1. Contact details of the data controller
Trade Union Pro (Ammattiliitto Pro ry) acts as the data controller for all of its members, and our Pro-affiliated member associations act as data controllers for their own members. Below, we use the joint name Pro only.
Trade Union Pro (Ammattiliitto Pro ry), Business ID 0215350-2
Address: Työpajankatu 13 A, 00580 Helsinki, Finland
- Membership-related matters:: [email protected]
- Head of Membership Services: Sirpa Lappi ([email protected])
- Data Protection Officer: Ira Kyntäjä ([email protected])
2. What personal data Pro collects
The data we collect can be divided into the following five categories:
- Personal data: name and personal identity number. The assigned membership number is also recorded.
- Contact details: address, phone number, email address
- Membership data: information on joining (and resignation), Pro member association, type of membership, positions of trust and organisational roles, membership fee data, fee exemptions, unemployment fund membership information
- Employment data: employer, collective agreement sector, start date of employment (for student members, basic information related to studies)
- Other data: preferred service language, marketing opt-out, gender, occupational and educational information
Not all collected data is mandatory, but it is important for us, for example, to provide the best possible service to our members and for research activities or other core functions.
In addition, personal data may be collected for a specific, clearly defined purpose, such as participation in training events or member events, or for handling employment-related matters.
3. Purpose and legal basis for processing personal data
We primarily process our members’ personal data in order to fulfil obligations and provide services related to membership. The processing of personal data is mainly based on the membership relationship (contract) between you and us.
Information on trade union membership belongs to special categories of personal data, which Pro processes in connection with its lawful activities in order to manage membership.
The purpose of processing personal data is to manage and maintain membership and to ensure that members receive all benefits and services to which they are entitled. Personal data is used only for activities in accordance with the rules and action plans of Pro and our member associations.
Processing activities include, for example, maintaining personal data, membership registers of associations, workplace data, and handling membership fee matters. Pro also collects and stores notifications related to elected representatives and regularly sends both general communications to all members and targeted communications to specific member groups.
In some situations, the processing of personal data may also be based directly on law, public interest, or separate consent. For example, we request separate consent for publishing photographs. If the legal basis for processing is consent, you have the right to withdraw your consent at any time.
4. Sources of personal data
We receive personal data from you directly via membership application forms and other forms and notifications, from employers through membership fee collection authorizations, or with your consent from other sources, such as a previous union. Information updated in the Population Information System is received automatically, unless you have prohibited the disclosure of your data.
It is common that we may need to ask you for additional information or clarification related to your membership. This is necessary to ensure the accuracy of the data.
We also receive some personal data through our website or through the use of services. The scope and retention of collected data may therefore vary.
Whistleblowing Directive
Trade Union Pro uses the First Whistle service in accordance with the Whistleblowing Directive. The service is provided by Juuriharja Oy to ensure the anonymity of reports. More detailed information about the service can be found on their website: https://firstwhistle.juuriharja.fi/.
The First Whistle reporting channel allows reporting of suspected misconduct, such as inappropriate behaviour or fraudulent, improper, dishonest, illegal, or negligent actions. The channel is not intended for handling disputes or complaints; in such cases, we ask you to contact our Member Services or employment and public sector advice services directly.
You may submit a report anonymously, but to speed up the resolution of the matter, we primarily encourage reporting suspected violations openly with your name and contact details. All reports are handled with strict confidentiality.
Reports submitted through the reporting channel can be accessed by Trade Union Pro’s HR Manager, Head of Legal Affairs, and Administrative Director. Once a matter has been resolved, or when related data is no longer required, personal or identifying data will be deleted.
5. Processors of personal data and disclosure to third parties
Pro staff process personal data as part of their work duties. As part of the same union entity, personal data may also be used by:
- Member association boards, which have access via the members’ site to an application covering limited data of their own members
- Elected representatives, who have access via the members’ site to an application covering limited data of the members they represent
We may disclose your data to third parties as required by law. For example, Pro’s partners may process limited personal data in order to provide membership-related benefits. Data may also, under certain conditions, be disclosed for scientific research.
In addition, we may disclose personal data to external service providers authorized by Pro, who process data on our behalf and for our account. Disclosure is based on agreements binding the parties and data protection commitments. These parties typically provide IT or marketing services. Ownership of the data does not transfer from the data controller to a third party, and third parties have no right to use the data beyond the scope of the assignment.
Transfers of personal data outside the EU/EEA
We transfer personal data outside the EU/EEA when our partners, service providers, or their subprocessors are located outside these areas (e.g. the United States).
In such transfers, we ensure compliance with the EU General Data Protection Regulation (GDPR) and use appropriate transfer mechanisms, such as the European Commission’s Standard Contractual Clauses (SCCs) or other adequacy decisions approved by the Commission, as well as additional technical and organisational safeguards where necessary (e.g. encryption).
You may request further information on the safeguards used and obtain a copy of the applicable transfer mechanisms (e.g. Standard Contractual Clauses).
6. Measures to protect personal data
We ensure appropriate protection of your personal data through both technical and organisational safeguards. We have up-to-date data protection and information security policies and systems in place to protect the data we hold from damage and misuse.
Access to Pro’s members’ site requires login. Login rights are granted to Pro members, and users are identified based on the data in Pro’s membership register.
Whenever possible, we choose secure data storage locations within Europe. In processing situations outside the EU/EEA, we ensure data protection in accordance with applicable data protection legislation.
7. Retention period of personal data
Personal data is retained for as long as necessary for managing membership or providing services, for as long as we have a statutory obligation to retain the data, or when retention is required for archiving in the public interest.
After your membership ends, we retain membership data in the electronic membership register for a maximum of 10 years after the end of membership, unless the member requests deletion of their data earlier.
Form data submitted via the website is automatically deleted from temporary storage six (6) months after submission.
8. Members’ rights related to privacy
You have the following rights. Requests to exercise these rights must be submitted by email to [email protected].
Please note that not all rights are absolute. Requests are 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 of access to your data
You have the right to access your personal data held by us. It is also important to regularly review and update your data. You can view your personal, contact, and membership details at any time in Proplus: Proplus / My Membership Details. This service shows the most important data stored about you.
You can decide what information about you is visible to other users on the members’ site. Publishing your profile means that other users can find you via user search, and you can participate in discussions and publish content. If your profile is not published, you can only view content published by others.
In addition to the membership register, Pro maintains other personal registers related to specific services (e.g. employment and dispute matters). Separate privacy notices have been prepared for these, and you may review them.
Right to rectification
If your data is inaccurate or incomplete, you have the right to request correction. You can also correct your data yourself in Proplus: Proplus / My Membership Details.
Right to erasure
You have the right to request deletion of your data in the following cases:
- The personal data is no longer needed for the purposes for which it was collected
- You withdraw your consent and there is no other legal basis for processing
- You object to the processing and there are no overriding legitimate grounds
- The data has been processed unlawfully
Pro may have a legitimate interest or a legal obligation to process personal data for a certain period after the end of membership.
Right to object and prohibition of direct marketing
You have the right, based on your particular personal situation, to object to the processing of your data if you believe your personal data has been processed unlawfully or without proper grounds.
You also have the right at any time to object to the processing of your personal data for direct marketing purposes.
Right to restriction of processing
If you contest the accuracy or lawfulness of the processing of your data, or if you have objected to processing, you may request that processing be restricted to storage only until the accuracy of the data has been verified or it has been assessed whether our legitimate interests override yours.
Right to data portability
You have the right to receive the personal data you have provided to us in a machine-readable format. Please note that we may still retain and use your data where necessary to comply with legal obligations, resolve disputes, or enforce agreements.
9. Automated decision-making and profiling
Trade Union Pro does not engage in automated decision-making or profiling.
10. Proliitto.fi website, ProStoori newsletter, and election website
On the Proliitto.fi website, we may request your contact details, personal data, and employment-related information for managing your membership and maintaining contact.
Subscription to the ProStoori.fi newsletter is based on your membership relationship or your own subscription. You may unsubscribe at any time using the instructions provided at the end of the newsletter.
On the Proliitto.fi website, we use cookies and similar technologies to deliver products and services, provide a secure online environment, carry out marketing activities, enable a better online member experience, monitor website analytics, and offer content that is as relevant as possible. All collected data is anonymous and cannot be linked to a specific individual.
On the election website, members’ profiles are published based on their own consent and information provided by them. Candidates may edit or remove their information after publication. The register of candidates is used for communication related to elections, such as invitations to Pro events. Candidate data is removed from the website after the elections, except for those elected. By presenting themselves, elected candidates have given consent for their data to remain on Pro’s website for the duration of their term, unless they request deletion separately.
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Data protection at the Trade Union Pro
These links will give you more information about our privacy policy. Read about cookies, our privacy policy and the privacy statement of our research activities.