Privacy notice
This is how Shadow Room ry processes personal data received through the website. Updated 5 November 2026.
1. Controller
Shadow Room ry (Business ID 3083771-7)
Hakintie 14, 01380 Vantaa
Email: void@shadowroom.org
Phone: +358 41 3100 282
For data protection matters, you can contact us by email at void@shadowroom.org.
2. What data we process
We only process data that you provide to us yourself:
Membership application: name, email, phone number (optional), type of membership applied for, name of the organisation and a free-form introduction.
Quote request: name, company or organisation (optional), email, phone number (optional) and message.
Survey «What is the essence of darkness?»: the text of the answer, the date it was received and whether permission to publish has been given. The survey does not ask for a name or contact details.
Email and phone: the content of your message and your contact details when you contact us.
3. Purpose and legal basis of processing
Membership applications are processed in order to approve membership and maintain the register of members. The legal basis is your consent and the obligation under the Associations Act to keep a list of members.
Quote requests and enquiries are processed so that we can reply to you and make you an offer. The legal basis is steps taken prior to entering into a contract and our legitimate interest in responding to enquiries.
Survey responses are used in planning the association's artistic activities, exhibitions and events. Responses or parts of them are published as anonymous quotations only if you have given permission to publish. The legal basis is your consent.
4. Retention period
We keep data only for as long as is necessary for the purpose for which it is used. Rejected membership applications and quote requests that do not lead to collaboration are deleted within one year at the latest. Members' data is kept for the duration of their membership. Survey responses are kept in the association's archive of darkness until further notice.
5. Disclosure of data and processors
We do not sell or disclose data to third parties for marketing purposes. Data from the forms is stored in the website's hosting service, which acts as a processor of personal data on our behalf. Spam protection is provided by the hCaptcha service, which may process technical data, such as your IP address, also outside the EU and the EEA, in accordance with the service provider's terms.
6. Cookies
The website uses cookies that are necessary for it to function. If analytics or marketing cookies are introduced on the website, they will be described in this notice and your consent will be requested for their use.
7. Your rights
You have the right to access your data, to request its rectification or erasure, to restrict processing, to object to processing and to withdraw your consent at any time. Requests can be sent to void@shadowroom.org.
As survey responses are given anonymously, we may not be able to link a response to you. If necessary, tell us the content of the response and when you sent it, and we will look for it.
You also have the right to lodge a complaint with the supervisory authority: the Office of the Data Protection Ombudsman, tietosuoja.fi.
8. Changes
We may update this notice as our activities change. The current version is always available on this page.