Privacy Policy

1. Data controller

The data controller is Suomi-Venäjä-Seuran – Samfundet Finland-Ryssland Kiteen osasto ry, a registered association (rekisteröity yhdistys / ry) in Finland, Registration No. / Business ID 30664502, registered address Hämeenkatu 20, 33200 Tampere, Finland.

Contact for all data protection matters: info@crsadr.com · +358 50 466 3923.

2. What personal data we process and why

2.1 Contact and inquiry forms

When you contact us through the forms on this website or by email, we process your name, email address, the category and content of your message, and any organisation details you choose to share. We use this data solely to respond to your inquiry and, where relevant, to prepare a volunteering, partnership or sponsorship relationship. Legal basis: legitimate interest (GDPR Art. 6(1)(f)) and, where a cooperation follows, steps prior to entering a contract (Art. 6(1)(b)).

2.2 Members and volunteers

For members and registered volunteers we process identification and contact details, role information, and records required by the Finnish Associations Act (Yhdistyslaki 503/1989), such as the membership register. Legal basis: contract / membership relationship (Art. 6(1)(b)), legal obligation (Art. 6(1)(c)) and legitimate interest in operating our programs (Art. 6(1)(f)).

2.3 Program participants

For participants in our programs — particularly minors in youth activities — we process only the data needed to run the activity safely (name, guardian contact details, relevant health or dietary information given voluntarily). Data concerning minors is collected with guardian consent (Art. 6(1)(a)) and handled under our safeguarding practices.

2.4 Donors and partners

For donors and partner contacts we process name, contact details and records of contributions or agreements, for administration, acknowledgement and statutory accounting obligations. Legal basis: contract (Art. 6(1)(b)) and legal obligation under the Finnish Accounting Act (Art. 6(1)(c)).

3. What we do not do

• We do not sell, rent or trade personal data to anyone, ever.
• We do not use personal data for profiling or automated decision-making.
• We do not transfer personal data outside the EU/EEA unless appropriate safeguards under Chapter V of the GDPR are in place.

4. Cookies and analytics

This website uses only technically necessary storage required for the site to function. We do not use advertising cookies, third-party trackers or cross-site analytics. The embedded map on our contact page is provided by OpenStreetMap; loading the map reveals your IP address to the OpenStreetMap Foundation under their own privacy practices.

5. Retention

We keep personal data only as long as necessary for the purpose it was collected for: inquiry correspondence is retained for up to 24 months; membership and volunteer records for the duration of the relationship plus statutory retention periods; accounting records for the periods required by the Finnish Accounting Act (currently up to 10 years).

6. Your rights as a data subject

Under the GDPR you have the right to:

• access the personal data we hold about you (Art. 15);
• have inaccurate data rectified (Art. 16);
• have your data erased where the legal conditions are met (Art. 17);
• restrict or object to processing (Art. 18, 21);
• data portability (Art. 20);
• withdraw consent at any time where processing is based on consent (Art. 7).

To exercise any of these rights, contact us at info@crsadr.com. We respond within one month. You also have the right to lodge a complaint with the Office of the Data Protection Ombudsman (Tietosuojavaltuutettu), tietosuoja.fi.

7. Security

We apply appropriate technical and organisational measures: access to personal data is limited to those board members and coordinators who need it for their role, records are stored in access-controlled systems, and volunteers handling participant data receive data-protection orientation.

8. Changes to this policy

We may update this notice to reflect changes in our practices or in legislation. The current version is always published on this page with its date of update.