Privacy statement for the Finnish Register of Associations

Controller

Finnish Patent and Registration Office (PRH)
Mailing address: Finnish Patent and Registration Office, FI-00091 PRH, Finland
Street address: Sörnäisten rantatie 13 C, Helsinki, Finland
Tel. +358 29 509 5000

Representative of controller

Mr Lalli Knuutila
Head of Registration
lalli.knuutila(at)prh.fi
Tel. +358 29 509 5018

Data protection officer

Mr Olli Vento
olli.vento(at)prh.fi
Tel. +358 29 509 5743

Purpose of and legal basis for processing personal data

Under the Finnish Associations Act (Yhdistyslaki 503/1989), the Register of Associations is maintained by the Finnish Patent and Registration Office (PRH). The register contains information on non-profit associations, chambers of commerce and the Central Chamber of Commerce.

The PRH maintains the Register of Associations on the basis of start-up notifications, notifications of changes and notifications of termination submitted by associations, carries out preliminary checks of the rules (bylaws) of associations and of amendments made to them, and provides information to customers. In addition to the effect of publicity, some of the entries in the register have a constitutive effect. The processing is necessary to comply with the controller’s legal obligation.

The Register of Associations comprise application query services, a processing system, and an information service that provides public register extracts.

Personal data and categories of data subjects in the register

The Associations Act sets out the details that associations must submit for entry into the register. In the case of a chamber of commerce, a separate entry is made telling that the association functions as a chamber of commerce. In addition, certain obligations to notify the Register of Associations are set out for courts of law. The Finnish Ministry of Economic Affairs and Employment must report to the PRH if permission to found a chamber of commerce has been cancelled.

Under the Finnish Decree on the Register of Associations (Yhdistysrekisteriasetus 506/1989), the data to be entered in the list of associations include

  • the name of the association and the municipality where the association is based;
  • the type and date of arrival of the notification, the date of registration and registration number;
  • the provision of the rules setting out the manner of signing for the association;
  • the chairperson of the executive committee or board, and any other persons authorised to sign for the association on their own or together with another person, and any restriction to the right to sign for the association;
  • the full name, address, municipality of residence, citizenship and personal identity code of the chairperson of the executive committee or board and of any other persons authorised to sign for the association; the date of birth is indicated if the person in question does not have a Finnish personal identity code.
  • It is possible to register all members of the executive committee or board, but it is not obligatory.
  • preliminary check of the rules and of any amendment made to them; and
  • surrender in bankruptcy of the assets of the association and termination of bankruptcy proceedings, any caution or provisional prohibition of activities issued to the association, the liquidators or trustees elected or appointed for the association, and any other details necessary to maintain the register.

Under the Finnish Act on Chambers of Commerce (Kauppakamarilaki 878/2002), the Register of Associations must also contain the name of chairpersons, members and deputy members of organs appointed to manage the public duties of the chambers of commerce and the Central Chamber of Commerce, as referred to in section 2 of the said Act, as well as copies of the financial statement (annual account) and the auditor’s report of the chambers of commerce and the Central Chamber of Commerce.

Sources of information

If a non-profit association wants to be registered as a separate legal person, it must notify the PRH. The details are entered in the Register of Associations on the basis of notifications submitted by associations, authorities or courts of law. When the registered details change, associations must submit the new details to the register.

Under an agreement between the PRH and the Finnish Population Register Centre, the PRH can update its records and check the personal details given in notifications and enclosures by using the Finnish Population Information System.

Disclosure of personal data to third parties

Under the Associations Act, anyone is entitled to obtain information about the entries made in the Register of Associations. Information can be obtained from the register by ordering extracts, certificates and documents, and by telephone enquiry.

Contract clients can view the information in the information service online, or by using application queries. Notifications and enclosures submitted by associations can be studied at the PRH in Helsinki.

Under section 24 of the Finnish Act on the Openness of Government Activities (Laki viranomaisten toiminnan julkisuudesta 621/1999), the personal identity code of the persons entered in the register is not disclosed in the online information service.

Transfer of personal data to countries outside the EU or the EEA or to international organisations

No data is transferred to countries outside the EU or the EEA or to international organisations.

Storage periods of personal data

The storage periods of the registered personal data are based on a filing plan which allows the data to be stored permanently.

Profiling and automated decision-making

The registered data are not used for profiling, and no automated decision-making is performed on the data.

Right of access to personal data

The data subject has the right to check what personal data about them have been entered into the register, or to find out that there are no such register entries. The data subject can ask the controller for access to their personal data. Read our instructions on how to request access to data.

Right to rectification of data

The data subject has the right to demand that the controller rectify without undue delay any inaccurate or incorrect personal data concerning them. Read our instructions on rectification of data.

Right to restriction of processing

The data subject has the right to demand that the controller restrict the processing of data, if the data subject contests the accuracy of the personal data. The idea is to restrict the processing for a period during which the controller can verify the accuracy of the personal data.

Right to deletion of data

The right to deletion, i.e. the ‘right to be forgotten’, does not apply to the Register of Associations, which is regulated by law.

Right to lodge complaint with supervisory authority

The data subject has the right to lodge a complaint with the supervisory authority (the Data Protection Ombudsman).

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Latest update 18.09.2019