Data protection and privacy policy

Version: 11/09/2019

The purpose of this policy is to inform you how the organisers of the Helsinki Information Law Moot Court (“Moot”) use your personal information. Please read it carefully before submitting personal data.

Controller:  The controllers of your personal data are the organizers of the Helsinki Information Law Moot Court (“moot”), Sam Wrigley and Tobias Bräutigam (also referred to as “we” or “us” in this Policy). You can get in touch with us using the Contact Form. We are responsible for ensuring that your personal data is processed in compliance with this Policy and applicable data protection laws.

Type of personal data: We collect your personal data through different means explained below. The personal data processed by us is provided by you upon registration to the Moot and when you communicate with us. The personal data we collect includes the following categories of personal data:

  • Your contact details (e.g. name, email, phone number)
  • Information regarding the registration (e.g. your team, your university, your role)
  • Information relating to submissions in the Moot (e.g. memos you submit)
  • Information you submit via the registration and contact form on https://infolawmoot.fi
  • Information included in the cookies necessary for the basic functioning and security features of the website. See https://wordpress.org/support/article/cookies/ for more details.

We also collect basic technical data on the use of the website which, in extreme cases, may be associated with individual users. The technical data we collect includes the following categories: time stamp of access, country of access, type of browser and operating system used, and log data relating to the use of the website

Purpose for processing personal data: The personal data will be processed for the purposes of organising and running the Moot under the legitimate interest justification. This may include, for example, organising the oral rounds, scoring members and creating prizes. We may also contact you to ask if you would be interested in taking part in promoting the Moot in your university by for example being a coach or judge or giving an interview. In rare cases (see below), we might process your picture taken during the oral rounds.

Legal basis: To run the Moot, we need to process the personal data of all applicants, competitors and coaches. This processing is performed under the legitimate interest processing justification and is done only insofar as is necessary for the organisation and running of the Moot.

All promotional activity using personal data, including the use of photos for promotional activities will be based on your consent.

Data sharing: Your personal data will be processed by the organisers of the Helsinki Information Law Moot Court, or by other persons who may be associated with the Moot for the purposes listed above. We will share personal data with parties who are directly associated with the Moot (e.g. judges) where necessary to run the Moot. We will not sell your personal data.

Data retention: We will retain your personal data for 12 months after awarding the prices. We will add your email address to an alumni list unless you let us know that you would not like to be on the email list.[TB1] 

Your rights: You have a right to access personal data we process about you. You may access, correct, update, change or remove your personal data at any time. However, please note that certain information is strictly necessary to run the Moot and if you do not provide this information, you will not be able to participate. You have a right to object for certain processing. To the extent required by applicable data protection law, you have a right to restrict data processing. You have a right to data portability, i.e. the right to receive your personal data in a structured, commonly used machine-readable format and transmit your personal data to another data controller, to the extend required by applicable law. Please send above-mentioned requests using the Contact Form.

If you think there is a problem with the way in which we are handling your personal data you have the right to file in a complaint to your national data protection authority in the EU/EEA. In Finland, that is the Data Protection Ombudsman. You can find the contact details here: https://tietosuoja.fi/en/home.

Security: We store your data in commonly used software, such as Microsoft OneNote or Word and provide access only to persons involved in organizing the Moot.  Please be aware that, although we endeavour to provide reasonable security measures for personal data, no security system can prevent all potential security breaches.

Changes to this policy: We may change this Policy from time to time. If we make any changes to this Policy, we will let you know on our website (https://infolawmoot.fi), where you will find the latest version of this Policy.