Privacy policy: Photos and Videos Register
Applicable legislation: EU General Data Protection Regulation (GDPR, EU 2016/679) and Finnish data protection legislation
Date: 22nd April, 2026
1. Data controller/ Business ID
Name: Maailmanvaihto / Business ID: 0281262-7
Address: Oikokatu 3, 00170 Helsinki, Finland
Telephone: +358 50 346 0965
E-mail: maailmanvaihto@maailmanvaihto.fi
2. Contact person regarding the register
Name: Communications Officer Minna Räisänen
Address: The address of Maailmanvaihto (see above)
Other contact information: Telephone: +358 50 346 0965
E-mail: tiedottaja@maailmanvaihto.fi
3. The name of the register:
Photos and Videos Register
4. The purpose of processing the data of the register
Photos and videos are processed for the purpose of communicating about the activities of Maailmanvaihto on platforms such as:
- websites
- social media channels
- publications
- presentations or other communication materials
Photos and videos are only used in accordance with the consent given by the registered person.
5. Personal data included in the register
The register may contain the following personal data:
- Photos and videos in which the registered person appears
- Photo and video consent forms, including:
- Name
- E-mail address
- Confirmation of whether the person is at least 18 years old
- Information about the granted consent and its scope
- If the person featured in the photos or videos is under 18 years of age, or is an adult who has a legal guardian or other legal representative, the consent form includes:
- Name and e-mail address of the legal guardian or legal representative
- Name of the person featured in the photos
- Confirmation that the consent is given by the legal guardian or legal representative
Only the data necessary for the stated purpose is collected.
6. Regular sources of information
Personal data is obtained directly from the registered persons themselves from the registered persons themselves or, where applicable, from their legal guardians or legal representatives. Consent forms are completed voluntarily.
In cases where a registered person has a legal guardian or legal representative, consent is obtained from that person in accordance with applicable law.
7. Processing data within Maailmanvaihto
Personal data is handled with care and confidentiality.
Access to the register is restricted to Maailmanvaihto staff and board members who need the data to perform their work duties. All persons handling the data are bound by confidentiality obligations.
8. Disclosure and Transfer of Personal Data
Personal data is not regularly disclosed to third parties.
With the consent of the registered person, photos and videos may also be shared with Maailmanvaihto’s partner organisations, such as umbrella organisations, for communication purposes.
With the consent of the registered person, photos and videos may be shared with representatives of the mass media for use in their publications (such as newspapers, magazines, online media, or broadcasts).
Maailmanvaihto uses Google cloud services for storing photos, videos, and consent forms. As a result, personal data may be transferred outside the EU/EEA. Such transfers are carried out in accordance with applicable data protection legislation.
9. Data Security
Personal data is stored electronically.
- Documents are stored in Maailmanvaihto’s Google Workspace accounts.
- Access to accounts is protected with passwords.
- Office computers are protected with security software.
- Access rights are limited to authorized users only.
10. Storage period and processing principles
Photos, videos, and consent forms are stored for as long as they are needed for the stated purpose or until consent is withdrawn.
Photos and videos are processed only for persons who have given their consent. If consent is not given, photos and videos featuring the person are not used.
If consent is withdrawn, Maailmanvaihto will remove the photos and videos as far as reasonably possible, for example from its own communication channels.
11. Rights of the Registered Person
Under the GDPR, registered persons have the right to:
- Access their personal data
- Request correction of inaccurate or incomplete data
- Request deletion of their personal data
- Withdraw their consent at any time
- Object to the processing of their personal data
- Lodge a complaint with the Finnish Data Protection Ombudsman
Requests related to these rights should be sent to the Communications Officer.
12. Correction and Deletion of Data
If personal data is inaccurate, outdated, or unnecessary, the registered person has the right to request correction or deletion.
Maailmanvaihto will correct or delete personal data on its own initiative or upon request, in accordance with applicable legislation.
The registered person is responsible for ensuring that the information they provide is correct and for informing Maailmanvaihto of any changes.
13. Changes to the privacy policy practices
This privacy policy may be updated if legislation changes or if Maailmanvaihto’s data processing practices change.
The latest version will always be available upon request or on Maailmanvaihto’s website.