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GDPR

Tango Frostbite & Amigos del Tango ry - GDPR

Membership Register

  • The association law requires the association to maintain a membership register, which records the member's full name and place of residence. Additionally, the register may include information necessary for the association's activities (e.g., contact details).

  • In AdT's membership register, until April 2018, the name, address, email address, and phone number were recorded. This information will be retained as long as the person remains in the register. A person's information is moved to the membership register archive at the end of the calendar year if they have not paid their membership fee for two years. A person's information is removed from the membership register and its archive if the person requests in writing for their information to be deleted and declares their resignation from membership.

  • From April 2018 onwards, new members' names, places of residence, and email addresses are recorded in the register. If a member who joined before this date wants their address and phone number removed from the register, they must notify in writing to jasen@tango.fi.

  • Access to the membership register is granted to the membership register manager, treasurer, board members, and auditor.

 

To become a member of Amigos del Tango ry:

  • Fill out the membership application form online at www.tango.fi/liity[1].

  • Provide your full name, place of residence, and email address. These details are mandatory.

  • The information submitted through the online form is sent via email to the membership register manager and treasurer. Other board members can also view this information.

  • The membership application forms are deleted once the person is accepted as a member and their information is recorded in the membership register.

  • Invoices related to membership, including payment and personal information, are stored in the association's cloud service and/or in paper accounting records for 6 years, as required by accounting law.

As a member, you'll receive a newsletter via email a few times a year with information about major events, contacts, training opportunities, and courses.

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Registration for ADT Events and Other Association Activities

  • When registering for events (e.g., Dance reservations), participants are asked to provide their name, address, phone number, and email address. This event-specific information is handled by the organizers of the respective event.

  • For class registrations, ADT membership is required for participants living in Finland. To verify membership, event organizers are provided with a name list extracted from the membership register, showing the names of members who have paid their membership fees.

  • For individual events (e.g., milongas) where participation is paid on-site, participants' names are collected on an attendance list. These lists are kept with accounting records for 6 years, as required by accounting law.

  • The attendance list can be viewed by event organizers, other event participants, the cashier, and the treasurer.

 

Use of Members' Personal Data (Name, Place of Residence, Email Address)

  • Maintenance of the Membership Register

  • Billing of Membership Fees

  • Verification of Membership Validity

  • Communication with Members, such as statutory meeting invitations, event notifications, and member surveys

 

By completing the membership form, individuals give permission to use their information for the purposes mentioned above.

 

Personal Data Required for Salary/Fees Payments, Contracts, and Travel Documents (e.g., name, address, nationality, date of birth, tax number, Finnish social security number)

  • Necessary information is provided personally or via email to the event organizer or directly to the treasurer at maksut@tango.fi.

  • Information is stored with accounting materials in a cloud service or in the treasurer's files. The retention period for accounting materials is 6 years.

  • Access to this information is granted to the treasurer and the auditor.

  • Contracts are stored in the board's administration folder and are accessible to board members.

 

Disclosure of Information to Third Parties

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Amigos del Tango ry does not provide membership register information for use by others, including other members of the association. However, certain external entities have access to personal data related to the membership register, payment of fees, and accounting. These entities include:

  • Tax Authorities

  • Nordea Bank

  • Pension Insurance Company ELO

  • The Association's Accounting Firm, Plancount Oy

  • WIX Website Service (used for membership forms and sending member notifications)

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