1. Data controller

Helsinki Pride -yhteisö ry / Helsinki Pride Community Association
Tallberginkatu 1 C, PL 168
00180 Helsinki

2. Register name

Helsinki Pride Community Association’s membership register
Helsinki Pride Community Association’s customer register
Helsinki Pride Community Association’s volunteer register
Helsinki Pride Community Association’s partners register

3. Register contact

P.: +358 44 277 3611 / email: laura@pride.fi

4. Person in charge of data protection

P.: +358 44 277 3611 / email: laura@pride.fi

5. Purpose of processing personal data

Processing of personal data is based on the consent of the data subject.
The purpose of processing personal data includes:

  • Client work
  • Volunteer activities
  • Membership services
  • Member communication
  • Partnership work
  • Communication and information related to association activities

Client information is processed in accordance with the consent of the clients in an appropriate social services client information system. Helsinki Pride Community Association utilizes the Sofia client information system.

Member information is stored in an electronic register service provided by Flo Apps Ltd.
Information of donors, volunteer applicants, and partners is processed via the Active Campaign email marketing platform based on data provided through online forms. The collected data is based on consent.

6. The content of the register

For volunteers, we process the information provided on the application form, which includes, among other things, name, email, phone number, year of birth, language skills, and previous work experience.

Regarding the membership register, the following personal data is processed: basic information and contact details of the data subject: name, email, address. Membership-related information: duration of membership, type of membership, and membership fee. Without the aforementioned information, we cannot provide membership services or information about the activities to the member.

From donors, we collect information provided on the form, including name, address, phone number, email, and volunteer-related information.

From partners, we collect information provided on the application form, including organization, organization’s contact person and their contact details, as well as billing address. Before Pride Week, we also request information about planned program content.

7. Sources of information for the register

The information concerning individuals is obtained:

  • directly from the individual themselves or as described above through the form
  • when the individual becomes a supporter of the data controller, a volunteer worker, or participates in activities where the registration of name and contact information is necessary.
8. Statutory data disclosures

The information will not be shared with third parties.

9. Transfer of data to a third country (outside the EEA) or international organization

Information is primarily not transferred outside the EU/EEA area. However, in some cases, personal data may be transferred outside the EU and EEA. This applies to the marketing automation tool ActiveCampaign.
ActiveCampaign is a US-based company, which means that personal data may be transferred outside the European Union. However, personal data is protected in accordance with the requirements of data protection law, and ActiveCampaign is listed among the certified companies under the Privacy Shield framework between the USA and the EU. For more information on ActiveCampaign’s privacy policy, GDPR updates, and cookie policies, please visit:

10. The principles of register protection and retention of personal data

We respect the confidentiality of your personal data. Information is stored in the register system on a secure server provided by an external service provider. The register is stored in a protected database secured with firewalls, passwords, and other technical measures, accessible only to individuals authorized by Helsinki Pride Community Association. Data is not stored on personal computer drives, nor is there any manual material retained. We retain personal data only for as long as necessary to fulfill the processing purposes defined in this privacy policy.

For members of the association, we retain information for at least the duration of the membership or six months after the termination of the membership if the membership fee for the following year has been invoiced. Due to obligations under the Accounting Act or other applicable laws, data may need to be retained for longer than the aforementioned period. Outdated and unnecessary information is disposed of appropriately.

11. Right to inspection

The data subject has the right to access the information stored about them in the register. Additionally, upon submitting a sufficiently detailed and specific inspection request, they have the right to access the information concerning themselves and the contents of the records. The inspection request must be addressed in writing and signed to the following address: Helsinki Pride -yhteisö ry, Tallberginkatu 1 C, PL 168

12. The right to demand correction and deletion of information

The data controller must correct any inaccurate information in the personal data register pointed out by the data subject. The data controller also has an obligation, through proactive measures, to ensure the accuracy and timeliness of the information in the register. The data subject may also demand that the data controller delete the information concerning them from the register. The person responsible for data protection oversees the handling of the procedure.

13. Other rights related to the processing of personal data

The data subject has the right to request the restriction of processing of their personal data. The data subject also has the right to receive the personal data concerning them, which they have provided to the data controller, in a structured, commonly used, and machine-readable format, and the right to transmit those data to another data controller. Additionally, the data subject has the right to object to the processing of their data, automated decision-making, and profiling.

14. Approval of the Privacy Policy

The Privacy Policy has been approved on an ongoing basis and reviewed on May 25, 2018, and May 14, 2019.