Description of the Finnish Fair Corporation’s Register of Media Representatives

Personal Data Act (523/99), sections 10 and 24
Created on 22 September 2015

1. Controller

Finnish Fair Corporation (name used in communications: Messukeskus)
Messuaukio 1, P.O. Box 21, FI-00521 Helsinki
Tel. +358 40 450 3250
Fax +358 9 142 358
communications@messukeskus.com
Business ID: 0116322-3

2. Person in charge of the data file

Tarja Gordienko, Communications Manager, Finnish Fair Corporation, Communications,
tel. +358 40 450 3250, communications@messukeskus.com

3. Name of the data file

Register of Media Representatives of the Finnish Fair Corporation

4. Purpose of the data file/processing of personal data

The Register of Media Representatives of the Finnish Fair Corporation is used for
a) accrediting media representatives who visit trade fairs for work purposes
b) providing information on events organised by the Finnish Fair Corporation and managing relationships with the media
c) estimating the number of journalists/photographers who have visited the Press Centre.

Using the Register of Media Representatives for providing information on events means sending journalists/photographers and editorial departments press releases on exhibitions and invitations to the openings and press conferences of exhibitions.

5. Contents of the data file

  • The following is collected as mandatory data:
  • Surname
  • First name
  • E-mail address
  • Name of the media organisation
  • Profile data (journalist/freelancer/photographer)
  • The media organisation for which the person is making a story
  • Telephone

The data is not disclosed to third parties.

The description of the data file can be accessed at the Press Centre of Messukeskus and online at www.messukeskus.com.

6. Regular sources of data

The data is recorded in the system when a journalist applies for accreditation to visit fairs. Journalists/photographers applying for accreditation submit their data for the register either online or at a customer terminal at the Press Centre. Accredited journalists/photographers receive a badge from the Press Centre, entitling them to visit exhibitions organised by the Finnish Fair Corporation. Entrance is free for journalists who visit fairs for working purposes. Journalists applying for accreditation must present a valid press card or other proof that their visit is related to work.

Journalist accreditations are recorded in a database in conjunction with every event, but not all data on journalists who have visited events is recorded for active use in the press register. At their discretion, the communications officers of events add the contact details of accredited journalists relevant to a particular industry or exhibition to the distribution lists of events. Journalists/photographers can prohibit the use of their personal data for purposes other than accreditation for fairs.

Communications officers can also add journalists/editorial departments to the register for the distribution lists of exhibitions that are related to a topic covered by a journalist. Such data is collected using personal and contact information provided by editorial departments themselves, either from contact information pages maintained by editorial departments (e.g. in a printed paper or on a media organisation’s website) or from KukaMedia directories maintained by Inforviestintä Oy in collaboration with news agency Suomen Tietotoimisto (STT).

7. Regular disclosure of data and the transfer of data outside the EU or the EEA

Data is not disclosed.

8. Principles of data security

Only designated employees of the controller and employees of companies working on behalf of the controller can access the system containing personal data and make changes to the data. Employees may use the data only to the extent necessary to perform their duties. Employees who process personal data are bound by a duty of confidentiality. Data is disclosed to third parties only if there is a duty of notification prescribed by law, such as a request made by a customer or a statutory request made by the authorities. The system is protected by technical means.

9. Right of access

Everyone entered in the register has the right to access their personal data and receive copies of the data. A request to access the data must be submitted in writing and addressed to the person in charge of the data file (see section 2).

10. Rectification of data

The controller shall, on its own initiative or at the request of the person entered in the register, rectify, delete or supplement any personal data contained in the register that is erroneous, unnecessary, incomplete or obsolete for the purpose of processing. In order to rectify the data, the person entered in the register must contact the person in charge of the data file (see section 2) in writing.

11. Right to prohibit processing

A person entered in the register has the right to prohibit the controller from processing their personal data for the purposes of direct advertising, distance selling, other forms of direct marketing, market research, opinion polls, public registers or genealogical research. The prohibition must be submitted in writing and addressed to the person in charge of the data file (see section 2).

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