Privacy notice

Aholansaari Foundation's Privacy Notice

1. The controller

The Aholansaari Foundation and
Aholansaari Tourism Ltd
Camp Church Path 2
73310 Tahkovuori
Tel. 050 464 1000
Business ID: 0226223-1

2. Name of the register

Aholansaari customer register

3. Contact person

Acting CEO Kalle Hiltunen
phone 040 577 9195
kalle.hiltunen@h-y.fi

4. Why do we collect data?

The purpose of the register is to maintain contact and customer relationship information for the Aholansaari Foundation and its subsidiary Aholansaari Tourism Ltd (both of which are also referred to as Aholansaari), volunteers, donors, subscribers to friends' letters and other customers. The customer register is an essential tool for Aholansaari's marketing and mailings, as well as an archive directory. Those on the register can be informed about the activities and campaigns of Aholansaari and, in special cases, of the Foundation's partner organisations and sister organisations (the Awakener Association, Wanha Karhunmäki) by e-mail or paper mail. However, no direct marketing will be sent to the customer without his/her consent. The Customer has the right to withdraw his/her consent to direct marketing at any time.

Personal data of the customer may be processed for the following purposes:

  • customer relationship management and development
  • implementation of the service
  • verification of customer transactions
  • developing customer service
  • marketing (direct mail)
  • analysis and statistics
  • studies

5. What information do we collect?

The register may contain, among other things, the following information:

  • Person's full name
  • Postal address
  • E-mail address
  • Phone number
  • Date of birth
  • Sex
  • Language
  • In the case of a minor client/participant, also the contact details of the guardian
  • Any health information from participants in camps and events that is relevant both for the safety of the person and to ensure appropriate catering services.
  • Customer relationship information such as order and payment information, customer feedback and contacts, sweepstakes and contest information, and cancellation information.
  • Permissions and consents, if any
  • Possible anti-supply data
  • Any other data collected with the customer's consent
  • Donation agreements

In addition, accommodation customers will be required to deposit:

  • Finnish personal identity code or, in the absence of such a code, date of birth and nationality
  • the number of the passenger's travel document
  • the date of arrival and departure of the passenger at the accommodation establishment

When required by the law on accommodation and catering of 28.4.2006/308.

6. How do we collect the data?

Contact and supporter information in the register is obtained from the customer themselves by telephone, post or via the internet through various forms, contact forms filled in at events or by email. For example, addresses, telephone numbers and email addresses of employees of client communities may be collected from public websites.

7. How do we store your data?

The register is kept only in electronic form and only persons authorised by the controller have access to it. The persons who process the data in the register are bound by the obligation of professional secrecy. We will only keep personal data for as long as necessary for the purposes specified in the privacy notice, unless otherwise required by law. We will endeavour to ensure that personal data and other customer information is kept up to date and accurate.

8. To whom do we disclose your personal data?

The Aholansaari Foundation will not disclose contact information collected through the website and promotional events to third parties and will only use the information for its own activities. For events on Aholansa Island and events lasting more than 24 hours on the island, participant lists are required for both accommodation and security purposes. For partners and subcontractors (e.g. accommodation booking systems, accounting services) acting on behalf of the Foundation who process personal data on our behalf and who are involved in the production of a service chain for that client or who contractually invoice their services directly to that client, we disclose data on the basis of a mandate given by us. The same applies to the collection of claims. These third parties may not use the personal data for any other purpose than to provide the service contracted with us.

The data of the guests will be handed over to the police (North Savo Police Department) as required by the law on accommodation and catering 28.4.2006/308. Personal data will not be disclosed outside the EU or the European Economic Area.

9. Internal use of the register

The register is used by all Aholansaari staff and the staff of the Group's subsidiary Aholansaari Matkailu Oy. The registration and updating of data is primarily the responsibility of Aholansaari's sales and marketing staff. Access to the register requires a personal username and password. The username and password will be provided upon granting access. The access right expires when a person leaves the tasks for which he/she has been granted access. At the same time, the user ID is deleted. The register is used to print contracts, invoices, invoice notes, collection letters, invitations and address labels for marketing purposes such as promotional mailings and newsletters.

10. Protection of the register

The information contained in the register is mainly used by Aholansaare and the Group's subsidiary Aholansaare Matkailu Oy, which operates in the same premises. The microcomputers on which the system is used are located in rooms accessible only to the persons concerned. When the responsible persons are not present, the computer is closed or locked.

11. What rights and choices do you have?

You have the right to

  • Request the correction or deletion of incorrect, unnecessary, incomplete or outdated information
  • Opt-out of the use of your personal data for direct marketing purposes
  • Prohibit the publication and disclosure of personal and contact details (elected representatives and volunteer managers)
  • Check the information we hold about you in our records. This can be done once a year free of charge.

Requests for verification or amendment of information must be made in writing and certified by a handwritten signature. The right of access shall be exercised within one month of the request.

12. Registry management

The Aholansaari management, as the controller, exercises the decision-making power over the register.

The CEO is responsible for

  • the preparation of the description and description of the register
  • the use of the register, the definition of the content and purpose of the data, the granting of access rights, informing the data subject and exercising the right of access, the correction of data and the disclosure of data.
  • the technical maintenance of the register
  • the protection and security of the register, its archiving and destruction
  • the designation of the person responsible for the register and his or her duties
  • The register functions are carried out by the entire staff of Aholansaari and the entire staff of the Group's subsidiary Aholansaari Matkailu Oy.

13. Internal registry guidelines and training

Internal registry guidelines will be drawn up and staff training will be planned separately.