Privacy Policy for IAKS Nordic


The event organiser, IAKS Nordic, has the legal responsibility to tell ticket buyers and event attendees how their personal information will be collected and used. You can find their Privacy Policy below or contact them to request it.

Privacy policy  – Getting people moving! (21–22 April 2026)

Data controller

IAKS Nordic is the data controller (“we”, “us”) for personal data processed in connection with the Getting people moving! conference (21–22 April 2026).

Responsible contact person: Pasi Riikonen
Email: Pasi@creations.fi
Postal address: Atlantinkatu 12 B 146, 00220 Helsinki, Finland

Ticket Tailor is used as our data processor for handling registrations and participant data.

What personal data we collect

When you register (or when your organisation registers you), we may collect:

  • Name
  • Email address
  • Organisation and job title (if provided)
  • Ticket category / registration type and registration status
  • Billing details needed for invoicing (if applicable)
  • Dietary requirements and accessibility needs (if provided)
  • Messages and information you send us related to the event

Payments: If payment is handled by invoice / bank transfer (not online), we do not receive payment card details. If online payment is enabled later, payment details are processed by the payment provider; we receive only payment status and transaction references as needed for accounting.

Why we process your data (purposes)

We process your data to:

  • Manage registrations, attendance lists, and participant communication
  • Provide practical information about the event (e.g., schedule updates, venue access, tour instructions)
  • Arrange logistics such as catering and accessibility support (where relevant)
  • Handle invoicing and accounting (where applicable)
  • Maintain event safety and operational planning (e.g., capacity management)

Legal basis (GDPR)

We process personal data based on:

  • Contract (GDPR Art. 6(1)(b)) – to deliver your participation/registration
  • Legal obligation (Art. 6(1)(c)) – accounting and record-keeping where required
  • Legitimate interests (Art. 6(1)(f)) – to organise a functional and secure event and communicate necessary information

For any special category data you voluntarily provide (e.g., dietary information that may imply health or religion), we process it only for event arrangements and limit access strictly.

Photography and video at the event

Photos and/or video may be recorded during the event for:

  • documenting the event,
  • IAKS Nordic communications (e.g., website, newsletters, presentations, social media), and
  • reporting to partners/stakeholders.

How we handle this in practice:

  • We aim to focus on groups and general atmosphere.
  • If you do not wish to appear in photos/video, please inform the organisers on-site (registration desk) and/or the photographer. We will make reasonable efforts to avoid photographing you and to remove identifiable images of you from future publications where feasible.

Legal basis: legitimate interests (GDPR Art. 6(1)(f)) for documenting and communicating about the event. Where a specific use requires consent, we will request it.

Who we share data with

We may share necessary data with:

  • Ticket Tailor (registration platform) and its approved sub-processors
  • Event venue / access control (e.g., attendee list or badge names) if needed for entry and safety
  • Service providers supporting the event (e.g., badge printing, photography), only as required
  • Authorities, if required by law

We do not sell personal data or share it for third-party marketing.

International data transfers

Ticket Tailor and some suppliers may process data outside the EU/EEA. Where applicable, transfers are protected using appropriate safeguards under GDPR (such as Standard Contractual Clauses) and other lawful mechanisms used by the provider.

Data retention

We keep personal data only as long as necessary:

  • Registration/attendee data: 12 months after the event for follow-up and reporting
  • Invoicing/accounting records: retained for the period required by law
  • Photography/video: retained as long as needed for documentation and communications, unless you object and we must remove identifiable images where feasible

Your rights

You have the right to:

  • access your data,
  • correct inaccurate data,
  • request deletion (where applicable),
  • restrict processing or object (where applicable),
  • data portability (where applicable),
  • withdraw consent at any time (where processing is based on consent).

To exercise your rights, contact: Pasi@creations.fi.

Complaints

If you believe your data has been processed unlawfully, you may lodge a complaint with a supervisory authority. In Finland, this is the Office of the Data Protection Ombudsman (Tietosuojavaltuutetun toimisto).

Security

Access to personal data is limited to those who need it to organise the event. We use appropriate organisational and technical measures to protect personal data.