Privacy Notice – Membership Register
Date of issue: 12 February 2025
Last updated: 20 July 2026
EU General Data Protection Regulation (GDPR) (EU) 2016/679
Data Controller
Pro Suomen eteläisen Afrikan kulttuuri- ja tiedeinstituutti ry
Contact Person for Matters Related to the Membership Register
Secretary of the Board
info@fsai.fi
Name of the Register
Membership Register
Purpose and Legal Basis for Processing Personal Data
The purpose of the Membership Register is to maintain the membership register of Pro Suomen eteläisen Afrikan kulttuuri- ja tiedeinstituutti ry and to manage members’ contact information.
Personal data are processed for the administration of membership, member communications, management of membership fees, and to enable the activities of the Association in accordance with its Rules.
The legal basis for processing personal data is the management of the membership relationship and the legitimate interest of the Association in maintaining a membership register to carry out its activities.
Data Stored in the Register
Board members:
- First and last name
- Personal identity code
- Municipality of residence
Members:
- First and last name
- Municipality of residence
- Email address
- Membership category (Regular Member / Supporting Member)
Telephone number, professional title, or other information voluntarily provided by a member may be recorded with the member’s consent where necessary for the activities of the Association.
Regular Sources of Information
Members’ personal data are obtained directly from individuals when they submit a membership application.
Board members are additionally requested to provide their Finnish personal identity code for registration with the Finnish Register of Associations maintained by the Finnish Patent and Registration Office.
Regular Disclosure of Data
Personal data are processed by the Chair and the Secretary of the Association.
Where necessary for the reimbursement of travel or other expenses, personal data (first and last name, address, personal identity code, bank account details and municipality of taxation) are disclosed to the Association’s financial administration service provider, Suomen Säätiötilipalvelu Oy.
Transfers of Personal Data Outside the EU or EEA
Personal data are not transferred outside the European Union (EU) or the European Economic Area (EEA).
Principles of Data Protection
Membership applications are received electronically or in writing by the contact person designated by the Data Controller.
Board members are contacted personally by the contact person to obtain their Finnish personal identity code. The personal identity codes are transferred without delay to the Finnish Register of Associations maintained by the Finnish Patent and Registration Office and are not retained in the Membership Register.
The Membership Register is stored in appropriately protected electronic systems. Access is restricted to those persons who require the information in order to perform their duties.
Data Retention Period
Membership data are retained for the duration of membership.
After membership ends, personal data are deleted or anonymised when their retention is no longer necessary for complying with legal obligations or protecting the legitimate interests of the Association.
Rights of the Data Subject
Data subjects have the right to access their personal data and to request the correction of inaccurate information by contacting the Association’s contact person responsible for the Membership Register.
The Association will respond to such requests without undue delay and no later than one month after receiving the request.
Data subjects also have the right to request the deletion of their personal data, to object to the processing of their personal data, and to lodge a complaint with the competent supervisory authority.
Automated Decision-Making
Personal data are not used for automated decision-making or profiling.
