Membership register of the cooperative

Membership register of the cooperativeThe cooperatives belonging to S Group maintain statutory registers of members in accordance with the Finnish Cooperatives Act and process personal data to manage membership and member administration. Data controller detailsThe processing of personal data is the responsibility of the regional cooperative of which you are or have been a member. You can find the contact details of our cooperatives (the data controllers) on this page.Purposes of processing your personal dataWe process your personal data to maintain a register of members pursuant to the Cooperatives Act, as well as to manage membership and member administration. The members of the cooperative are also S Group’s co-op members. The processing of co-op members’ personal data is described in the privacy policy for S Group’s co-op member and customer register. Data we collect about you and sources from which we obtain the dataTo maintain the list of members, we process the following personal data regarding cooperative members:

member’s name and address,
date of commencement of membership,
number of shares held by the member, and
any pledge or other right encumbering the member’s share.

In the list of former members, we process the following personal data:

member’s name and address,
dates of commencement and termination of membership,
number of shares held by the member, and
any pledge or other right encumbering the member’s share.

In addition to the personal data described above, we process the following information to manage membership and member administration: any identification or verification details necessary for admission to the cooperative; personal identity code; membership number; any non-disclosure order for personal safety reasons; bank details; payment details regarding the membership fee; details concerning the distribution of cooperative assets under chapter 16 of the Cooperatives Act and/or the cooperative’s rules (such as interest and return of surplus), as well as the member’s date of death. We primarily obtain personal data directly from the data subject. Updates to name, address and date of death are also received from public authorities and companies providing data update services.Basis for processing personal dataThe processing of personal data is based on statutory obligations (such as the Cooperatives Act) and the bylaws of the cooperative.Who processes your personal dataYour data is processed by S Group employees whose job duties include maintaining the list of members and managing membership and member administration. We also use external service providers in the production of system and support services. We always process your personal data with care, maintaining good data processing practices.We may disclose information from the statutory list of members regarding members’ names and the commencement dates of their memberships to a party requesting this data under the Cooperatives Act. For former members, we may also disclose the termination date of the membership in addition to the above details. Other information from the statutory list of members may be disclosed to a member, a share owner, a creditor or any other party who demonstrates an interest requiring it, in accordance with the Cooperatives Act.We may disclose personal data to the authorities within the limits permitted and required by applicable legislation, such as to banks, the Finnish Tax Administration and in response to information requests from the authorities. Your rightsYou can obtain information about the processing of your personal data from this privacy notice, and in more detail from the privacy policy of each cooperative’s membership register.You have the right to access your personal data. The easiest way to make a data request is to request your data directly from the cooperative of which you are or have been a member. You can rectify any inaccurate or incomplete details by contacting the cooperative of which you are or have been a member.We will notify you without delay should a data security breach occur that could seriously compromise your privacy. We will inform the relevant authorities and you of any data security breaches in accordance with legislative requirements. We carefully protect your personal data, maintaining good data processing practices. You can read more about S Group’s data security on this page.We use external service partners to process personal data, and data is transferred on a limited basis outside the European Union (EU) or the European Economic Area (EEA) for service provision, technical maintenance and support purposes. We can perform these types of transfers if the European Commission has decided that the target country or organisation has a sufficient level of data protection or we can otherwise ensure a sufficient level of protection of the personal data in accordance with applicable legislation, such as by using standard contractual clauses approved by the European Commission. You can read more about the standard contractual clauses approved by the European Commission here.If you wish to exercise any of the aforementioned rights or require further information regarding the processing of your personal data, please contact the cooperative of which you are or have been a member. For the contact details of the co-operatives, please click here. More information about rights can be found on the Your rights page.Personal data retention periodsWe retain personal data only for as long and to the extent that it is necessary, and while it is used by the data controller in activities related to the specified purposes of processing. Personal data is retained following the termination of membership until the end of the calendar year, plus an additional six (6) years.Contact details of the data protection officer You can reach the S Group Data Protection Officer at tietosuojavastaava@sok.fi if you have any questions about the processing of personal data.