World Federation of the Deaf Register Description for volunteers

Controller

World Federation of the Deaf ry (2276868-6)
PO Box 65
00401 Helsinki

Finland
Email: info@wfdeaf.org
(hereafter “WFD”)

Representative of the Controller / Contact person

Phillipa Sandholm, Administrative Secretary

PO Box 65
00401 Helsinki

Finland

Phillipa.sandholm@wfdeaf.org

https://www.wfdeaf.org

Names of the register

WFD Volunteers register

Purpose of the processing of personal data

The purpose for processing personal data is to conduct the volunteer activities of the WFD with the volunteers. Processing the necessary personal data is vital for conducting volunteer activities.

The basis for processing personal data is either an individual’s relationship with the WFD as a volunteer, a mandate given to the WFD by the volunteer, the realisation of the rights and obligations resulting from agreements between the WFD and the volunteer or applicable legislation, or permission from the volunteer.

The same processing principles are followed with all of the WFD volunteers: people working with the WFD Secretariat and in the WFD Headquarters.

The personal data in the volunteers’ register is used for the following purposes:

Identifying volunteers and managing users Managing the data security of the services, as well as user authorisations and access to these services.
Maintenance, monitoring, analysis, statistics, development, profiling and segmentation related to volunteering and other appropriate contexts.
Managing a volunteer’s data and contact history. Providing support and information services to volunteers, managing the service measures and assuring quality.
Managing the volunteer activities and ensuring operational quality.
Managing and realising events, training, services and fees concerning the volunteer activities, including the related analyses, reports, development work and personalisation.
Monitoring, analysing, developing and forming statistics on the volunteer work conducted at the WFD.
Volunteer-related communication by the WFD headquarters, the WFD Secretariat in general, the WFD Board.
Marketing and distance selling, such as direct marketing, digital marketing, product marketing, requests for donations and invitations to events. Market research or opinion polls.
Recordings of video- calls with members and users are used to verify service events, ensure the legal protection of members and users and the WFD, and develop the quality of the service and prevent misuse, as well as for training purposes and security reasons.

The personal data of a registered volunteer will be retained until a request is made to delete them.

Information contained in the register

he following data on the volunteers may be processed:

Identification data
- Name
- Gender
- Date of birth
- Contact information:
  - Address
  - Telephone number
  - Email address
- User language
- User/Member/Partner number
- Personal identity code
- User name and password
- Photographs that have been taken during volunteer activities

Information related to volunteering
- Start, end, statuses and levels of volunteering
- Terms served by the key volunteers and elected officials
- Granted honours
- Data from profiling and on interests
- Participation in the activities
- Participation in training
- Campaign and contact information
- A note that a person working with children and young people has been checked for a criminal record
- Data concerning the use of services
  - Permissions
  - Bans against direct marketing and surveys
  - Identifiers used to focus marketing
  - Grouping data and other information on a volunteer accumulated through analytics
  - Data provided by cookies
  - Log data
  - Session identifiers
  - IP addresses
  - Payment and transaction data
  - Recordings of user/members/partners video calls
  - Users/partners/Members/donors/ feedback

The WFD only stores data that is necessary for the organisation’s operation and the data’s purpose of use and has a legal basis for processing. Any data that has become unnecessary for its purpose of use, as well as any outdated data and data for the processing of which there is no longer any other basis, will be anonymised or disposed of in a secure manner.

Where do we collect data from?

Volunteer-related data is collected to the volunteers’ register through the different channels of the WFD from those who have joined as volunteers (digitally via the website or a mobile application, for example, or by filling out a paper or email form) and participated in the activities.

Personal data is received and updated according to regulations

From the volunteers themselves
- Via the online service
- During Video-calls
- With a reply card
- Via email
- During the use of the products and services
- When a volunteer takes part in voluntary work, product and service development, studies or surveys
By the WFD Secretariat or the WFD Board.
Via the Population Information System’s personal data updating service
From the registers of telephone companies or similar public enterprises

To whom do we disclose and transfer the personal data? Do we transfer personal data outside the EU or ETA?

Data may be transferred outside the area formed by the member states of the European Union or outside the European Economic Area to the extent necessary for the technical implementation of data processing, in which case the WFD complies with the requirements of the EU General Data Protection Regulation. Data may be transferred under model clauses approved by the European Commission or to recipients in the USA who are committed to the EU-US Privacy Shield arrangement.

Personal data in the volunteers’ register will be disclosed according to regulations between the WFD Board and the WFD Secretariat involved in the matter concerning a particular volunteer.

Personal data is only disclosed to the authorities if required by law, for example for investigating and preventing misuse.

Users data may be disclosed for marketing purposes or opinion polls.

How do we protect personal data and for how long do we store them?

Personal data processed in physical form:

Material that is processed in its physical form is stored and handled in monitored facilities.

Digital material:

The data is processed within databases that are secured with firewalls, passwords and other technical means. The data on the websites and other services is secured with an SSL-encrypted connection and other necessary means. Databases and their backup copies are located in locked rooms, and the data may only be accessed by certain individuals named in advance.

Systems containing personal data may only be used by employees and volunteers whose work role gives them the right to process personal data. Each user has their own user ID and password to the system.

The volunteers in each department responsible for the processing will process the volunteers’ personal data in accordance with this data security statement and based on the instructions of the WFD.

The rights of a data subject – Inspection rights and correction data

Data subjects have the right to:

Request a copy of their own personal data
Request that their personal data is amended or deleted, unless applicable data security regulations require that the data be retained.
Request restrictions to the processing of their personal data or oppose this processing
Request the right to transfer their data from one system to another, in accordance with applicable data security regulations
Refuse, in full or in part, any contact made for the purpose of direct marketing and research.
Submit a complaint to the data security authorities

A volunteer does not have the right to prohibit communication concerning their area of responsibility within the voluntary work they conduct.

If the processing of personal data has been based on a data subject’s permission, the data subject has the right to cancel their permission to process their personal data. Cancelling this permission will not affect the processing of personal data that has been conducted prior to the cancellation.

A person who has voluntarily provided their personal data to the WFD and subsequently entered into the register of the WFD has the right to deny the provision of their information for direct advertising or another similar purpose, the right to alter the consent of their publication, and the right to resort to other rights defined in the Personal Data Act.

Any requests pertaining to checking or correcting data or the right to refuse contact must primarily be made in writing and sent to the email address specified in Section 2. If contact by email is not possible, the data subject may alternatively send a letter, contact the WFD Secretariat or personally visit the WFD’s Secretariat offices in Finland. The WFD will deliver the reply to the data subject’s email address, as listed in the register of the WFD. Under special conditions, the reply may be sent to a postal address that is listed in the register of the WFD.

An individual has the right to inspect their information in the WFD register and request that erroneous information is corrected. The inspection request must be made by contacting the representative of the controller. The inspection is free of charge, once a year.

Whom can you contact?

If a person does not wish to receive mail from us, they can refuse it by contacting the representative of the controller or unsubscribe from the WFD.

Information can be corrected or complemented by the controller or at the request of the registered person and by the controller when the relationship is terminated.