Privacy Notice

Last updated: 30.1.2020

This privacy notice explains how we collect, use and otherwise process the personal data of the following groups of data subjects:

  • Current, prospective and past members of the Finnish AIPPI Group (Suomen AIPPI ry)
  • Other persons taking part in the regular activities of the Finnish AIPPI Group, such as non-members participating in drafting national Study Reports to AIPPI International

Data Controller

Suomen AIPPI ry, also known as the Finnish AIPPI Group, a Finnish non-profit association operating as Finland’s national chapter of AIPPI International (International Association for the Protection of Intellectual Property, a Swiss entity having the address Tödistrasse 16, 8002 Zürich, Switzerland).

Contact persons:

  • Johanna Lilja (President of the Group), email Johanna.Lilja(a)roschier.com
  • Saara Heinonen (Secretary of the Group), email Saara.Heinonen(a)roschier.com

Postal address:

Suomen AIPPI ry

℅ Roschier Asianajotoimisto Oy

Kasarmikatu 21 A, FI-00130 Helsinki, Finland

Purposes of Processing

We collect your personal data in order to obtain information on our members as required under the Finnish Associations Act (yhdistyslaki) and as necessary for carrying out the activities of the association. More specifically, your data may be used for the following purposes:

  • Identifying members of the association
  • Administering membership-related matters in the association as well as in AIPPI International (including e.g. invoicing)
  • Maintaining the membership register of the association
  • Making the activities of the association and AIPPI International available to you and other members of the association
  • Keeping you up to date on the activities of the association and AIPPI International
  • Providing you with information related to the activities and objectives of the association, such as informing you about upcoming events in the field of intellectual property
  • Planning, targeting and developing the activities of the association
  • Determining the applicable membership fees, including your membership fee and that payable by the association to AIPPI International
  • Statistical purposes
  • General administrative purposes and ensuring compliance with our legal requirements (e.g. accounting and related retention obligations)

Legal Bases of Processing

For the activities described in this notice, we rely on the following legal bases for processing personal data:

  • Compliance with our legal obligations, such as requirements under the Associations Act and data retention obligations related to accounting and taxation
  • Our legitimate interests to conduct and develop the activities of the association: This is the legal basis we mainly rely on for activities not related to our legal obligations. If you want to know more about how we apply this basis, please contact us as detailed above.
  • In individual cases, and where legally required, we may also rely on your separate consent. You may later revoke your consent at any time as informed by us upon obtaining your consent or by contacting us as detailed above.

You may to opt-out of our email newsletter communications (regarding upcoming events etc.) at any time by contacting us as detailed above. However, unless you request otherwise, we will keep informing you by email about upcoming meetings of the association and other regular activities of the association and AIPPI International, such as the preparation of Study Reports.

Categories and Sources of Data

The types of information we may collect and use for the purposes detailed above are the following:

  • Information you provide to us yourself, such as your contact details and other information required or otherwise prompted from our members or participants
  • Information about you and your AIPPI-related activities obtained from AIPPI International, where necessary for the activities and/or legal obligations of the association
  • Information related to you we have collected from publicly available sources, such as updates to your contact information where we are unable to reach you using the above-mentioned information

Disclosure and Transfer

Where necessary for the purposes detailed above, your personal data may be disclosed to the following recipients and categories of recipients:

  • AIPPI International for processing activities detailed in their own Privacy Policy.
  • Avoine Oy, the provider of the Yhdistysavain service which we use for maintaining our membership register as well as for invoicing and member communications.
  • Other service providers where necessary for purposes of accounting, financial, ICT, legal and other services provided to us.

As a general rule, your personal data will not be transferred to countries outside the European Union or the European Economic Area, except where the European Commission has held that the country ensures an adequate level of protection for personal data (such as Switzerland), or where we have taken appropriate safeguards to require that your personal data remains protected in accordance with applicable laws. In individual cases, however, such transfers may also take place based on your separate consent or in order to provide you with a service or activity you have specifically requested, or where otherwise allowed by applicable data protection laws.

Data Retention

We keep your personal data only as long as we have a legitimate need to retain it for the purposes described above. We will regularly assess the existence of such need against the data we keep, and where we have no such ongoing need, we will either erase or anonymize your personal data or, if this is not possible – for example, for information stored in backup archives – we will store your personal data securely and block any further processing until deletion is possible.

Personal data related to an individual personal membership will be usually retained only for the duration of the ongoing membership and for a reasonable period thereafter in order for us to be able to answer inquiries related to the relationship. Some data may also be retained for longer where we believe its retention is necessary for compliance with laws or regulations (such as in the fields of accounting and taxation), or to exercise, establish or defend our legal rights or those of our members.

Security

To protect your personal data, we use appropriate technical and organizational measures designed to provide a level of security appropriate to the risks of processing.

Data Subject Rights

Where we are able to reliably establish your identity, you have the right to obtain from us confirmation as to whether or not personal data concerning you is being processed by us, and where that is the case, access to that personal data as well as to have any inaccurate or incomplete personal data rectified or completed. In certain circumstances, you may also have the right to request the erasure, or the restriction of processing, of your personal data or parts of it, to receive the data in a structured, commonly used and machine-readable format and/or, particularly where the processing is based on our legitimate interests, to object to the processing.

For any inquiries related to exercising the above rights, please contact us as detailed above.

If you consider our processing activities of your personal data to be inconsistent with applicable data protection laws, you may lodge a complaint with the responsible supervisory authority. Contact information for the supervisory authority in Finland can be found here: www.tietosuoja.fi

Changes

We may update this notice from time to time in response to changes in our activities and/or changing legal or technical developments. When we update this notice, we will strive to inform you in a manner consistent with the significance of the changes we make.