Register statement

HOLIDAY APARTMENTS RENTAL

On what basis and for what purpose does the Rautuki Foundation process my data?

Rautuki-Säätiö engages in the rental of holiday apartments as part of its support activities. We process and maintain personal data in order to implement contractual relationships related to the rental of holiday apartments.

In these tasks, we maintain and process the personal data of the tenants of the holiday apartments. With the help of the data, we can e.g.

• implements smooth key handover
• inform about possible changes in reservations
• make sure that the person is entitled to book the foundation's holiday apartments
• collect feedback from users of the objects
• market holiday destinations

What information about me does the Rautuki Foundation process?

The Rautuki-Säätiö has the following information to manage the rental of a holiday apartment:

• basic information and information for contact and identification: name, social security number, postal address, zip code, phone number, email address, VR identity card number, age group, marketing permit issuance, organizational unit, number of people traveling with you.
• information about rental agreements: rental period, information about the rent and information about the rental object/apartment, amount of rent

 From whom does the Rautuki Foundation get the necessary information to handle my case?

The information is collected from the reservation system, where the person making the reservation has filled in the information themselves.

 How long does the Rautuki Foundation keep my data?

Rautuki-Säätiö stores information to organize the rental of a holiday home. In the reservation system, data is stored for three years from the end of the reservation. After the deadline, the Rautuki Foundation deletes the information. However, Rautuki-Säätiö also has an obligation to keep accounting information related to contractual relationships for the period of time in accordance with the provisions of the Accounting Act.

The deadlines are:

• information related to vacation rental: at least 6 years from the end of the year in which the accounting period ended

To whom can the Rautuki Foundation disclose my information?

Rautuki-Säätiö discloses information to its partners in holiday destinations, such as the hotel reception or the destination's maintenance companies, in order to implement the contractual relationships related to the rental of holiday apartments or to carry out pre-contractual activities. Only the necessary information about the residents is released, such as the rental period, information about the rental property/apartment, name, phone number, email address and number of guests. Information is also passed on to Paytrail, which acts as a payment intermediary in the booking.

With what security measures and procedures does the Rautuki Foundation protect my personal data?

Personal data may only be processed by authorized persons in accordance with access authorization management. Access to personal data, devices and servers is restricted only to those persons whose work duties require it. The persons handling the data are subject to a duty of confidentiality.

Subcontractors can also be used to perform the services. the same confidentiality regulations as the staff of the Rautuki Foundation apply.

Staff have been given instructions on handling personal data, they are trained to prevent risks threatening register data.

Compliance with the principles of personal data processing is demonstrated by documenting one's own activities.

The Rautuki Foundation maintains a high level of data security.

In the case of service companies handling data processing tasks, data processing is based on contracts and access rights monitored by the Rautuki Foundation.

Will my data be transferred and processed outside the EU/EEA area?

Your data will not be transferred outside the EU or EEA area.

Will automated decisions or profiling be made based on my data?

Not done.

Do I have the right to receive information about my personal data?

You have the right to receive confirmation as to whether or not personal data concerning you is processed at the Rautuki Foundation. In the event that we process your personal data, you have the right to receive a copy of the processed data. Send a written, signed request to:

Rautuki-Säätiö sr, PO Box 488, 00101.

Attach a certified copy of the identity document to the request.

We will deliver the information to you no later than one month after we have received your request. The deadline can be extended by a maximum of two months in certain situations. If the deadline is extended, we will notify you within one month of receiving your request.

Correction of information and implementation of information correction

If you notice a deficiency, inaccuracy or error in the personal data we provide you, you have the right to request that your data be supplemented and corrected. The same applies to outdated information. We ask that you submit your supplement or correction request in writing to:

Rautuki-Säätiö sr, PO Box 488, 00101 Helsinki.

Do I have the right to have my personal data deleted?

You have the right to ask Rautuki-Säätiö as the data controller to delete e.g. outdated information about you. In this case, the data must be deleted without delay when there is no longer a basis for the processing. This right applies to situations where personal data are no longer needed for the purposes for which they were collected or where you withdraw your consent to data processing and the processing was based on consent and there is no longer any other legal basis for the processing, and they do not need to be stored based on the law.

The right to request the deletion of personal data as meant by data protection legislation does not apply to those situations where the data is required to be retained by law or where it is necessary to retain the data in order to prepare, present or defend a legal claim.

Therefore, it is not possible to delete the data based on the request during the time it is necessary to keep it in the situations mentioned above.

However, we delete your personal data without a separate request after the deadline for storing them has expired.

Can I demand that my personal data be transferred to another system?

If the processing of your data is based on your consent or an agreement made with you, you have the right to receive this information about yourself. This only applies to information that you have submitted yourself to the Rautuki Foundation. If you wish, you can transfer the data in question to another data controller. We deliver the information in a commonly used and electronic format.

Can I deny or limit the processing of my personal data?

You have the right that Rautuki-Säätiö, as the data controller, restricts the processing of information about you in certain situations. Limiting processing means marking stored data with the purpose of limiting their subsequent processing.

Despite this, your data can still be stored. Before the restriction is removed, you will be notified. You can exercise the right, for example, if you dispute the accuracy of the data or the legality of the processing. The processing is limited for the time when the accuracy of the data or the legality of the processing is verified.

You also have the right to object to direct marketing if your data is processed for the purpose of direct marketing. If you do not give consent to direct marketing at all, you will only be sent customer relationship communications necessary for the implementation of services and customer care.

To whom can I complain about the processing of my personal data?

If Rautuki-Säätiö refuses to take measures based on your request, we will inform you of the legal reason for our negative response without delay and at the latest within one month of receiving your request. You can take the matter to the Data Protection Agency if you have received a negative response to your request from the Rautuki Foundation. We include the contact information of the Data Protection Agency in our answer. You can appeal the decision of the Data Protection Agency by appealing to the Administrative Court in accordance with the Administrative Jurisdiction Act. The Data Protection Agency's decision contains a notice of appeal, where you are given instructions for filing an appeal with the administrative court.

How can I contact the Rautuki Foundation?

Rautuki Foundation's customer service is available on 040 862 6508 Mon-Fri 9-15 or by email rautuki@vr.fi

Data Protection Officer

Contacts related to data protection to the address: tietosovavastaava@vr.fi.