DESCRIPTION OF FILE
Contact information register system of Tampere Region Economic Development Agency Tredea
1 REGISTER NAME Contact information register system of Tampere Region Economic Development Agency Tredea (hereinafter referred to as Tredea)
2 CONTROLLER Tampere Region Economic Development Agency Tredea, Juhlatalonkatu 5, FI-33100 Tampere, Finland, www.tredea.fi
3 PERSON RESPONSIBLE FOR THE REGISTER Communications Manager Pirkko Laitinen is responsible for the register. The tasks of the person include
- making sure that the customer register system is used appropriately
- assigning access rights
- taking care of the data protection of the information system
- and seeing to it that instructions are provided on using the system and that sufficient training is organised for the users.
Pirkko Laitinen can provide more detailed information about the register and is in charge of facilitating registered persons’ right to receive, inspect and correct information about themselves.
4 PURPOSE OF THE REGISTER The purpose of the system is to keep a register of the companies in the Tampere Region, the companies being attracted to the region and other partners of Tredea (companies, organisations, corporations and private persons) to facilitate the business service, maintain co-operative relationships and distribute useful information to companies in the region. The information in the register is used to ensure the quality and coverage of the business service provided by Tredea and to distribute news that improve the business environment of the Tampere Region and send messages about business services and events as well as attract new companies to the region. The register also supports research and statistical activities.
5 DATA CONTENT The data content comprises the following company information: - first name and surname (and prefix) - title - company/corporation name (and department) - company business ID - profile information (classification, such as the company’s field of business) - grouping information (such as mailing groups) - address information - telephone number (landline and mobile) - fax number - e-mail address - website addresses - contact language - additional information provided by the customer - customer history, log data (e.g. contacts with the customer) - possible ban on mailing (e-mail and post)
6 REGULAR SOURCES OF DATA The information is received directly from companies, corporations and private persons. Public sources, such as Statistics Finland, are also used.
7 REGULAR DISCLOSURE OF DATA Personal data is not regularly disclosed outside of the company. Exceptions can be made in cases where it is considered that a third party can offer companies special information or advantage. Under no circumstances is personal data disclosed for commercial purposes or to commercial parties.
8 INTERNAL USE OF THE REGISTER The register is used by Tredea personnel. The personnel is primarily responsible for entering the data in the register and updating it. Access to the register requires a personal username and password. A username is provided when a person is granted access rights. The access rights are terminated when the person leaves the position due to which he/she was granted the access rights. In the same connection, the user ID is also deleted.
9 COMBINING THE REGISTER WITH OTHER REGISTERS The contact information register is designed solely for Tredea’s use. It is updated based on data provided by the customer, publicly available information (such as websites) and data received from Statistics Finland.
10 PROTECTION OF THE REGISTER The data included in the register is only available to Tredea. The system functions on the external servers of Tredea’s service provider, access to which is limited to technical maintenance personnel. The servers are located in a fireproof server room that is guarded around the clock.
11 STORAGE, ARCHIVING AND DISPOSAL OF THE DATA FILE AND REGISTER INFORMATION The data recorded in the system is stored. The data is not archived separately. The contact information is stored in the database. The data is stored in the database for a period of time that is sufficient for the operations.
12 INFORMING A REGISTERED PERSON The system’s description of file is available on Tredea’s website.
13 RIGHT OF INSPECTION A registered person may submit an oral or written (such as by e-mail) request to the register controller to inspect the data registered about him/her. An oral request made on-site can be responded to immediately. The register does not contain any data to which the right of inspection does not apply.
14 CORRECTING INFORMATION Company information is checked biannually from the materials of Statistics Finland and, if needed, on company websites. The person or company who is the subject of the information can submit a written request to correct the information to the register controller or the person responsible for the register.
15 REGISTER ADMINISTRATION As the register keeper, Communications Manager Pirkko Laitinen has the power of decision over the register. The Communications Manager makes decisions on
- preparing the register description and description of file
- using the register, specifying the data content and purpose, granting access rights, informing registered persons, facilitating the right of inspection, correcting information and disclosing information
- the register’s system-technical maintenance
- protecting the register and organising data security, archiving and disposal
- designating the person responsible for the register and his/her tasks Register activities are carried out by persons in Tredea’s employment.
16 INTERNAL INSTRUCTIONS AND TRAINING FOR REGISTER ACTIVITIES The internal instructions for register activities are prepared separately. Personnel training is planned separately.
Marketing and Communications Specialist Johanna Sahlgren
Tampere Region Economic Development Agency Tredea
+358 40 800 7606