Terms and conditions

Swimming Club Rovaniemi Association Privacy Policy

This Privacy Policy describes how Swimming Club Rovaniemi processes the personal data of its members. Members' personal data is primarily processed for activities and duties related to swimming sports, training, and competition.

1. DATA CONTROLLER

Swimming Club Rovaniemi Association (Swimming Club Rovaniemi ry)
Business ID: 2061025-2
Address: Maakuntakatu 16, 96100 Rovaniemi, Finland

2. CONTACT PERSON FOR MATTERS CONCERNING THE REGISTER

Email: laskutus@sc-rovaniemi.com

3. NAME OF THE REGISTER

Swimming Club Rovaniemi Membership Register

4. BASIS FOR MAINTAINING THE REGISTER

The primary legal basis for processing personal data in the Swimming Club Rovaniemi register is membership in Swimming Club Rovaniemi.

Membership serves as the basis for processing personal data to the extent necessary for providing competitive swimming activities, swimming schools, swimming courses, and related services.

Secondarily, processing may be based on the legitimate interest of the data controller arising from a relevant relationship. This basis may be applied under certain conditions when processing activities cannot be carried out solely on the basis of a contractual relationship, such as maintaining the membership register.

5. PURPOSE OF PROCESSING PERSONAL DATA AND USE OF THE REGISTER

Personal data may only be processed for predefined purposes, including:

• Organizing training and competition activities in competitive swimming groups, swimming schools, and other swimming groups (e.g., accommodation lists and participant lists)

• Recording, analyzing, and publishing results

• Providing insurance information to insurance companies

• Electronic communication, including email distribution lists, WhatsApp groups, Facebook, Twitter, and website communications

• Billing

• Providing customer service and implementing club activities

• Direct marketing

6. CONTENT OF THE REGISTER

The register may contain the following personal data:

Basic personal information, such as:

• Name

• Gender

• Date of birth

Contact information:

• Address

• Telephone number

• Email address

• For persons under 18 years of age, the contact details of a parent or guardian

Financial and administrative information:

• Billing and payment information

• Identification information required for salary and compensation payments, such as personal identity numbers

Other information:

• Customer feedback and inquiries

• Information related to communications and the use of services

• Registration information, such as registration history (e.g., transfers between groups)

• Identification documents, competition agreements, and transfer agreements where applicable

• Statistical information related to competitions and events, such as participant lists, start lists, and results

• Participant lists for events (e.g., parent meetings)

• Other possible identifying information

7. REGULAR SOURCES OF INFORMATION

Personal data may be obtained from:

• The individual directly through systems, email, telephone, forms, mobile applications, or similar methods

• Entries made by authorized register users or club officials

• Registers maintained by the Finnish Swimming Federation and the Octo competition management system

8. RETENTION PERIOD OF PERSONAL DATA

Personal data will be retained only for as long as necessary to fulfill the purposes of the register, and in any case for a minimum of three operating years, unless otherwise required by law.

9. PERSONS PROCESSING PERSONAL DATA

Personal data may be processed in accordance with applicable data protection legislation by:

• The data controller

• Club employees

• Designated members of the board, according to their defined responsibilities

• Designated coaches

The club may also outsource certain personal data processing activities to third parties. In such cases, contractual arrangements ensure that personal data is processed in accordance with applicable data protection legislation and this Privacy Policy.

10. TRANSFERS OF DATA OUTSIDE THE EU OR EEA

Personal data is not regularly transferred outside the European Union or the European Economic Area.

11. REGULAR DISCLOSURE OF DATA

We do not sell or rent identifiable users' personal data to third parties.

Personal data may be disclosed only in the following cases:

• To membership registers, competition systems, and publications maintained by member clubs of the Finnish Swimming Federation

• To other appropriate third parties when the user has given consent

• For statistical, scientific, or historical research purposes, provided that the data has been anonymized so that individuals can no longer be identified

12. RIGHTS OF THE DATA SUBJECT

Right of Access and Rectification

The data subject has the right to inspect the personal data stored about them in the register.

Requests for access must be submitted in writing and signed.

The data subject also has the right to request correction of inaccurate information by notifying the club in writing by post or email.

Right to Object and Request Erasure

The data subject has the right to object to the processing of their personal data for electronic stakeholder communications or direct marketing by notifying the club in writing by post or email.

The data subject also has the right to request the deletion of their personal data from all systems maintained by the data controller, with the exception of membership records that must be retained by law.

13. PRINCIPLES OF REGISTER PROTECTION

Manual records are stored in secured facilities.

Digitally stored and processed data is maintained in databases protected by firewalls, passwords, and other technical safeguards.

The databases are located in locked and monitored facilities.