Register description

Description of file of EnergyWeek customer relationship management data register

Description of file in accordance with section 10 of the Personal Data Act (523/1999)
Last updated 4.1.2019

Personal Data Act (523/99) Use of rights according to 10 § of the Personal Data Act

1. Controller
Vaasa Region Development Company VASEK on behalf of Energy Week
Alatori 1 A, 65100 Vaasa
Phone (06) 317 7600
info@vasek.fi
www.vasek.fi
Business identification code: 1850796-9

2. Register contact person
Mari Kattelus
Phone (06) 317 7600 e-mail: info@vasek.fi

3. Name of register
EnergyWeek2019 registration system.

4. Purpose of register
The data register can be used for managing, taking care of, maintaining and developing the customer relationship between the customer and Vaasa Region Development Company VASEK on behalf of EnergyWeek as well as for targeting, producing, offering and developing services, conducting analyses and market research and other statistical purposes.

The data in the register can be used for marketing (incl. electronic direct marketing) between EnergyWeek/EnergyVaasa/VASEK and the customer and for targeting the marketing to the extent permitted by law. The customer has the right to opt out of direct marketing.

5. Data content of register
The data register may include the following information on the customers and service users: name, e-mail address, title, company name, address, billing address, country, mobile phone, profession and information on which events the customer wants to participate.  

In the EnergyWeek registration form the customer can give his/hers special diet if he/she participates in an event including a meal. Information about customer’s special diets is retained only as long as it is needed for arranging the event.

6. The sources of the data register
Personal data is collected at the start of the customer relationship, when the customer uses the services or otherwise directly from the data subject.

7. Disclosing of data
Personal data may be disclosed to EnergyWeek-partners in order to perform the requested services and to promote the customer’s interests.

8. The principles of protecting the register
The data is not saved manually. To gain access to the register data on our servers, a username and password are required, of which only a select few are aware. The servers are kept behind locked doors, with highly restricted access. 

No data will be transferred or divulged outside the European Union or the European Economic Area.

Because of the technical or operative implementation of data processing, some of the data may be located in the systems of VASEK’s partners or subcontractors, or data may otherwise be processed via an electronic user’s license. VASEK or its partners may also use subcontractors for data processing. We do not permit subcontractors to disclose data for any other purposes.

VASEK/EnergyWeek shall have the right to use or disclose data if it is necessary due to law, to protect technology, to defend itself against legal claims or to file a claim.

9. The principles for the protection of the data register and the confidentiality of the customer data register
We are committed to making sure that appropriate measures are taken to keep our customers’ personal data safe. Our technical, administrative and physical processes are designed to protect personal data from being lost or being accessed, disclosed, used, changed or destroyed accidentally, illegally or without permission. Although we take care to protect our systems, we cannot guarantee that an Internet page, computer system or the transfer of data via the Internet or some other public network is 100% safe.

Data is collected into the system’s databases, which are protected with firewalls and other technical measures. The databases are located in locked and guarded facilities and only certain predetermined persons have access to the data. VASEK’s entire staff and any external persons acting on behalf of it are under an obligation of professional secrecy with regard to all customer data. The staff have been trained and instructed on the appropriate and safe processing of data.

10. The rights of the data subject
The customer has the right to check what information concerning them has been stored in the data register. Please send a written and signed request to check the data to the following address:

Vaasa Region Development Company VASEK
Alatori 1 A, 3rd floor
65100 Vaasa, Finland

The request must mention that it concerns the data in EnergyWeek customer data register. The request to check the data can also be made in person at the controller’s premises.

You can opt out of direct marketing by clicking on the appropriate link in the direct marketing messages or by contacting us at info@vasek.fi.

You control all the personal data you give us. If at any stage you want to correct your personal data, please contact us. In certain situations, you also have the right to request the removal of your personal data from the data register and to request their transfer to another company. You have the right to restrict the processing of your personal data and to oppose their processing.

Please note, however, that in some situations providing information and allowing its processing may be a prerequisite for commissioning or using the service. VASEK/EnergyWeek reserves the right to discontinue or suspend the supply of services or prevent access to them if the data subject does not provide data that is essential for the service or if the data subject requests the removal of such data.

11. Retaining personal data
We only retain personal data for as long as the data can be considered necessary for the purposes of use described in this privacy statement, unless the storage of the data for longer than this is required or permitted by law.

12. Changes to the privacy statement
This privacy statement shall be in force from the date given above. We may change this privacy statement from time to time. We recommend you regularly check the latest version of our privacy statement.