Privacy Notice and Terms of Use
ITS Finland ry processes personal data responsibly, securely and transparently. On this page, we explain how we process personal data in connection with memberships, stakeholder communications, events, webinars, delegations, website use and communications.
This page also describes the terms of use for ITS Finland’s website, events, materials, photos, videos and recordings.
Quick links:
1. Privacy Notice
Last updated: 27 May 2026.
Controller
ITS Finland ry
Mikonkatu 9 (Epicenter)
00100 Helsinki, Finland
Business ID: 2036641-3
Contact person for privacy matters:
Marko Forsblom
marko.forsblom@its-finland.fi
Tel. +358 40 5145100
Purposes of processing personal data
ITS Finland processes personal data for the following purposes:
- managing memberships and contacts with member organisations
- stakeholder communications
- sending newsletters, invitations and updates
- organising events, webinars, delegations and networking activities
- post-event communications and collecting participant feedback
- communications related to projects, working groups and cooperation networks
- developing the website and digital channels
- documenting and communicating ITS Finland’s activities
Personal data we process
The personal data we process may include, for example:
- name
- email address
- organisation
- job title
- phone number
- event participation information
- dietary requirements or other information needed for event arrangements
- newsletter subscription information
- communication and participation history
- technical data related to website use, such as IP address, browser information and cookie identifiers
Legal bases for processing
Depending on the situation, the processing of personal data may be based on:
- consent, for example when subscribing to a newsletter or accepting cookies
- contract or steps prior to entering into a contract, for example in connection with event registration or membership
- legitimate interest, for example in stakeholder communications, member communications, developing network activities and documenting events
- legal obligation, where required by applicable legislation
Regular sources of data
Personal data may be collected from:
- the individual directly
- member organisations
- event registration forms
- newsletter subscriptions
- website use
- cooperation and project activities
Disclosure of data and service providers
ITS Finland may use external service providers in the processing of personal data, such as:
- website hosting and maintenance providers
- newsletter and email tools
- event registration systems
- webinar and video platforms
- analytics and cookie management tools
- social media services
- cloud services and file management solutions
Personal data is not sold to third parties.
Personal data may be processed outside the EU or EEA if this is required by the service provider used. In such cases, ITS Finland aims to ensure that appropriate safeguards are applied, such as the European Commission’s Standard Contractual Clauses where required.
Data retention
Personal data is stored only for as long as necessary for the purpose for which it was collected.
For example:
- newsletter subscriber data is stored until the person unsubscribes
- event participant data is stored for the purposes of organising the event, post-event communications and possible reporting needs
- membership data is stored for the duration of the membership and for fulfilling related obligations
- website analytics and cookie data is stored as described in the Cookie Policy
Rights of the data subject
Under the EU General Data Protection Regulation, the data subject has the right to:
- receive information about the processing of their personal data
- access their personal data
- request correction of inaccurate or incomplete data
- request deletion of their personal data in certain situations, also known as the right to be forgotten
- request restriction of processing in certain situations
- object to the processing of personal data in certain situations
- request the transfer of data provided by the data subject from one system to another, where the processing is based on consent or contract and carried out by automated means
- withdraw consent at any time where processing is based on consent
- lodge a complaint with a supervisory authority if the data subject considers that their personal data is processed in violation of data protection legislation
These rights are not absolute in all situations. Their applicability depends, for example, on the legal basis for processing and whether there is a legal or other justified reason to retain the data.
Requests concerning data subject rights should be submitted in writing to the controller. ITS Finland may, where necessary, ask the person making the request to verify their identity. ITS Finland will respond to requests within the timeframe required by the EU General Data Protection Regulation, generally within one month of receiving the request. This period may be extended by up to two additional months where necessary, taking into account the complexity and number of requests.
Further information about data subject rights is available from the Finnish Data Protection Ombudsman’s Office and the EU General Data Protection Regulation.
2. Terms of Use
These Terms of Use apply to the use of ITS Finland’s website, materials, events and digital content.
Website content
ITS Finland aims to ensure that the information published on its website is accurate and up to date. However, ITS Finland does not guarantee that all information on the website is always error-free, complete or continuously available.
The content on the website is intended for general information, presenting ITS Finland’s activities, supporting sector development and stakeholder communications.
Copyright and use of materials
Texts, images, videos, recordings, presentation materials, graphics and other content published on ITS Finland’s website, at events and in digital channels are the property of ITS Finland or its partners, unless otherwise stated.
Materials may be used for personal, journalistic, educational or internal organisational information purposes, provided that the source is appropriately acknowledged.
Commercial use, modification, extensive republication or distribution of materials without permission is not allowed unless otherwise stated in connection with the material.
Event materials and presentations
Materials presented at ITS Finland events, webinars and delegations may include views of speakers, partners or third parties. These views do not necessarily represent the official position of ITS Finland.
Event materials may be shared with participants or published on ITS Finland’s website, newsletters and social media channels.
Third-party services and links
ITS Finland’s website and communications may include links to third-party websites, services or platforms, such as event registration systems, webinar platforms, social media services or partner websites.
ITS Finland is not responsible for the content, privacy practices, accessibility or functionality of third-party services.
Limitation of liability
ITS Finland is not liable for direct or indirect damages resulting from the use of the website, events, materials, recordings or third-party services, unless otherwise required by mandatory law.
ITS Finland reserves the right to modify website content, event information, materials and these Terms of Use.
3. Event Privacy Practices
This section describes how personal data, photos, videos, livestreams and recordings are handled in connection with ITS Finland events, webinars, delegations and other activities.
Event registration
Participation in events may require registration. During registration, ITS Finland may collect information necessary for organising the event, such as:
- name
- organisation
- job title
- email address
- phone number
- dietary requirements
- participation-related information
This information is used for organising the event, participant communications, possible post-event communications and developing future events.
Photos, videos, livestreams and recordings
At ITS Finland events, webinars, delegations and other activities, ITS Finland may:
- take photographs
- record video
- livestream sessions
- record presentations and discussions
- publish event summaries and post-event communications
Photos, videos and recordings may be used in ITS Finland’s communications, including:
- website
- newsletters
- YouTube
- X/Twitter
- other social media and communication channels used by ITS Finland
In some cases, ITS Finland’s partners may also use event materials in their own communications if this has been agreed in connection with the event.
Participant’s option to object to being photographed or recorded
ITS Finland aims to inform participants when photography, video recording, livestreaming or recording takes place at an event.
If a participant does not wish to appear in photos, videos or recordings, the participant may inform the event organiser. ITS Finland will aim to take this into account through reasonable practical arrangements.
Close-up images, interviews and individual marketing use
Separate consent may be requested for close-up images, interviews or marketing use clearly focused on an individual person.
General audience, atmosphere and situational photos may be used in communications related to ITS Finland’s activities and events, unless the participant has specifically informed the organiser that they do not wish to appear in photos or recordings.
Event participant lists
In some events, information about participating organisations or individuals may be shared with participants to support networking. If a participant list is used or shared, this will be communicated in connection with the event.
Event feedback surveys
ITS Finland may collect feedback after events to improve future activities. Feedback may be processed anonymously or in connection with personal data if this is necessary, for example, for follow-up communications or event development.
4. Cookie Policy
The ITS Finland website may use cookies and analytics tools to ensure the technical functionality of the website, improve user experience and monitor visitor statistics.
More information about cookies and managing cookie settings is available in our Cookie Policy:
5. Contact Details
For questions related to privacy or these Terms of Use, please contact ITS Finland.