© 2019  ISOCM  |  All Rights Reserved  |  University of Eastern Finland, Joensuu Campus  |  School of Theology, Philosophical Faculty  |  PO Box 111  |   80101 Joensuu, Finland  |  isocm.secretary (a) gmail.com

The ISOCM Privacy Policy

International Society for Orthodox Church Music – ISOCM

Privacy Policy

last updated: 11 February 2019

This Privacy Policy explains how the International Society for Orthodox Church Music – ISOCM collects and processes personal data (personal information). We respect your privacy and are committed to protecting your personal data.

Who we are and how to contact us

The ISOCM is an organisation for researchers, composers, singers, students and others interested in church music traditions based on Byzantine and other Eastern Christian heritage and providing them with opportunities to communicate, meet, share, learn and participate in conferences worldwide.

International Society for Orthodox Church Music – ISOCM
Orthodox Theology, School of Theology
Philosophical Faculty
University of Eastern Finland, Joensuu Campus
P.O. Box 111
80101 Joensuu
Finland

You can contact the Secretary of the ISOCM by e-mail: isocm.secretary (a) gmail.com
or using the contact form on our website.

What kinds of personal data we collect and process and why

We collect most of the personal data we process directly from you. We only ask you for data we need for the different functions of the Society. If you do not provide the data we ask, we cannot guarantee you the benefits and services we offer. In many cases you can voluntarily give us more personal data than we ask, and if we need these data to fulfill your request or if these data enable us to better serve you in line with your requests or reasonable expectations from us, we may process them for these purposes. The legal basis for the processing of your data is either a contract between you and the ISOCM, our legitimate interests, your consent or our legal obligation. Some of the personal data we collect are meant to be published, and we will always let you know when we collect personal data if they will be published and where.


Membership of the Society
When you apply for the membership of the ISOCM, we ask you to give us your name, postal address and e-mail address. We need your full name and domicile to comply with Finnish legislation concerning associations and your contact information to be able to inform you about the activities and news of the Society, for example to send you invitations to annual meetings and information about our upcoming conferences. We get financial information concerning your membership fee payment from the service provider you use to make the payment (bank or PayPal). PayPal also gives us your contact information. Elected Board members are expected to provide a short biography, which is published on the website of the Society along with their name and e-mail address.

E-mail newsletter
When you subscribe to our e-mail newsletter, you give us your e-mail address for sending you information and news about the ISOCM and for example conferences, other events and publications.

Conferences and other events
When you register for an event arranged by the ISOCM, we ask you to give us your name, contact information and other personal data that may include for example your title and affiliation. We may ask those participants who propose or are asked to speak, teach, present, conduct or perform in an event, to provide a short biography. We may also ask you to give us information that we need for practical arrangements of the event, such as special dietary requirements. We get financial information concerning your registration fee payment from the service provider you use to make the payment (bank or PayPal). PayPal also gives us your contact information.

When you attend an event arranged by us, we may receive photographs or audiovisual media in which you can be identified, from you, our staff members or other people attending the event. We will ask for your consent for the sharing of such audiovisual media on our website and social media channels during the registration process or the event itself. You may prohibit the use of audiovisual media in which you can be identified also later by contacting an organiser of the event or the Secretary of the Society (isocm.secretary (a) gmail.com).

Journal of the ISOCM (JISOCM)
When you propose a paper to be published in the JISOCM, we ask you to give us your name, contact information and other personal data, for example your title and affiliation. If your paper is accepted, we may ask you for a short biography to be published in the Journal.

Purchase of products
When you purchase products from us, we ask you to give us your name and a postal address for the delivery of the product and other contact information to confirm successful delivery. We also get financial information concerning your purchase from the service provider you use to make the payment (bank or PayPal). PayPal also gives us your contact information.

Correspondence and social media
When you correspond with us by e-mail or phone or connect to our social media channels, such as Facebook, YouTube or Twitter, for example by following or tagging us or sharing media with us, you give us certain personal data, such as your name, your contact information or photographs or other audiovisual media in which you can be identified. We may use these data for contacting you in line with your requests or reasonable expectations from us, or for sharing or resharing the audiovisual media in our other social media channels or on our website. We may use the user analytics and statistics provided by the social media platforms for developing the communication and activities of the Society.

Our website and use of cookies
When you visit our website, we collect information about your use of the website. These data include your location and IP address. We use this information to improve your experience using our website.
Our website uses cookies, small text files that are stored on your device, to improve your experience using our website. You may refuse the use of cookies by selecting the appropriate settings on your web browser. Turning cookies off may result in a loss of functionality when using our website. By using our website, you consent to our use of cookies.

Who processes your personal data

Your personal data are processed by the ISOCM staff (Board members, employees and volunteers), who are required to protect the data they process. Access to your personal data is restricted so that only those people who need to process your data may process them, and so that these people may process only those kinds of data they need.

We may disclose your personal data to third party service providers to fulfill a contract between you and the ISOCM or with your consent, such as delivering you a product you have purchased by post, or reserving accommodation for you at an event you have registered for. We disclose personal data to authorities according to our legal obligations, for example for the inspection of the finances and the administration of the Society. Read more about the service providers we frequently use and their privacy policies.

Transfer of personal data outside the EU

The ISOCM is an international organisation, and we have both members and activities all over the globe. Thus, Board members or other staff of the Society who process personal data may reside outside the European Union, and the events arranged by the Society may take place in non-EU countries and require data processing in those locations. We apply our data protection and data security measures in all our actions both within and outside the EU, but it is important to acknowledge that all countries may not offer the same level of data protection as your home country. When you engage in the activities of the ISOCM, you give your consent to the possible transfer of your personal data to members of the ISOCM staff outside the EU. When you register for or attend an event arranged in a non-EU country, you give your consent to processing your personal data in that country.

ISOCM staff members who process your personal data use communications service providers that have transparent and reliable privacy policies and offer acceptable data protection and data security measures, but they may transfer data outside the EU. The Secretary and the Editorial Secretary of the ISOCM use the services of Google, Inc. for e-mail correspondence and to maintain updated lists of e-mail recipients. Google transfers data outside the EU, complying with the EU-US Privacy Shield Framework. Read more about Google's privacy policy and data protection.

The e-mail newsletter of the ISOCM is provided by Wix.com Ltd., and the e-mail addresses of subscribers may be transferred to non-EU countries. Wix may process personal data in countries not providing adequate protection according to the European Commission. When you subscribe to the newsletter, you give your consent to these transfers of personal data. Read more about Wix's privacy policy and data protection.

How we keep your data secure and how long we store it

We store your personal data on protected media and secure servers. The data is kept up to date and backed up. Access to personal data is restricted, and people processing the data are required to protect them.
We remind you that e-mail is not a completely secure means of sending information, so even though we do our best to keep your data secure, there are always some risks involved in disclosing your personal data to us by e-mail.

We store your membership information for no longer than one year after your membership has discontinued and your e-mail address until you unsubscribe from our newsletter.
Your name and contact information are stored for no longer than two years after the event you have participated in has taken place and for no longer than 18 months after your purchase has been delivered. The name and contact information of authors are stored for no longer than one year after the release of the publication they have contributed to.
Sensitive data, such as data concerning health needed for practical arrangements of an event, is erased as soon as it is not needed, at the latest when the event has taken place.
Documents concerning the operations of the Society such as annual reports and financial statements are stored as required by Finnish legislation.

 

Changes to this Privacy Policy

We reserve the right to modify this Privacy Policy at any time, so please review it frequently. Changes and clarifications will take effect immediately upon their posting on the website. If we make material changes to this policy, we will notify you here that it has been updated.

Your rights

You have the right to request a copy of the personal data that the ISOCM has about you.
You have the right to request that any incorrect information we have concerning you is updated without delay.
You have the right to request that all data relating to you is erased by the ISOCM.
You have the right to restrict the processing of your personal data or, where the legal basis for the processing of your data is your consent, to withdraw your consent for further processing of the data at any time.

You can do all of the above by contacting the Secretary of the ISOCM by e-mail at isocm.secretary (a) gmail.com or using the contact form on our website.
We will respond to your request within a month from receipt.

If you consider we have infringed the EU or Finnish legislation when processing your personal data, you have the right to lodge a complaint with the Office of the Data Protection Ombudsman or the supervisory authority of your country of residence within the EU.