S Group's cooperative member register is maintained in the co-op member and customer register. The register is also used to manage and cater for customer relationships with co-op member households belonging to S Group's cooperatives, to keep in contact with them and for marketing purposes. The information in the register is used, for example, to pay Bonus purchase rewards, interest on membership fee and, where applicable, return on surplus to co-op members.
The Personal Data Act stipulates that all persons are entitled to view the information recorded on them in a personal data register. The statutory description of S Group's cooperative member register can be found below.
Should you wish to check your own information, send a written enquiry to your cooperative. In order to make an enquiry, request a form from a customer service point. We will confirm your identity in connection with the submission of a written enquiry.
After this, you can choose between having the extract from the register delivered to the address stated in the register and picking it up at an agreed time. The extract will be provided as soon as possible, but not later than within the statutory delivery period (3 months).
Description of the personal data file
DESCRIPTION OF FILE in accordance with section 10 of the Personal Data Act (523/99)
1. Keeper of the register
Name: SOK Customer Relationship, Communication and Marketing Services
Postal address: PO Box 1, FI-00088 S Group
S Group co-op member service: +358 10 765 858
Street address: Fleminginkatu 34, FI-00510 Helsinki
2. Person managing register matters
Name: Minna Ojala
3. Name of register
S Group's co-op member and customer register
4. Purpose of personal data processing
The purpose of the register is to manage and market S Group's customer relationships, such as member and co-op member relationships, and co-op member households' and other customers' customer relationships, as well as to plan and develop the business activities of the cooperative societies belonging to the same economic consortium as S Group at the time (cooperatives and SOK Corporation and its subsidiaries).
The register also maintains a member list of S Group's cooperatives as required by chapter 3, section 3 of the Finnish Cooperatives Act.
The information in the register can be processed by the cooperative societies belonging to S Group at the time, and it can be used for marketing purposes for partners belonging to the Bonus system and S Group at the time.
The information in the register may be processed according to the information content section and the information on purchases by co-op member households, at the level of the receipt's total, for payment of Bonus, return of surplus and other possible benefits based on purchases. In order to plan and develop business activities, purchase information at the product and product group level and information about the use of S Group's services can also be processed for each customer group separately.
Product-level purchase information may also be processed on a customer-specific basis in order to provide customers with separately acquired services, such as an electronic guarantee receipt service.
5. Information contained in the register
The information below may be processed in the register of co-op members and other customer types as required.
Basic information:
- first and last names, address, telephone numbers, e-mail address, social security number, date of birth, gender, language, nationality, profession, education, previous personal information, form of housing, year of birth of children living at home
- customer number, balance terminal code, start date and validity of co-op membership and customer relationship
- denial and update information received from the Population Register Centre
- information about belonging to S Group's personnel, information about belonging to administrative bodies of S Group's cooperatives
- direct marketing permissions and refusals
- information on benefits focused on co-op member and/or customer households, information on other communication concerning customer relationship management
Cooperatives' member information:
- name of member cooperative, membership number, membership state, application date, joining date, joining office, registration date, payment of membership fee
Information on co-op member household:
- information on people belonging to the same co-op member household and their roles
Account information:
- benefit payment account number and type
Information on S-Etukortti cards:
- card number, card type, card validity
- information about Bonus purchases made by the co-op member household with the card
- information on what membership the card order is based upon
Purchase information and information about using services:
- card number of the S-Etukortti card used for purchases entitling to co-op member benefits, purchase date, time, purchase location, purchase total, payment method
- product-level purchase information related to the customer if the customer has obtained services that require such information (for example, electronic guarantee receipt service)
- purchases and services ordered based on other customer relationships (for example, transactions via the online service and shop, ordering news bulletins)
6. Regular sources of information
Information is received on the co-op member agreement made by the co-op member as well as on notifications related to the co-op member system and made to S Group's cooperative societies or to partners belonging to the Bonus system during the co-op membership. Information is received on registrations made by the customer as well as on notifications made by the customer during the customer relationship. Name and contact information updates are also received from authorities and companies offering update services.
Information related to using the S-Etukortti card is received from the cash register systems of the cooperative societies belonging to S Group's Bonus system.
Information on using the S-Etukortti card and on other digital transactions carried out by the co-op member household and customers can be received from websites, data systems or other digital sources of S Group or of partners belonging to the Bonus system that can be accessed with the S-Etukortti card or other codes given to a co-op member household and customers.
7. Provision of information and transfer of information outside the EU
SOK provides the tax authorities with information on the membership fee interest paid to the cooperative's member. SOK may provide information within the limits permitted and required by current legislation.
Personal data is not transferred outside the EU.
8. Register protection principles
Manually stored information
Card applications and other manually handled documents containing customer information are kept in a locked and fireproof depository after initial processing. Only designated S Group workers who have signed a confidentiality agreement are entitled to handle manually stored customer information.
Electronically stored information
Only designated S Group workers and workers of companies commissioned by and working for S Group have the right to use the co-op member and customer register and maintain its information. Each defined user has his or her own personal username and password. All users have signed a confidentiality agreement. The system is protected by a firewall protecting against intrusions in the system from outside S Group.
9. Inspection and denial right
A registered person has the right to inspect the information about him or her in the register. The inspection request must be made in writing by contacting S Group's customer service point. The inspection request must be signed.
A registered person has the right to deny the processing and provision of his or her information for direct advertising, distance sales, direct marketing and market and opinion research by contacting S Group's customer service point.