Privacy Policy – the Finnish Fair Corporation’s media register

Prepared 22 September 2015, updated 21 May 2018

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 file

The Finnish Fair Corporation’s register of media representatives

4. Legal basis and purpose of processing personal data

The legal basis for processing personal data in accordance with the EU General Data Protection Regulation is the person’s consent (documented, voluntary, individual, informed and unambiguous). A further basis is the agreement whereby the data subject has registered as a media representative of Messukeskus.

Personal data is used for the purposes of contacting customers, maintaining customer relationships, profiling customer segments and collecting data that is essential to the Finnish Fair Corporation’s business.

The Finnish Fair Corporation’s register of media representatives is used for accrediting media representatives who visit trade fairs for work purposes, providing information on events organised by the Finnish Fair Corporation and managing relationships with the media, and 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
Email address
Name of the media organisation
Profile data (journalist/freelancer/photographer)
The media organisation for which the person is making a story
Phone number

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

Register data is saved on the system when a journalist applies for accreditation to visit fairs. Journalists/photographers applying for accreditation submit their data to 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. Admission 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 saved 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 European Economic Area

We may transfer or disclose personal data to our partners if this is necessary for purposes corresponding to this privacy statement. Such partners include exhibition clients, partners, “lead collection systems” (devices that read contact details), and the electronic meeting and networking service that operates at events. In addition, data may be disclosed to marketing partners, such as the partner that provides the newsletter tool, or media agencies, IT providers or other partners of the Finnish Fair Corporation. Data may also be disclosed to exhibitors if the visitor has granted consent for this. In such circumstances, personal data is processed in accordance with applicable legislation.

We may also use third-party service providers, such as providers of payment services, debt collection services and analytic services, to conduct certain tasks involving processing personal data on our behalf.

We may also transfer or disclose personal data to other companies within our Group and to the successor business as a consequence of matters such as merger and acquisition transactions, the sale of the business, mergers, demergers, bankruptcy or receivership.

We will not otherwise sell or disclose your data to external parties. We will also not transfer data outside the EEA other than in circumstances permitted by data protection legislation. Personal data may also be transferred or disclosed to the authorities if the applicable law so demands.

8. Principles for securing the file

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 data in the customer file are bound by a duty of confidentiality. Data is communicated or disclosed to third parties only if there is a duty of notification prescribed by law, such as the customer’s own request or a statutory request made by the authorities. The system is protected by technical means.

9. Your rights as a data subject

Right of inspection  
The Finnish Fair Corporation offers you the right to inspect the personal data that we process about you. You can contact us in writing and ask us to tell you which personal data we process about you and the grounds for processing the data. The Finnish Fair Corporation is entitled to verify the identity of the enquirer. If less than 12 months has elapsed since your previous information request, we may require a fee to be paid for the work involved in realising the request.

Right to demand correction of data  
You are also entitled to correct or supplement data that is incorrect, inaccurate, incomplete, out of date or unnecessary.

Right to demand erasure of data  
You may also ask us to erase your personal data from our system. We will take the action you request unless we have a justified reason to refrain from erasing the data, such as fulfilling our obligations under legislation. The data may not be immediately erased from all of our backup systems or corresponding systems.

Right of objection  
You may also request restrictions on the processing of your personal data if the data is processed for purposes other than providing our services or fulfilling obligations arising under law. You may also object to your personal data being processed in the future, even if the processing is based on consent that you have previously granted. Objecting to the processing of personal data may result in more restricted opportunities to use our website and services.

Right to restrict data processing  
You may ask us to restrict the processing of certain pieces of your personal data. Requests to restrict data processing may result in more restricted opportunities to use our website and services.

Right to transfer data from one system to another  
You are entitled to obtain your personal data from us in a structured and widely used format so you can transfer the data to a different controller.

You may exercise your right by sending an email to customer.service@messukeskus.com or by contacting us at the addresses specified above. Users who have registered for our services should primarily send their requests from the email address that is registered under the user data for the Service in question, and the response to the request will be sent to the same email address.

In addition to the foregoing rights and your other rights, legislation also guarantees you the right to submit a complaint to the supervisory authority, particularly in the Member State where you are permanently resident or working, or where the alleged contravention of the GDPR has taken place. The supervisory authority in Finland is the Data Protection Ombudsman.