Registration Machine Privacy Policy

This is a privacy policy and register description in accordance with the EU General Data Protection Regulation (GDPR). Preparation date: May 24, 2018. Last modified: March 6, 2025.

Table of Contents

1. Keeper of the Register

Automaatio- ja systeemitekniikan kilta ry (later referred to as “the Guild”) P.O. Box 15500 0076 Aalto

2. Person handling the Register

The Guild’s Treasurer rahastonhoitaja@as.fi

3. Name of the Register

Automaatio- ja systeemitekniikan killan Ilmokone

4. Purpose of the Register

The data in the register is used for organizing events and orders, as well as for anonymous statistical purposes.

5. User Information in the Register

The data collected in the register varies depending on the nature of the registration. The most commonly collected data includes:

• Name
• Email address
• Phone number.

Additional information may be collected as needed.

6. The Information Sources

The data is collected during the registration process.

7. The Release of Information

The data is used according to the requirements of each registration. The data is processed by the Guild’s Board and other event organizers. Data may be disclosed to external parties if necessary for organizing a specific event.

8. Principles of Register Protections

Care is taken when handling the register. Data is stored exclusively in electronic format on the Guild’s server. If necessary, data may be printed, for example, to create seating arrangements. The event organizer is responsible for securely destroying printed documents.

In general, the data is only accessible to the Guild’s Board members, event organizers, and, in certain cases, event participants. The controller ensures that only authorized individuals have access to the register.

9. The Right to See and Correct Information

Every individual in the register has the right to inspect the data stored about them in the Guild’s Event Registration System (“Ilmokone”) and request corrections to any inaccuracies.

Requests must be made in writing to the Guild. The request must be personally signed. Alternatively, individuals can visit the Guild’s room in person to submit their request to a member of the Board. In such cases, individuals must prove their identity. The controller will respond to the request within the time period specified in the GDPR (generally within one month).

10. Information

Data is retained until the financial matters and updating of statistics related to the registration are completed.