Privacy report

1. Contact details of the controller

The Trade Union Pro Association is the data controller for all its members and our Pro member associations for their own members. In the following, we will only use the common name Pro.

Ammattiliitto Pro ry, Business ID 0215350-2 | Address Työpajankatu 13 A, 00580 Helsinki.

• Membership and personal data: [email protected]
• Member Services Manager: Sirpa Lappi ([email protected])
• Data Protection Officer: Ira Kyntäjä ([email protected])

2. What personal data Pro collects

The information we collect can be divided into the following five categories:

1) Personal data: name and personal identification number. In addition, the membership number provided is stored.

2) Contact information: address, telephone number, e-mail address.

3) Membership information: membership (and resignation), Pro's membership association, type of membership, trust and organisational activities, membership fee information, exemptions, unemployment fund membership information

4) Employment relationship information: employer, contractual sector, date of commencement of employment (basic information on studies for student members)

5) Other data: language of service, marketing message, gender, professional and educational data

Not all the information collected is mandatory, but it is important for us, for example, to serve our members as well as possible and for our research or other core activities.

In addition, personal data may be collected for a specific, individual purpose, such as participation in a training session or member event, and for the management of an employment matter.

3. Purpose and legal basis for the use of personal data

The right of PRO to process the personal data of its members is mainly based on legitimate interest. Once you have become a member, a relevant and appropriate relationship of legitimate interest has been established between us. Information about trade union membership is a special category of personal data that Pro, as a trade union, may process in the context of its legitimate activities.

The purpose of processing personal data is to manage and maintain membership matters to ensure that members receive all the benefits and services to which they are entitled by virtue of their membership. Personal data will only be used for activities in accordance with the rules and action plan of Pro and our member associations.

The various processing activities include, for example, the maintenance of personal data, membership lists of associations and workplace data, as well as activities relating to membership fees. Pro collects and records various notices of trust and regularly sends out communications both to all members and targeted to specific groups of members.

In some situations, the processing of personal data may also be based directly on law, public interest or individual consent. For example, we will ask for your permission to publish your photo. If the legal basis for processing is consent, you have the right to withdraw your consent at any time.
 

4. Where we collect data

We obtain personal data from you, from your membership form and other forms and notices, from your employer via a dues collection contract mandate or, with your consent, from elsewhere, for example from your previous union. We automatically receive the data updated in the Population Register Centre unless you have not consented to the disclosure of your data.

It is normal for us to need to ask you for more information or clarification about your membership. This is necessary to ensure the accuracy of the information.

We also receive some personal information through our website or through the use of our services. The scope and storage of the information collected may therefore vary.

Whistleblowing Directive

Trade Union Pro has a Whistleblowing Directive compliant First Whistle service, which has been purchased from Juuriharja Ltd to ensure the anonymity of whistleblowing reports. Further details of how their service works can be found on their website:  https://firstwhistle.juuriharja.fi/. The First Whistle whistleblowing channel provides a means of reporting suspected wrongdoing, such as improper conduct or fraudulent, improper, dishonest, illegal or reckless activity or behaviour. The reporting channel is not intended to handle disputes or complaints, but rather we encourage you to contact our Member Services or Labour Relations and Officials directly.

You can report to the whistleblowing channel anonymously, but in order to speed up the resolution of the matter, we encourage you to report suspected wrongdoing openly, using your name and contact details in the first instance. All reports will be treated in strict confidence.

Reports submitted to the whistleblowing channel will be available for consultation by the Trade Union President, Head of Human Resources, Head of Legal Affairs and the Administrative Director. Once a report has been resolved, or when the related information is no longer needed, any personal or identifying information will be deleted.

5. Processors of personal data and disclosure to others

Personal data are processed by Pro staff in the course of their duties. Within the same federation, personal data may be used by:

• The Board of Directors of member associations have access to an application on the members' website which covers, to a limited extent, the data of the members of each association.
• For trustees, an application is available on the members' website which covers, to a limited extent, the data of the members whom the trustee represents.

We may disclose your data to third parties as required by law. For example, Pro's partners may process limited personal data to provide an advantage based on our membership. Similarly, under certain conditions, data may be disclosed for the purposes of scientific research.

In addition, we may disclose your personal data to third party service providers authorised by Pro to process the data on our behalf and for us. This transfer is based on a binding contract and data protection commitments between the parties. These parties are typically companies providing information management or marketing services. Ownership of the data is not transferred from the controller to a third party and the third party does not have the right to use the data beyond the scope of the mandate.

6. Measures to protect personal data

We will ensure that your personal data is adequately protected by both technical and organisational security measures. We have in place up-to-date data protection and security policies and programs to protect the information we hold from various types of damage and misuse.

Access to the Pro member site requires a login. The right to log in is restricted to Pro members and the logged in person is identified by the information in Pro's membership register.

Wherever possible, we choose to store your data in secure data centres located in Europe. At present, we do not use any resources or servers outside the EU/EEA.

7. Retention period of personal data

Personal data will be kept for as long as necessary to administer the membership or provide the service, we are under a legal obligation to retain the data, or the retention is for archiving in the public interest.

When your membership ends, we will keep your membership data in our electronic membership register for up to 10 years after the membership ends, unless you have requested that your data be deleted before then.

Form data submitted from the website will be automatically deleted from temporary storage six (6) months after submission.

8. Member rights related to privacy

You have the following rights, the exercise of which should be requested by e-mail to  [email protected].

Please note that not all rights are absolute. If you wish to exercise any of the rights listed below, requests will be assessed on a case-by-case basis. If you are dissatisfied with our response, you may refer the matter to the Data Protection Ombudsman.

Right to request access to your data (right of access)

You have the right to access your personal data held by us. It is also important that you check and correct your data regularly. You can check your personal, contact and membership data at any time in Proplus: Proplus/My membership data. This will show you the most important information stored about you.

You can control what information about you is displayed on the membership site to other users. Publishing your profile means that you can be found by other users of the site through a user search. This also allows you to participate in discussions and post content yourself. If you have not published your profile, you can only read content posted by others.

In addition to the members' register, Pro has some other personal registers related to a specific service and where data is stored in connection with that service (for example, employment and disputes). These have their own privacy statements, which you can consult.

Right to rectification

If your data is incorrect or incomplete, you have the right to request that it be corrected. You can also correct your data yourself in Prolus: Proplus/My data. This will display the most important information stored about you.

Right to erasure

You have the right to request the deletion of your data in the following cases:

• The personal data are no longer needed for the purposes for which they were collected.
• You withdraw your consent to the processing and there is no other lawful basis for the processing.
• You object to the processing and there is no legitimate ground for continuing the processing.
• The processing is unlawful.

The Pro may have a legitimate interest or a legal right to process your personal data for a certain period of time after the end of your membership.

Right to object and prohibition of direct marketing

You have the right to object to the processing of your data on grounds relating to your particular situation if you consider that we have processed your personal data unlawfully or that we are not entitled to process some of your personal data.

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

Right to restrict the processing of your personal data

If you contest the accuracy of the data we have registered or the lawfulness of the processing, or if you have objected to the processing in accordance with your rights, you can ask us to restrict the processing of your personal data to data retention purposes only. In this case, the processing will be limited to data retention only until the accuracy of the data has been verified or it has been possible to verify whether our legitimate interests prevail over your interests.

Right to data portability

You have the right to receive the personal data you provide to us in machine-readable form. Please note that we may also retain and use your information where necessary to comply with legal obligations, resolve disputes or enforce contracts.

9. Proliitto.fi website, ProStoori newsletter, vaalit website

On the Proliitto.fi website, we may ask for your contact details, your personal data and information about your employment relationship for the purposes of managing your membership and communication.

Subscription to the ProStoori.fi newsletter is based on your membership or your own subscription. You can unsubscribe from the mailing list at any time. Instructions for this can be found at the end of the ProStoori newsletter.

At Proliitto.fi, we use cookies and similar technologies to deliver products and services to you, provide a safe online environment, conduct marketing activities, enable a better member experience online, track analytics on our website and provide you with the most engaging content possible. All information collected is anonymous and cannot be used to link any online activity to a specific individual.

On the election website, members' identity is based on their own will and the information comes from them. Candidates have the possibility to edit their data or delete their data after publication. The register of candidates is used for communication on election-related matters, such as invitations to Pro events sent to candidates. Candidate information is removed from the website after the elections, except for candidates who have been elected. When they present themselves, they have given their consent for their data to be kept on the Pro website for the duration of the election period, unless they specifically request that it be removed from the website.

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