law.

We will respond to requests within one (1) month of making the request.

12. Automated decision-making and profiling

The data in the register will not be used for automated decision-making or profiling of data subjects.

13. Principles of register protection

The protection of registered data is important to the Foundation. Data is stored on electronic systems protected by firewalls, passwords, and other appropriate technical solutions. Access to the register is restricted to employees of the Foundation and other specified persons who need the information for their tasks. Everyone who uses the data in the register are bound by the duty of confidentiality.

14. Changing the Privacy Policy

The data controller is constantly developing its business and therefore reserves the right to make changes to this Privacy Policy by posting a notice on its website. Changes may also be based on changes in legislation. We recommend data subjects to go over the contents of this Privacy Policy on a regular basis.

(Privacy Policy updated 26.6.2018)