Data protection policy for Tampere Business Campus TBC ry participant register

1. DATA CONTROLLER
Tampere Business Campus TBC ry
Business ID: 1966093-0
Finlaysoninkuja 21 A
33210 Tampere

2. CONTACT PERSON FOR MATTERS CONCERNING THE REGISTER

Petteri Valonkallio
Email: petteri.valonkallio(at)tbc.fi

3. NAME OF THE REGISTER

Tampere Business Campus TBC ry participant register

4. PURPOSE OF PROCESSING PERSONAL DATA

We process personal data of individuals who have participated in events, training sessions, and other occasions organized by TBC ry. The data is processed based on the data subject’s consent in connection with registration, contact, communication, customer service, marketing, reporting, and other customer relationship-related activities, as well as to enable these functions.

The data is also used for statistical purposes, such as company-specific participation reports, so that TBC ry’s member companies (i.e., the employers of the data subjects) receive information about their employees’ participation in events and occasions organized by TBC ry.

The participant register also enables informing member companies and their personnel about training sessions, events, services, and other current matters organized by the association. The data may also be used for developing TBC ry’s operations, for statistical purposes, and for personalized communication.

5. BASIS FOR MAINTAINING THE REGISTER

The legal basis for processing personal data is consent. When registering for events and services provided by TBC ry, customers provide their data to TBC ry to enable participation. In connection with registration, the data subject also consents to their name and the name of their employer being visible to other participants and registrants.

If the data subject does not provide the requested information required for event registration (typically name, email address, employer, and phone number), TBC ry cannot accept the registration.

6. DATA CONTENT OF THE REGISTER

The participant register may contain the following information:

• Name
• Email address
• Phone number
• Title/responsibility area
• Employer name
• Employer contact details
• Supervisor’s name
• Information about which event the person has registered for and attended
• Information related to customer relationship management and communication (e.g., purchases and cancellations of training services)
• Any additional information provided by the data subject, such as food allergies or special dietary requirements

7. REGULAR SOURCES OF DATA

We obtain the data either directly from the data subjects themselves or from their employer.

8. DISCLOSURE OF DATA

We do not disclose data to third parties for marketing purposes. In general, we do not disclose customer register data to third parties, except in the following cases:

• For access arrangements related to company visits
• For functions essential to providing our services (e.g., to a trainer for possible pre-surveys or assessments for training sessions)

We share data with third parties only to the extent necessary to perform these functions and deliver services, and never for marketing purposes.

9. TRANSFER OF DATA OUTSIDE THE EU OR EEA

Tampere Business Campus TBC ry uses the U.S.-based email service Mailchimp for newsletter communications, which may involve transferring personal data outside the EU. Subscription to the newsletter requires the customer’s consent, and the only data transferred are the first name and email address. Mailchimp is committed to complying with GDPR requirements for European partners.

Systems in use:

Links to the privacy policies of the systems we use:

• Lyyti: https://www.lyyti.com/en/data-protection-security
• Mailchimp: https://mailchimp.com/legal/privacy/
• Trello: https://trello.com/privacy
• Microsoft: https://privacy.microsoft.com/fi-fi/privacystatement

10. COOKIES ON OUR WEBSITE

We want to understand how people use our website in order to improve its usability. For this purpose, we use Google Analytics. Google Analytics cookies collect information and report website usage statistics without identifying individual visitors. The most commonly used cookie, “_ga”, is valid for two years.

You can disable Google Analytics on our website by accepting only necessary cookies. More information about Google Analytics cookies is available here.

Information about cookies used on the Tampere Business Campus TBC ry LinkedIn page can also be found here.

11. PRINCIPLES OF DATA PROTECTION

Manual materials related to the register are stored in secured and locked premises. Digital data is stored in systems and servers protected by firewalls, passwords, and other technical safeguards.

12. DATA RETENTION PERIOD

Outdated and unnecessary data is deleted appropriately. Personal data is retained only as long as necessary to fulfill the purposes described in this privacy notice. As a rule, data is retained for the duration of the customer relationship, i.e., as long as the data subject’s employer is a member company of TBC ry.

Due to obligations under accounting legislation or other applicable laws, data may need to be retained for longer periods. For example, if a participant’s registration results in an invoice, such data must be retained for at least six years in accordance with accounting legislation. We strive to minimize the data we retain.

13. RIGHTS OF THE DATA SUBJECT

The data subject has the right to access their personal data stored in the register, to request correction of incorrect or inaccurate data, and to request restriction of processing. Each newsletter sent to customers includes an option to unsubscribe.

Individuals have the right to request deletion of their data, except where retention is required by law (such as accounting legislation or EU regulations related to EU-funded projects). We may ask the individual to clarify their request and verify their identity before processing it.

Requests and inquiries related to personal data must be submitted in writing or by email to:

Tampere Business Campus TBC ry
Requests concerning personal data
Finlaysoninkuja 21 A
33210 Tampere

petteri.valonkallio(at)tbc.fi

We will respond within one month of receiving the request, unless there are specific reasons to extend the response time.

14. AMENDMENTS TO THE PRIVACY NOTICE

We continuously develop our operations and reserve the right to amend this privacy notice with notification. Changes may also be based on legislative updates. We recommend reviewing this privacy notice regularly. The current version is always available at: https://tbc.fi/data-protection-policy/