Privacy policy

This privacy policy explains how the Finnish Society of Telemedicine and eHealth (Suomen Telelääketieteen ja e-Health seura ry) processes the personal data of its members, online shop customers, event participants, people who contact us and users of the telemedicine.fi website. This policy has been prepared in accordance with Articles 13 and 14 of the EU General Data Protection Regulation (2016/679, "GDPR").

1. DATA CONTROLLER

Suomen Telelääketieteen ja e-Health seura ry (Finnish Society of Telemedicine and eHealth, hereinafter "the Society")
business ID: 1628913-6
Register of Associations number: 169.943
www.telemedicine.fi

2. CONTACT PERSON FOR DATA PROTECTION MATTERS

Membership Registrar members@telemedicine.fi

For other data protection matters: president@telemedicine.fi

3. PERSONAL DATA REGISTERS AND PURPOSES OF PROCESSING

The Society processes personal data for the following purposes:

  • Membership register: maintaining the list of members required by the Finnish Associations Act (503/1989), managing membership fees, providing member benefits and communicating with members (e.g. member letters and announcements).
  • Online shop and events: processing orders for event and training tickets, handling payments, keeping participant lists, issuing certificates of attendance and meeting accounting obligations.
  • Customer communication and marketing: informing previous customers and participants about the Society's upcoming events and training. Customer communication and marketing: informing previous customers and participants about the Society's upcoming events and training.
  • Enquiries: responding to messages sent via the website's contact form or by email.
  • Website operation and security: ensuring the technical operation of the website, protecting forms against spam and, with the visitor's consent, collecting statistics on website use.

4. LEGAL BASES FOR PROCESSING

Personal data is processed on the following legal bases under Article 6 of the GDPR:

  • Legal obligation (Art. 6(1)(c)): maintaining the list of members under the Associations Act and retaining accounting records under the Finnish Accounting Act (1336/1997).
  • Contract (Art. 6(1)(b)): fulfilling the obligations and benefits of membership, and processing online shop orders and event registrations.
  • Legitimate interest (Art. 6(1)(f)): responding to enquiries, informing previous customers and participants about events, and ensuring website security and spam protection for forms.
  • Consent (Art. 6(1)(a)): the use of statistics cookies on the website.

5. PERSONAL DATA PROCESSED

Membership register:

  • first name and surname
  • postal address
  • email
  • date of birth, used to apply the membership fee exemption for members aged 65 and over under the Society's rules
  • membership type (individual member, corporate member, small business member or supporting member)
  • information on membership fees paid
  • optional information: telephone number and employer's name

Online shop and events:

  • name, email address, telephone number, and billing and organisation details
  • order and payment information (products ordered, price, payment status and payment method). Payment card details are not stored in the Society's systems.
  • information provided at registration, such as any dietary requirements

Enquiries:

  • name, email address and the content of the message

Website use:

  • IP address and technical browser information in connection with spam protection for forms
  • information collected through cookies as described in section 12

6. REGULAR SOURCES OF DATA

Data is collected from the data subjects themselves when they join as members, place an order in the online shop, register for an event or contact us. Members can update their details in the membership register service or by contacting the membership registrar. Technical website data is collected when the website is used.

7. RECIPIENTS AND PROCESSORS OF DATA

The Society does not sell or disclose personal data for commercial purposes. The Society uses the following service providers, which process personal data on the Society's behalf and according to its instructions:

  • Flo Apps Oy (FloMembers membership register): maintaining the membership register and handling membership applications
  • Paytrail Oyj: verkkokaupan maksujen välitys
  • Cloudflare, Inc. (Turnstile): spam protection for forms

8. TRANSFERS OF DATA OUTSIDE THE EU OR EEA

The Society stores personal data within the EU or EEA. Cloudflare, Inc., which is used for spam protection on forms, may also process users' IP addresses and technical browser information in the United States. This transfer is based on the EU–US Data Privacy Framework, to which Cloudflare has committed. Otherwise, personal data is not transferred outside the EU or EEA.

9. RETENTION PERIODS

  • Membership register: for the duration of the membership. When the membership ends, the data is deleted from the electronic membership register. The Society's archive keeps a record of admission to membership to document the association's history.
  • Order and payment data: for the period required by the Accounting Act, meaning that vouchers are kept for six years from the end of the year in which the financial period ended.
  • Event participant data: for as long as needed to organise the event and issue certificates of attendance, but no longer than [2 years] after the event.
  • Customer data used for marketing: until the customer opts out of marketing, but no longer than [3 years] after the last order.
  • Enquiries: for as long as needed to handle the matter, but no longer than [12 months].
  • Cookies: for the periods stated in section 12.

10. DIRECT MARKETING

The Society may send previous customers and event participants information about similar upcoming events and training in accordance with section 200 of the Finnish Act on Electronic Communications Services (917/2014). Every message includes an option to opt out of marketing. You can also opt out at any time by notifying the contact person named in section 2.

11. DATA SECURITY

The membership register is kept in the FloMembers membership register service, which meets GDPR requirements. Network traffic is protected with SSL/TLS encryption, passwords are stored in encrypted form, and critical operations are recorded in system logs.

Access to membership register and online shop data is limited to the chair, vice-chair and board members elected by the Society's annual meeting, and to the technical administrator, who need the data for their duties. These persons are bound by confidentiality.

The Society does not collect or process the special categories of personal data referred to in Article 9 of the GDPR. Dietary information provided when registering for an event is used only to arrange catering and is deleted after the event.

12. COOKIES

The website uses cookies. Essential cookies are always set. Statistics cookies are set only if the visitor consents to them in the cookie banner. Consent can be given, changed or withdrawn at any time through the Cookie Settings link at the bottom of the website.

Essential cookies:

  • wpconsent_preferencesstores the visitor's cookie choices (30 days)
  • wp_woocommerce_session_*links the shopping cart data to the visitor (2 days)
  • woocommerce_cart_hash ja woocommerce_items_in_carttrack changes to the shopping cart contents (session)

Statistics cookies (only with consent):

  • sbjs_* (WooCommerce Sourcebuster): store information about where the visitor came to the website from, to track the origin of orders (session to 30 minutes)

Cloudflare Turnstile, which is used to protect forms against spam, processes the IP address and technical browser information in order to tell human users apart from automated programs. This processing is based on the Society's legitimate interest in protecting forms against misuse.

13. RIGHTS OF THE DATA SUBJECT

Under the GDPR, data subjects have the right to:

  • access their personal data (Art. 15)
  • have inaccurate or incomplete data rectified (Art. 16)
  • have their data erased, unless there is a legal or other basis for retaining it (Art. 17)
  • restrict processing (Art. 18)
  • transfer data they have provided to another service, where processing is based on consent or a contract (Art. 20)
  • object to processing based on legitimate interest on grounds relating to their particular situation, and opt out of direct marketing at any time (Art. 21)
  • withdraw their consent at any time, without affecting the lawfulness of processing carried out before the withdrawal (Art. 7)
  • lodge a complaint with a supervisory authority if they believe that the processing of their personal data infringes the GDPR (Art. 77). In Finland, the supervisory authority is the Office of the Data Protection Ombudsman (www.tietosuoja.fi/en).

Requests to exercise these rights should be sent in writing or by email to the contact person named in section 2. Requests will be answered within one month at the latest.

14. UPDATES TO THIS POLICY

The Society may update this privacy policy if its activities or the law change. The current version is always available on this page.

This privacy policy was last updated in September 2026.

Suomen Telelääketieteen ja e-Health seura ry
Register no. 169.943, Business ID 1628913-6
president@telemedicine.fi

 
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