TERMS AND CONDITIONS

1. Basic information

Rent a Finn is a marketing campaign (hereinafter: “Campaign”) arranged by Business Finland Oy – Visit Finland, P.O. Box 358, Porkkalankatu 1, 00180 Helsinki, Finland, business ID 0202317-7 (hereafter: “Visit Finland” or “We”).

Anyone who applies to participate in the Campaign (“Participants” or “You”) must follow these Terms and Conditions.

2. Purpose of the Campaign

The purpose of the Campaign is to promote travel to Finland by selecting eight individual visitors and two deputy visitors (“Visitors”) who will be accommodated by eight selected hosts and two deputy hosts (“Hosts”) in Finland during the summer of 2019. During the visit, the Visitors will be accommodated by eight individual hosts and deputy hosts who will provide Finnish nature experiences for Visitors.

3. What We expect from the Visitors

The selected Visitors are committed to stay for two or three nights in the accommodation provided by the Hosts. During the visit, the Visitors are also committed to participating in traditional Finnish nature activities organized by the Hosts, that may include fishing, sailing & boating, island life, cottage life, trekking, foraging, campfire food and/or sauna as agreed on separately with the selected Visitors.

Before the visit, the selected Visitors commit to participate in pre-marketing activities of the Campaign as agreed on separately with the selected Visitors.

The Visitors accept that participation in the Campaign may result in media attention and they commit to participating to a reasonable extent in any media coverage related to the Campaign, e.g. by giving interviews to media outlets.

In addition, the selected Visitors are required to

• have at least mediocre English language skills and be comfortable to express themselves in English
• have sufficient capability to participate in the selected activities for the Visitors and
• be at least 20 years of age.

4. Timeline

The application period starts on 18 March and continues until 21 April 2019 at www.rentafinn.com.

The final selection of the Visitors will take place by the end of May 2019.

The application period for the visitors is from 18 March 2019 until 21 April 2019.

The visits will be carried out during summer 2019 (June-August) as agreed separately.

5. Selection and publication of the Visitors

We will contact the most suitable Visitors personally. As soon as the final selection has been made, We will sign separate agreements with the selected Visitors and (two) deputy visitors.

6. Documentation related to the Campaign and publicity

6.1 Application

As a part of Your application, You are requested to provide Us a video that contains Your personal information. As a Visitor applicant, You accept the use of your videos by Us, by our partners and by any other companies that take part in the planning and execution of the Campaign (together “Partners”), so that the most suitable Visitors for the Campaign can be selected.

6.2 Visit

The visit, including the activities provided by the Host, will be documented with videos, photographs and written descriptions (together “Documentation Material”) by Visit Finland. We will Use the Documentation Material in Our own marketing channels such as social media and VisitFinland.com and rentafinn.com.

The selected Visitors may also provide their own Documentation Material of their visit, and especially of the activities with their Hosts, in their own social media channels, websites and/or other media. The selected Visitors give unlimited rights for Visit Finland, its Partners and Hosts to Use the Documentation Material in the above listed marketing channels for the period of five (5) years.

7. Use of third party material

If You incorporate into any application material (e.g. videos, photos and descriptions) or Documentation Material materials of any third party, You are responsible for obtaining, at Your own expense, all rights, licenses, consents, and permissions necessary for Us to have the fully paid up, perpetual, irrevocable, worldwide and unlimited right to Use the third party materials in connection with the Campaign and consistent with these Terms and Conditions.

8. Expenses

Visit Finland shall organize and cover the expenses of the Visitor’s travel to the location where they shall be hosted and back. The trip contains round-trip tickets to Finland, on Finnair-operated flights whenever possible. The Visitor shall arrange and pay for possible transportation necessary to reach the airport in question. If necessary, Visit Finland shall organize possible additional accommodation for 1-2 nights with adequate meals, and shall pay all related expenses. The details related to travel and accommodation arrangements shall be agreed on separately between the Visitor and Visit Finland. The Visitor is free to continue his/her stay in Finland for a reasonable time after their visit at the Host has ended. Such an extension of the stay shall be agreed upon beforehand and it shall happen entirely at the Visitor’s own expense.

Visit Finland shall also pay the necessary visa application fees, however, the selected Visitors are responsible for applying for visa to Finland by themselves.

Visitors will not receive any separate compensation for participating in the Campaign.

The Visitors are responsible for any and all taxes and other payments related to the compensation and other fees. However, tax and other deductions provided by law will be deducted from the compensation by Visit Finland, if applicable.

9. Independency of the Participants and Visitors and Agreements with the selected Hosts and Visitors

We will sign separate agreements with each selected Host and Visitor to ensure that the visits will be successful for all the parties.

The Participants, the Hosts and Visitors are independent parties in relation to Us. No form of employment relationship shall occur between Us and the participants, Hosts or visitors based on the relationship, these Terms and Conditions or the separate agreement.

10. Use of personal data

Any personal data of the Participants will only be processed in accordance with the applicable data protection legislation. More information on the processing of personal data in this Campaign can be found in the privacy notice here.

11. Damages and insurance

The selected Visitors bear full risk of any damages or accidents that may be encountered by them during the visit, including when participating in the activities organized by the Hosts.

The Visitors are required to arrange sufficient insurance coverage, (e.g. travel, accident and/or health) for themselves and their carry-along property at their own expense. The Hosts are required to arrange sufficient insurance coverage, (e.g. travel, home, accident and/or health) only for themselves and their carry-along property at their own expense.

12. No assumption of liabilities

You agree that Visit Finland shall not assume, or in any way be liable or responsible for, any liabilities, damages, claims, taxes or obligations the Visitors may encounter or be responsible for by participating in the Campaign.

13. Indemnification

You agree to defend, indemnify and hold Visit Finland harmless from and against any and all claims, liabilities, damages, losses and/or expenses, including, but not limited to, attorneys’ fees and costs, (collectively “Claims”) arising out of and/or in any way connected with the Campaign to the extent requested by Visit Finland at its sole discretion.

You release Visit Finland and any and all Partners from all responsibility regarding injury or damage caused or alleged to have been caused by taking part in the Campaign.

14. Amendments to these terms and conditions

We reserve the right to cancel or amend these terms and conditions without notice. Therefore, these terms and conditions must be followed at all times as long as the Visitor search is in progress and the separate agreements with all selected Visitors have been signed.

15. Compliance with these Terms and Conditions, laws and regulations

We reserve the right to make final decisions concerning the Campaign including possible compensation and fees.

By taking part in this Campaign You agree to follow these Terms and Conditions and all decisions We may later make related to the Campaign.

The participants and Visitors warrant and undertake that they will comply with all laws, rules and regulations regarding their application and Documentation Material and organizing the visits and activities and accommodation and that they hold all relevant certificates and permits necessary if any. We do not accept any form of hate speech, discrimination or violence.

Privacy Statement

Drafted on 28 January 2019

1. Data controller

Business Finland Oy/Visit Finland (Business ID: 2725690-3)

Visiting address: Porkkalankatu 1, 00180 Helsinki, Finland

Switchboard: +358 (0)29 50 55000

2. Point of contact

Please e-mail: dataprotection@businessfinland.fi

3. Name of register

Register for Rent a Finn –Campaign

4. Purpose of personal data processing and basis for processing

Processing tasks may be outsourced to third party service providers in accordance with the data protection legislation and the boundaries imposed by same.

5. Data content of register

The following personal data may be processed in relation to in Rent a Finn Campaign:

• basic information of the participants such as name, date of birth, age, nationality, and communication language;
• contact information of the participants such as email address, phone number, address;
• information of the participants provided to Visit Finland such a video material attached to the application, references to portfolios, profiles and other sources on the Internet, language skills, other special skills, description of personal features, and information on participant’s activity and accommodation for his/her visitor(s) and any other information participants have provided to Visit Finland in its application, interviews and video presentations.
• information of the participants provided to Visit Finland during the visit such information of his/her family, friends, home, activities and other information provided by the participant during the visit that will be documented on videos, photographs and written descriptions by Visit Finland.
• information of the participants of events and possible information regarding the event, such as special diets.
• information regarding Visit Finland’s relationship with the participants and the contract such as past and current contracts, campaign profile formed based on the participant’s participation in the Rent a Finn -campaign, call recordings, correspondence with the participant and other contacts, cookies and data related to using them.

6. Personal data retention period

Information shall be erased periodically, at least every 3 years, provided that there is no longer any need to process the event information. Photos and videos provided to Visit Finland during the visit can be stored longer period.

The erasing shall take place by means of deleting the information in its entirety, by rendering the data passive so that the data are no longer processed and access to the data is restricted, by means of encrypting or overwriting.

7. Regular sources of information

Information shall be collected from the persons themselves.

For the purposes described in this privacy notice, personal data may also be collected and updated from publicly available sources and based on information received from authorities or other third parties within the limits of the applicable laws and regulations. Such updating of data is performed manually or by automated means.

8. Regular disclosures of information and recipient categories

Information may be disclosed within the framework of the Act on Innovaatiorahoituskeskus Business Finland and Business Finland Oy (1146/2017) to Innovaatiorahoituskeskus Business Finland.

Data may be disclosed to Business Finland’s co-operation partners for non-commercial purposes, for the purpose of arranging visits and events and for sending out various event/visit invitations.

9. Transfer of data outside of the EU or EEA

Personal data may be transferred outside of the European Union or the European Economic Area in accordance with the data protection legislation and within the boundaries imposed by same. If no decision regarding an adequate level of data protection has been issued in relation to the target country or if the transfer does constitute a transfer to the United States in accordance with the Privacy Shield system, the transfer shall occur by means of employing the standard clauses approved by the European Commission.

The data controller may transfer personal data outside of the EU and the European Economic Area in accordance with the data protection legislation and within the boundaries imposed by same to the employees working in the data controller’s own oversees network, to the data controller’s subsidiaries and subcontractors and to its service providers retained for data processing.

10. Principles for protecting the register

Manual material

Any material to be retained on paper is stored in locked facilities equipped with access control. The data controller’s personnel have undertaken confidentiality obligations.

Data to be processed electronically

Personnel access to the electronic data content of the register has been protected with personal user IDs and passwords. Utilisation of some of the data content of the register has been restricted to a limited group of users. The environment has been protected with appropriate firewalls and other technical safeguards.

The purpose of the above-mentioned measures is to secure the confidentiality, availability and integrity of the personal data to be stored in the register, as well as the implementation of data subjects’ rights.

11. Automated decision-making

The information in the register shall not be utilised for decision-making entailing legal effects for the person and that is based on automated data processing, such as profiling.

12. Data subject’s right to object to the processing of personal data

The data subject shall have the right, in connection with their personal specific circumstances, to object to profiling pertaining to themselves and to other processing measures directed by the data controller at the data subject’s personal data to the extent the data processing is based upon the data processor’s legitimate interests.

The data subject may present their claim regarding the objection in accordance with section 15 of this privacy policy. In conjunction with the claim, the data subject must specify the specific circumstances based on which they are objecting to the processing. The data controller may refuse to carry out the request pertaining to the objection on the grounds stipulated for under the legislation.

13. Data subject’s right to object to direct marketing

The data subject may issue the Data Controller consents or prohibitions pertaining to direct marketing on a channel-specific basis, including profiling taking place for direct marketing purposes.

14. Other data subject’s rights pertaining to the processing of personal data

Data subject’s right to obtain access to the information (Right of Access)

The data subject shall have the right to inspect which data concerning them has been stored in the register. The inspection request must be submitted in accordance with the instructions set forth in this privacy policy. The right of access may be denied upon grounds stipulated in the law. As a point of departure, exercising one’s right of access in an ordinary manner is free of charge.

Data subject’s right to require the rectification or erasure of data or restriction of processing

To the extent the data subject is able to act for themselves, the data subject shall, without any undue delay, after becoming aware of the error, or, having detected the error themselves, rectify, erase or supplement any piece of information found in the register being contrary to the purpose of the register, erroneous, unnecessary, deficient or outdated.

To the extent, the data subject is not able to rectify the information themselves, the correction request shall be submitted in accordance with section 15 of this privacy policy.

The data subject shall also have the right to require the data controller to restrict the processing of their personal data, for instance in circumstances where the data subject is awaiting the data controller’s response to their request regarding the correction or erasure of their personal data.

Data subject’s right to lodge a complaint with the supervisory authority

The data subject shall have the right to lodge a complaint with the competent supervisory authority, if the data controller has not complied with the applicable data protection regulation in its operations.

15. Contacts

In all questions concerning the processing of personal data and situations related to the exercise of the data subject’s rights, the data subject should contact the data controller. The data subject may exercise their rights by contacting dataprotection@businessfinland.fi

16. Versions

This privacy statement is updated on January 28, 2019.

The data controller follows the developments in legislation and will develop its operations constantly, and consequently, retains the right to update this privacy statement.