Data Controller
Hereinafter referred to in this Privacy Notice as the Company.
VemeloAI Oy is responsible for the processing of personal data in connection with Junior Startup Academy Finland camps.
Name of the Personal Data Register
Junior Startup Academy Finland Participant and Customer Register
This Privacy Notice applies to the processing of personal data related to registration for Junior Startup Academy Finland camps, customer communications, invoicing, organisation of the camp, and the processing of photo and video materials.
Personal Data Collected and Sources of Data
We collect only personal data that is necessary for organising the camp and managing the customer relationship.
| Data Category | Examples of Data Collected |
|---|---|
| Parent or guardian identification and contact details | Name, email address and phone number of the parent or guardian. |
| Participant information | Child's name, age and other basic information necessary for registration. |
| Safety-related information | Allergies, special dietary requirements and other health information provided by the parent or guardian that is necessary for the child's safe participation. |
| Registration and payment information | Camp place, registration date, invoicing and payment status. |
| Customer communications | Communications with the parent or guardian concerning the camp and any special arrangements. |
| Photo and video permissions | Consent or refusal given by the parent or guardian regarding photographing the child and the use of such material. |
Personal data is primarily collected directly from the child's parent or guardian during registration and subsequently through communications relating to the camp.
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Purposes and Legal Basis for Processing Personal Data
Personal data is processed, within the limits permitted by applicable legislation, for the following purposes:
- managing camp registrations and camp places;
- organising the camp and supervising participants;
- communicating with parents and guardians;
- ensuring the safety of participants;
- arranging meals and special dietary requirements;
- invoicing and processing payments;
- handling questions, feedback and possible complaints relating to the camp;
- fulfilling statutory obligations, including obligations relating to accounting and taxation; and
- using photo and video materials where the parent or guardian has provided separate consent.
The processing of personal data relating to registration, organisation of the camp and invoicing is primarily based on entering into and performing a contract, as well as fulfilling the Company's statutory obligations.
Information concerning the child's health, allergies or other special categories of personal data is processed only where such information is necessary to ensure the child's safe participation and where the parent or guardian has provided the information for this purpose.
The use of photo and video material for marketing purposes is based on separate consent.
Where the processing of personal data is based on consent, consent may be withdrawn at any time by contacting the email address stated above.
Photography and Video Recording
During registration, the parent or guardian may choose whether identifiable photographs or videos of the child may be used in Junior Startup Academy Finland communications and marketing.
Giving permission for photography or marketing use is voluntary and does not affect the child's ability to participate in the camp.
Consent given by the parent or guardian may later be withdrawn with regard to future use by contacting the Company.
Processors of Personal Data
Personal data may only be accessed by Junior Startup Academy Finland and VemeloAI Oy personnel who need the information to carry out tasks relating to camp organisation, participant safety, invoicing or customer service.
Recipients of Personal Data
Necessary service providers may also be used in the processing of personal data, including:
- registration system providers, such as Typeform;
- banking and payment service providers;
- accounting and financial administration service providers; and
- other service providers required for the technical or administrative organisation of the camp.
The Company ensures that appropriate arrangements required by data protection legislation are in place with service providers used in the processing of personal data.
Personal data may also be disclosed to authorities or other parties where required by law or where necessary to ensure the safety of a participant.
Personal data is not sold to third parties.
Transfers of Personal Data Outside the EU/EEA
We process your data primarily within the EU/EEA. However, some of our necessary service providers (such as Typeform) may process or store data outside the EU/EEA. In these cases, we ensure that the transfer is lawful and that your personal data is protected by implementing appropriate safeguards required by law, such as the European Commission's Standard Contractual Clauses (SCCs) or the EU-US Data Privacy Framework.
Protection of Personal Data
We protect personal data using appropriate technical and organisational measures.
Access to personal data is limited to persons who require the information to perform their duties. The systems used are protected through access controls, passwords and other appropriate security measures.
Retention and Deletion of Personal Data
Personal data is retained only for as long as it is necessary for the purpose for which it was collected or for as long as required by law.
General camp registration and participant information is, as a rule, retained for a maximum of 12 months after the end of the camp.
Information concerning allergies, health conditions and other participant safety matters is retained only for as long as it is required for the safe organisation of the camp.
Medical certificates relating to cancellations are retained only for as long as necessary to process the relevant refund or transfer of the camp place.
Invoicing and accounting records are retained for the period required under Finnish legislation.
Photo and video materials are retained for as long as necessary for the purpose for which consent was given, unless the consent is withdrawn earlier.
After this period, personal data will be appropriately deleted or anonymised.
Rights of the Data Subject
Under applicable data protection legislation, the data subject has the right to:
- obtain confirmation as to whether their personal data is being processed and access their personal data;
- request the correction of inaccurate or incomplete personal data;
- request the deletion of personal data where there is no longer a lawful basis for processing it;
- request restriction of the processing of personal data where applicable under legislation;
- object to the processing of personal data where such a right exists under applicable legislation;
- request the transfer of personal data from one system to another where the right to data portability applies; and
- withdraw consent at any time where the processing of personal data is based on consent.
lodge a complaint with the national supervisory authority if you suspect your personal data is being processed in violation of data protection legislation. In Finland, this is the Office of the Data Protection Ombudsman (Tietosuojavaltuutetun toimisto - www.tietosuoja.fi).
Rights relating to a child's personal data are generally exercised by the child's parent or legal guardian.
Requests relating to data protection rights should be submitted by email to:
- info@vemeloai.com