How we look after your personal information.

ASI Scandinavia is responsible for this information.

ASI Scandinavia, Røyseveien 41, 3530 Røyse, Norway. Write to info@asiscandinavia.org about anything on this page, including a request to see, correct or delete what we hold.

We are a membership organisation in Scandinavia, based in Norway. Your rights under the General Data Protection Regulation apply wherever you live.

What we hold, and why.

How to reach you

Name, address, email, telephone. We hold this because a membership is an agreement between you and the organisation, and we cannot run it without being able to write to you. Kept while your membership is current, and afterwards only as long as we are required to keep the record.

Identifiers for an organisation

If you join as a business or a supporting ministry, we hold its registered name and its organisation or registration number. These are public company-register details and we keep them because invoicing and accounting law requires an identifiable counterparty.

What you do, and what you want from membership

Your profession or business, your sector, a description of your work, and why you want to become a member. You wrote it and it is what the board reads when it decides an application. We hold it for as long as it is useful to running the organisation, and you may ask us to change it at any time.

Your church and conference

Home church and union conference say something about your religious belief, which the law treats as a special category. The application form no longer asks for them. The form we used before did, because ASI is an Adventist lay organisation and the board wanted to know that an applicant was connected to a congregation. If you gave them then, we hold them ONLY on the basis of your explicit consent, which you may withdraw.

When you write to us

The form for writing to us asks for your name and email address, a subject if you wish, and your message. We keep them with the page you wrote from and the time you sent it, so that we can read and answer what you asked, and see later what was asked and answered. We do this on the basis of our legitimate interest in answering the people who write to us.

Your message is emailed to our office at info@asiscandinavia.org. A message written from a page about one subject, such as presenting your ministry at the convention, is also emailed to the person who answers about that subject for us. A copy is kept on our own system, where the people in our team who answer messages can read it, until one of them deletes it: there is no fixed end date. You can ask us to delete your message at any time, and we will.

Your internet address is not kept with your message. Our server records it when you send the form, as it does for every page you open (see “What we record when you visit” below). You can also write to us directly at info@asiscandinavia.org instead of using the form.

If you gave us somebody else's details.

The membership application asks for the name and email address of one person who knows your work, such as an existing member or the pastor of your church, and how they know you. The form we used before also asked for their telephone number.

When we first contact that person, we tell them that we hold their details, that you gave them to us, and how to have them removed. They can ask us to delete their details at any time, and that does not affect your application.

We keep a referee's details while the application is being decided, and afterwards only as part of the record of that decision.

What you decide yourself.

You decide each of the following separately. None of them is a condition of membership, and saying no to one changes nothing else. We record the date of each decision, and you can change your mind at any time.

• The newsletter: general news and articles.
• A directory listing: your entry is public only if you choose to publish it, and withdrawing it removes it.
• Photography: whether pictures of you taken at an event may be used.
• Being named as a reference in somebody else's application.
• Keeping your decision card after a board decision.
• Food, access and health information you give us for an event, which we use only to cater for you safely and to arrange your stay, and delete a month after the event.
• Keeping that information for your next booking, so that it can start from it. You choose this with a box of its own on the booking form. We then keep it until you ask us to delete it, and no longer than three years after your last booking.

You do not need to give a reason for withdrawing a consent.

How long we keep your information.

• Required by law — accounting and invoicing records are kept for the period Norwegian law requires, and we cannot delete them earlier even if you ask.
• Part of the agreement — your membership record is kept while the membership runs, and then as the record of an agreement that existed.
• Given with consent — deleted when you withdraw the consent.
• Day-to-day running — deleted when it stops being useful, and reviewed rather than kept indefinitely.
• A message written to us through the site — kept with no fixed end date, until somebody in our team deletes it. You can ask us to delete yours at any time.
• The convention team's list of the people we invite, with the bookings in it — brought up to date once a day until the end of the January after the convention, and kept until we decide to delete it. You can object to being on it at any time.
• Records of visits to this site, and of the steps of a booking or an application, as described under “What we record when you visit” below.

The companies that handle it for us.

Three companies handle personal information for us, each for one purpose:

• DigitalOcean runs the server, in Amsterdam, where this site and everything it records are kept.
• Brevo sends the site's emails, such as a booking's confirmation and the messages written to us through the site, and our newsletter.
• Google Workspace holds our office's email, including everything sent to info@asiscandinavia.org, and our team's working documents. Among them is the convention team's list of the people we invite: while bookings are open, it is brought up to date once a day from this site with each booking's details (who booked and how to reach them, who is coming and how they stay, and what has been paid), so that we can thank those who have booked, not invite them again, and help those who started a booking and did not finish it. Google is based in the United States, so this information may be stored there; Google is certified under the EU-US Data Privacy Framework, the European Commission's arrangement for sending personal information to companies in the United States.

When you pay by card, you pay on Stripe's own payment page. Stripe holds your card details, and we never see them.

Your rights.

You may ask to see everything we hold about you, to have it corrected, to have it deleted, to have it sent to you in a portable form, and to object to a particular use. Write to info@asiscandinavia.org and we will answer within one month.

If you are not satisfied with how we answer, you may complain to the data protection authority where you live — Datatilsynet in Norway and Denmark, Integritetsskyddsmyndigheten in Sweden, or Tietosuojavaltuutetun toimisto in Finland.

What this website stores on your device.

Everything the site keeps on your device is there to make the site work, and none of it watches you. Signing in keeps you signed in. How the pages look — light or dark, and how close together everything sits — is remembered for the next page you open, and so is the language you choose. Opening the membership application keeps a marker on your device so that a closed tab is not a lost application: it goes when you send the application, and otherwise clears itself after about two months. Beginning a booking for the convention keeps a marker of its own, for the same reason, and that one clears itself after about a month. None of them is used for advertising and none is shared with anybody.

We do not use advertising trackers, and no outside company's analytics script runs on these pages.

What we record when you visit.

When you open a page on this site, our server records the internet address your device connects from, what your browser says about itself with every request for a page (its name and version, the system it runs on, and the languages it asks for), which page you opened, the site you came from, and when.

From the internet address we work out roughly where you are, usually the country and sometimes the town, and which company your connection belongs to. This is looked up in a database kept on our own server. Your address is never sent to anybody else to look it up.

When you fill in the booking form or apply for membership, we also record each step you take, with the time, your internet address and your browser, alongside your booking or application.

Why

We record this for three reasons: to count how many people visit the site, to keep the booking form, the membership application and the form for writing to us safe from misuse, such as many bookings from one place in a short time or automated programs filling them in, and to understand how people find and use the site so that we can make it work better for them. We do this on the basis of our legitimate interest in running a safe and useful website. It is not used for advertising, and we do not sell it or share it with anybody.

If we see misuse coming from one internet address, we may stop that address from using the booking form and the membership application. The rest of the site can still be read from it, and you can always write to us instead.

No cookie, and a few details of your device

No cookie is used for any of this, and nothing is stored on your device for it. When a page opens, a small script on it reads a few general details of your device and browser: its time zone, the languages it is set to, the size of the screen and the window, whether it has a touch screen, roughly how much memory and how many processor cores it has, and whether a program rather than a person is running it. From these it makes a short code that helps us tell one visit from another, and see whether a visit comes from a person or a program. None of these details names you. If your browser sends a Do Not Track or Global Privacy Control signal, the script sends nothing. What our server records from what your browser sends anyway (the internet address, what your browser says about itself and the languages it asks for, the page and the site you came from, and the steps of a booking or an application) is recorded either way, because it is part of keeping the site and the forms safe.

How long

At present these records are kept with no fixed end, and we review them along with everything else we hold. When we decide on a period, it will be written here. The record of the steps of a booking or an application is kept as long as the booking or application itself, and is deleted with it. You can ask us at any time what we hold about your visits, and to delete it.