Futures Finland Ry: Data Privacy and Register Policy

Updated May 18, 2025


  1. DATA CONTROLLER/REGISTRY ADMINISTRATOR 

Futures Finland Registered Association. (Business ID: 3078545-1) 

https://futuresfinland.com/ 
Contact information of the register administrator: info@futuresfinland.com 

Futures Finland is an informal network for individuals interested and/or working with futures thinking and trends. The purpose of the network is professional: it functions as a platform and as a conversational forum for those working with futures thinking, observing trends, strategic forecasting and other similar themes. The core task of Futures Finland is to promote the awareness and benefits of futures thinking, and to make practicing of foresight more approachable.

2. THE DATA PRIVACY POLICY PRINCIPLES OF FUTURES FINLAND

Handling your data securely and ensuring privacy is important to us. We want to disclose what data we collect and how it is used, and you can make an informed decision about providing us with your data. We only ask for information that we need to know in order to serve our members, subscribers of reports, publications, or electronic newsletters, individuals or organisations/companies participating in fundraising, event participants, and other customers and partners, and to offer our services, such as organizing future-oriented events, publishing reports, or other services, and/or to fulfill our obligations related to the aforementioned.

Futures Finland is committed to the careful and secure handling of personal data and confidentiality. We collect, store, and process personal data as part of our operations in accordance with the principles described in this Privacy Policy, following the General Data Protection Regulation (GDPR) of the European Union and Finnish law. 

IF YOU DO NOT ACCEPT THIS STATEMENT, DO NOT PROVIDE YOUR PERSONAL DATA TO FUTURES FINLAND.

3. PERSONAL DATA 

We retain your data only to be able to provide our services and maintain our relationship with our members, subscribers of publications or reports, event participants, individuals or organisations/companies participating in fundraising, those registered on electronic mailing lists, and other customers and partners. 

When you join Futures Finland, we collect the following information in our membership register:

  • Name

  • Email address

  • Possible topic for a blog post for our website

  • Phone number

  • Address

  • Interests and possible topic for hosting an event

  • Your field of expertise, industry and organization

  • Membership details and roles (e.g., board member, volunteer team member, honorary member)

  • Membership fee status 

Information we retain for organizing events, distributing publications or reports, informing those registered on electronic mailing lists, or other services:

  • Name, organization, and email address.

Data you provide to us when participating in fundraising: 

  • As an individual: Name and e-mail address

  • As an organisation/a company: Organisation/Company name, business ID, country, e-mail address of the contact person 

    4. THE USE OF PERSONAL DATA

Futures Finland uses the personal data described in section 3 to maintain and develop its operations. The data may be used to communicate about our services, for example, to send you emails about our upcoming events, publications, or other services. Regarding membership, we also retain your data to send invoices and notifications about events and the association's activities. We retain data of those participating in fundraising to stay in contact with individuals or organisations/companies who donate and inform them about activities funded by the fundraising and other Futures Finland activities and to fulfill our obligations.

Occasionally, we may contact our members directly by phone, for example, regarding hosting an event or in case of event cancellation. We may combine data collected in connection with different products and services and create statistics to develop products and services. We also want to monitor member satisfaction and conduct surveys and research related to our products and membership experience. Some event presentations may be recorded with the presenters' permission. These recordings are stored and shared with interested parties who want to watch the presentation again or view presentations they could not attend.

Personal data may also be processed to fulfill the association's accounting obligations and for law enforcement purposes upon request by authorities.

5.  ACCESS TO DATA 

Access to your data is limited to members of the Futures Finland volunteer team responsible for membership management, fundraising activities, and communication, and if necessary, the board, to enable the provision of the aforementioned services.

6. COMBINING AND DISCLOSING DATA TO THIRD PARTIES

Personal data will not be disclosed to third parties for independent use for purposes other than those stated in this notice. However, personal data may need to be disclosed to authorities upon request. Similarly, the association reserves the right to disclose personal data on its own initiative to authorities or to assist third parties in administrative procedures where it needs to investigate suspected misuse or crime.

7.  TRANSFER OF DATA OUTSIDE THE EUROPEAN ECONOMIC AREA (EMEA) 

Some of the electronic systems we use transfer personal data to servers located outside the European Union, for example, to the United States, where the legislation on personal data processing differs from the requirements of the General Data Protection Regulation. 

Futures Finland and the service providers we use agree on matters related to the confidentiality and processing of personal data as required by law, for example, using model contract clauses approved by the European Commission to ensure that personal data is processed in accordance with this Statement in cases where data is processed outside of the European Economic Area.

8. DATA RETENTION

Your data will be kept as long as 

  • you are a personal, supporting, or honorary member of Futures Finland (until the end of the next operating year) and/or 

  • you are a subscriber to electronic newsletters and/or

  • you have participated in fundraising as an individual or organisation/company contact person and/or 

  • you have ordered or downloaded a report or publication published by Futures Finland and you consent to the retention of your data to provide our services and 

  • Futures Finland is legally obliged to do so 

  • or until you terminate your membership or subscription, or request Futures Finland to delete your data. 

Please note that membership, subscription, and payment information may need to be retained in whole or in part due to legal obligations, for example, for audit, financial statement, and the following year's annual meeting purposes.

9. RIGHTS OF MEMBERS, FUNDRAISING PARTICIPANTS, AND SUBSCRIBERS OF NEWSLETTERS OR OTHER SERVICES

Members, fundraising participants, and/or subscribers of newsletters or other services have the right to review and request correction of their transaction-related data and to prohibit its use in accordance with the principles of the General Data Protection Regulation. Futures Finland is obliged to maintain the confidentiality of any personal data it holds. To review and amend the data, the customer must be prepared to prove their identity to prevent misuse. For matters related to personal data and rights of members, fundraising participants, subscribers of newsletters or other services, you can contact: info@futuresfinland.com