Privacy policy regarding the Mirjam Helin International Singing Competition

The Finnish Cultural Foundation sr (0116947-3), Bulevardi 5 A 00120 HELSINKI, yleisinfo@skr.fi is the data controller regarding the processing of your personal data for the purposes related to the organization and conducting the Mirjam Helin International Singing Competition.

The Finnish Cultural Foundation’s partners in organizing the competition are the Finnish Broadcasting Company (YLE), which broadcasts the competition live andrecords the competition and produces a program of the recorded competition. The Finnish Broadcasting Company (YLE) acts as an independent controller for this purpose.

This privacy policy describes the processing of the personal data of the following categories of personal data in connection with the Mirjam Helin Singing Competition.

1. Competitors and applicants
2. Pianists
3. Hosts
4. Subscribers to the competition newsletter
5. Users of the competition’s social media accounts

In section 6 of this privacy policy, we describe how we process your personal data for each personal data group.

We will only process your personal data for as long as it is necessary for our operations and legal obligations.

The retention periods for personal data vary depending on the purpose of processing. You can find the retention period applicable to you in Section 6 of the privacy notice under your specific category of personal data.

We have in place technical and organizational methods and safeguards that are sufficient for our operations to ensure the data security of personal data.

Access to personal data is restricted with access rights only to those people for whom it is necessary based on their role.

The Cultural Foundation is responsible for the appropriate protection of the personal data it manages as a data controller with the necessary technical and organizational protection mechanisms.

The Cultural Foundation has instructed its personnel involved in the processing of personal data on the correct processing of personal data and its confidentiality. The sufficient expertise of the staff is ensured and competence is maintained. The data can only be processed by pre-designated people whose duties require it. Each named user has a personal username and password. Personal data is protected from external use and access to personal data.

The information network of the Foundation and its subcontractors and the equipment on which personal data is located are protected by firewalls, passwords and other appropriate technical measures. The databases and their backups are located in locked premises with appropriate access control and access to the premises is restricted.

Manual material is stored in a locked space that can only be accessed by relevant people.

A cookie is a small file that is stored on the visitor’s computer by a website and provided to the website by the visitor’s browser each time the visitor visits the site. The Foundation uses cookies on its website to monitor traffic to the Cultural Foundation’s website and the grant system operating in connection with it. Cookies are not used for marketing or advertising.

When you visit our website for the first time, we will ask for your consent to the storage of cookies. You can find more information about cookies on our website under cookie settings, where you can also disable cookies later.

You have the right to check what information about you has been stored. This request may be refused on grounds provided by law.  The exercise of the right is free of charge.

You have the right to request that incorrect information about you be rectified. In addition, in certain situations, you have the right to request the erasure of data concerning you or to request the restriction of processing on grounds laid down by law.

To the extent that you have provided us with information yourself, you may have the right to receive such information in a machine-readable format and the right to transmit this information to another controller.

If you have any questions regarding the processing of your personal data, please contact us at info@mirjamhelin.fi. If you consider that we have not complied with the applicable data protection regulations in our operations, you have the right to lodge a complaint with the competent supervisory authority.

The competent supervisory authority in matters related to the processing of the customer’s personal data is the Office of the Data Protection Ombudsman, Lintulahdenkuja 4, 00530 Helsinki, tel. 029 566 6700, tietosuoja@om.fi.

a) Competitors and applicants

What information do we collect about you?

• Contact information; first name, last name, vocal range, telephone number, postal address, email address date of birth, place and country, nationality
• Personal website address, links to personal social media pages (Youtube, Twitter, Facebook and/or Instagram),
• Biography; teachers, diplomas, work experience and competition history, language skills – processing dates of the application file (creation, editing, submission)
• the first and last name and email address of the possible accompanist
• Photo(s), video and/or audio samples

For participants selected for the competition, a copy of a passport or identity card will also be collected to verify eligibility, as well as information on the competition pieces and any competition placement

The competitors placed in the competition will also collect the information necessary for the payment of prizes, such as their bank account number.

How do we collect your information?

We collect your personal data mentioned above directly from you.

When applying for the competition, we use an external service provider Embark Corp (“Embark”) to collect personal data, and you will use their electronic search service to provide the above-mentioned information. Embark will only process your personal data in accordance with our instructions for the purpose of conducting and organizing the competition. We have entered into appropriate agreements with Embark regarding the processing of personal data on our behalf.

Why do we process your data and what is the legal basis for the processing?

We process your data in order to organize the competition and to collect sufficient information about you regarding your suitability to participate in the competition and to select the participants of the competition.

We may also process your data in communications and marketing related to the competition.

The legal basis for the processing is your consent when you provide the above-mentioned information through the Embark search service. You can withdraw your consent at any time.

The legal basis for the processing is also the Cultural Foundation’s legitimate interest in organizing, marketing and communicating about the competition.

The legal basis for processing the applicants selected for the competition is also the implementation of the agreement between the Foundation and the competitor.

The legal basis for processing may also be compliance with a legal obligation.

We also process some of your personal data for archiving purposes in the public interest.

To whom is your data disclosed?

Your information may be disclosed to the competition staff and necessary partners for the organization and conducting of the competition, for example to the Finnish Broadcasting Company, which is the distributor of the competition, and to the Helsinki Music Centre and the competition orchestra, accommodation services or other partners.

Your information may also be disclosed to various media related to the marketing and communication of the competition, and we may also publish certain personal data (such as name, photo, competition song) on our social media channels (Instagram, Facebook and Youtube).

A printed competition programme booklet will be produced, which includes the participant’s name, year of birth, nationality, most recent educational institution, and the participant’s competition programme. The booklet will be publicly available, for example at the competition itself and on the competition’s website.

We also use external service providers (Embark online search service, e-mail system, communication and collaboration platform, survey and reporting application, printing house for printing program booklets, cloud service) that process your personal data for the purposes of this privacy policy.

With regard to these service providers, personal data may also be transferred on servers outside the EU/EEA.

If personal data is transferred outside the EU/EEA, it will be ensured that the processing of personal data is adequately protected and processed in accordance with this agreement. Protection may include, for example, an adequacy decision by the European Commission or appropriate contractual clauses, such as model clauses approved by the European Commission and other appropriate safeguards.

How long do we keep the data?

As a rule, your personal data will be stored for three years after the end of the competition,

After this, we may retain your personal data if this is necessary to comply with a legal obligation.

We will archive the following information about you for archiving purposes in the public interest; name, year of birth, nationality, most recent educational institution and the competitor’s competition program.

 

b) Pianists

What information do we collect about you?

First name, last name, date of birth, phone number, email address, postal address and picture.

How do we collect your information?

We collect information about your name from a competitor who has indicated that you will be their accompanist in the competition. The competitor enters your name through the Embark search service.

Your other personal data is collected directly from you.

Why do we process your data and what is the legal basis for the processing?

We process your data for the purpose of organizing the competition and may also process your data in communications and marketing related to the competition.

The legal basis for the processing is the implementation of an agreement between the Cultural Foundation and the pianist.

The legal basis for the processing is also the Cultural Foundation’s legitimate interest in organizing, marketing and communicating about the competition.

The legal basis for processing may also be compliance with a legal obligation.

We process your name and information about which competitor you have accompanied, also for archiving purposes in the public interest.

To whom is your data disclosed?

Your information may be disclosed to the competition staff and necessary partners for the organization and conducting of the competition, for example to the Finnish Broadcasting Company, which is the distributor of the competition, and to the Helsinki Music Centre and the competition orchestra, accommodation services or other partners.

Your information may also be disclosed to various media related to the marketing and communication of the competition, and we may also publish certain personal data (such as name, photo, competition song) on our social media channels (Instagram, Facebook and Youtube).

A printed competition programme booklet will be produced, which includes the pianist’s name. The booklet will be publicly available, for example at the competition itself and on the competition’s website.

We also use external service providers (Embark online search service, e-mail system, communication and collaboration platform, survey and reporting application, printing house for printing program booklets, cloud service) that process your personal data for the purposes of this privacy policy.

With regard to these service providers, personal data may also be transferred on servers outside the EU/EEA.

If personal data is transferred outside the EU/EEA, it will be ensured that the processing of personal data is adequately protected and processed in accordance with this agreement. Protection may include, for example, an adequacy decision by the European Commission or appropriate contractual clauses, such as model clauses approved by the European Commission and other appropriate safeguards.

How long do we keep the data?

As a rule, your personal data will be stored for three years after the end of the competition.

After this, we may retain your personal data if this is necessary to comply with a legal obligation.

We will archive the following information about you for archiving purposes in the public interest; the name of the contestant you have accompanied, the song you have accompanied.

 

c) Hosts

What information do we collect about you?

Name, phone number, email, address, information about the accommodation offered and practical wishes related to accommodation.

How do we collect your information?

We collect your personal data mentioned above directly from you.

Why do we process your data and what is the legal basis for the processing?

We only process your data for the purpose of arranging accommodation for competitors and only collect the information that is relevant to the arrangement of accommodation.

The legal basis for processing is your consent when you notify us that you want to host the competition. You can withdraw your consent at any time.

To whom is your data disclosed?

Your personal data will only be disclosed to the competitor you will be hosting.

We also use external service providers (email system, communication and collaboration platform, survey and reporting application, cloud service) to process your personal data for purposes in accordance with this privacy policy.

With regard to these service providers, personal data may also be transferred on servers outside the EU/EEA.

If personal data is transferred outside the EU/EEA, it will be ensured that the processing of personal data is adequately protected and processed in accordance with this agreement. Protection may include, for example, an adequacy decision by the European Commission or appropriate contractual clauses, such as model clauses approved by the European Commission and other appropriate safeguards.

How long do we keep the data?

We will retain your personal data until the organization of the next Mirjam Helin Singing Competition, at which point we may ask whether you are willing to act as a host again for that competition. Your data will be deleted if you do not wish to serve as a host again, if we are unable to reach you, or if we have not contacted you again by 31 March 2027 at the latest.

 

d) Subscribers to the competition newsletter

What information do we collect about you?

Name, email, and your organization. Your organization’s information is not mandatory information to receive the newsletter.

How do we collect your information?

We collect your personal data mentioned above directly from you.

Why do we process your data and what is the legal basis for the processing?

We process the data for the purpose of sending our newsletter for communication and marketing purposes.

The legal basis is the consent you give when you subscribe to the newsletter. You can withdraw or update your consent at any time by using the unsubscribe link in the letter you receive in your email or via our website.

To whom is your data disclosed?

We do not share your personal data with others.

We also use external service providers (email system, communication and collaboration platform, survey and reporting application, cloud service) to process your personal data for purposes in accordance with this privacy policy.

With regard to these service providers, personal data may also be transferred on servers outside the EU/EEA.

If personal data is transferred outside the EU/EEA, it will be ensured that the processing of personal data is adequately protected and processed in accordance with this agreement. Protection may include, for example, an adequacy decision by the European Commission or appropriate contractual clauses, such as model clauses approved by the European Commission and other appropriate safeguards.

How long do we keep the data?

Personal data will be stored for as long as necessary to send the newsletter (until the subscription is cancelled or the newsletter service ceases to exist).

 

e) Users of the competition’s social media accounts

What information do we collect about you?

If you use our social media accounts (Instagram, Facebook, Youtube), we may process the comments, photos or reactions you provide on our accounts or posts.

Why do we process your data and what is the legal basis for the processing?

We process your data in communications and marketing related to the competition.

The legal basis for the processing is your consent when you provide the above-mentioned information in the social media service. You can withdraw your consent at any time by deleting your reaction or comment.

The legal basis for the processing is also the Cultural Foundation’s legitimate interest in organising, marketing and communicating the competition.

To whom is your data disclosed?

All comments and private messages posted on a social media platform are automatically saved on that social media platform. The Foundation does not store the comments or private messages it receives on its social media channel on other platforms or pass them on.

A link to social media services can be found on our website. Cookies associated with these social media channels are not stored on your computer when you visit our website. If you click on a link on the website, you will be redirected to that service, which has its own policies regarding cookies and privacy.

How long do we keep the data?

The categories of personal data and the data retention periods can be checked in the privacy policy of the social media service provider in question.