Suomen Olympiakomitea ry
Updated 09.10.2023
SUOMISPORT SERVICE DESCRIPTION
¢ GENERAL DESCRIPTION
Suomisport is a digital service for sports and physical activity, which is used by sports enthusiasts, sports clubs and sports federations. It is a membership service provide by the Finnish Olympic Committee to its member federations and the clubs that operate under them. All sports services are available through the Suomisport browser version and app, which makes daily sports-related activities easier for club members, parents, federation and club operators, volunteers and coaches. The service is available 24/7 in Finnish, Swedish and English.
The browser version is available at https://www.suomisport.fi.
The app can be downloaded at https://apps.apple.com/tt/app/suomisport/id1485717830 (AppStore) and
https://play.google.com/store/apps/details?id=fi.suomisport&hl=fi (PlayStore).
Suomisport is used by creating a personal Sport account in the service. The Sport account forms the core of the entire service: it is used to update basic personal information and view information related to sports activities in real time.
The Sport account provides users with access to all sports services: hobbies and events, training calendars, payments, messages and customised sports-related benefits. The service helps parents and children manage their hobby activities regardless of the sport.
Suomisport is an online shop for sports clubs and federations, through which anyone can purchase sports services and products. The payment transaction between users and sports organisations is handled digitally without invoicing. Suomisport can be used by sports federations to sell competition licences and insurance policies; offer a variety of events, such as training, courses and camps; and grant a variety of merits to their members. Sports federations can manage club groups and teams, seasonal and activity fees, memberships and membership register operations, and events.
Sporttihaku search is an online shop for services in Suomisport, which highlights all events and products that have been specified as public by clubs and sports federations. The search can be used to find new hobbies, register for activities and make payments for activities if the club/federation has enabled payment services.
Usage of Suomisport generates high-quality sports and exercise data for sports federations, clubs, authorities and researchers to utilise.
Suomisport does not have monthly, yearly or starting fees. Users, sports federations and sports clubs gain access to the service free of charge. A service fee is charged for each payment transaction in the context of using the payment functionalities of the service.
The Suomisport service is provided by the Finnish Olympic Committee in cooperation with software company Vincit Oyj and payment service provider Svea Payments Oy.
¢ PAYMENT SERVICE
The Suomisport service includes an embedded payment service provided by Svea Payments Oy, which enables end users to make payments with the most common payment methods easily and also significantly facilitates the management of sports federation and club payments. Thanks to Suomisport’s embedded payment service functionalities, the payment information is always up to date, there is no credit risk for service provider organisations (sports clubs, sports federations) and separate negotiations of payment service agreements are not needed.
Svea Payments ensures that all sports federations and clubs receive payments made by their members to their accounts. As regards payments by invoice, the service partner is Svea Perintä Oy, which handles invoice collection as necessary to ensure that federations and clubs always receive their designated payments from Svea Payments’ customer account.
Use of the payment service requires the sports federation or club to make a separate agreement with Svea Payments Oy. The deployment of the payment service is free for sports federations and clubs. Read a separate description of the payment service here.
¢ SUOMISPORT FOR SPORTS FEDERATIONS
Suomisport can be used by sports federations to sell competition licences and insurance policies; offer a variety of events, such as training, courses and camps; and grant a variety of merits to their members. In the service, the federations themselves manage their own services: licences, insurance policies, events and related details on athletes and participants, and merits. The service includes support functions related to the aforementioned main functions, such reporting and open interfaces for integration.
Suomisport/The Finnish Olympic Committee serves as an insurance agent for OP Pohjola’s sports federation insurance policies. Suomisport features fixed integration with OP’s insurance system. This means that the details of federation insurance policies acquired by end users are automatically transferred to the insurance system at regular intervals. In addition to this, Pohjola’s claims handlers have limited direct access to the insurance information in Suomisport. As the insurance agent, Suomisport, with the sports federation, is responsible for informing users about insurance policies and their terms and about the currency and accuracy of the documents. Users can view their insurance documents through the insurance card under their Sport Account.
SUOMISPORT FOR SPORTS CLUBS
Sports clubs can use Suomisport to manage their day-to-day activities in one place. The club services can be used to manage groups and teams, seasonal and activity fees, membership activities, event registrations and related functions. The service can be used to message sports club members and examine various operational reports.
In addition to this, sports clubs get access to tools for developing the quality of their activities, i.e. the Tähtiseura online service and the Olympic Committee’s Grant Service. A club can also purchase its own sports federation’s licenses and insurance policies for larger groups of the club’s recreational and other members.
Clubs use Suomisport to manage their own services, process personal data and handle the cancellation and return terms of their services. Suomisport supports club activities that comply with the Data Protection Act and Associations Act. The member and activity management functionalities for clubs have been separated within the service. The member management tools have been built to adhere to the Associations Act.
Clubs do not need to agree to any fixed monthly or annual fees, commitments or fixed-term contracts to begin using the club service. More extensive use requires activating the Svea payment service described above.
¢ USE OF SUOMISPORT: USERS
The service is used online by means of a browser or phone app, which requires the creation of a personal Sport Account and Sport ID. The Sport account forms the core of the entire service: it is used to update basic personal information and view information related to sports activities in real time in accordance with the My Data principles. Guardians can link their child’s Sport Account to their own account and manage their dependants’ affairs and details – all in one place.
After account creation, users log in to Suomisport with their own e-mail address or mobile phone number. Users who log in with an e-mail address receive a one-time login link sent to the e-mail address they provide. The users can then click this link to access their Suomisport information. End users who log in with their phone number receive a one-time login code on their phone for accessing the service and their own information.
The account requires a personal identity code, which prevents anyone from creating more than one account in the service. A single Sport Account and Sport ID makes it possible to engage in the activities of multiple organisations (sports federations and clubs) at once. This principle is in line with the data protection requirements. It ensures that personal data is protected and the sports-related information collected in Suomisport is reliable. Using the service requires users to adhere to the its terms of use and to use the service in accordance with those terms.
More information on use is available in the terms of use.
USE OF SUOMISPORT: ORGANISATION USERS
Suomisport’s organisation users include employees and members of sports federations and clubs, municipalities, cities and regions who manage registers and access, update and process information as part of their duties. Every organisation user must have a personal username and password. The end users of communities that utilise Suomisport must commit to the terms for organisation users within the service. It is the responsibility of the organisations to manage the use of their own services in Suomisport. In practice, this means appointing an administrator.
The duties of the organisation’s administrator include supporting other users within the organisation, in addition to managing the use of the organisation service. Administrators have access and editing rights to their own organisation’s data. They grant access rights to other federation users and handle the creation, maintenance and deletion of usernames and authorisations. At the end of their term, administrators must ensure that the administrator privileges are appropriately transferred to the next administrator. Administrators must also ensure the accuracy of the organisation’s information in the service, and that their organisation’s details also include an e-mail address. If the details change, the administrators must update the organisation’s information in the service.
The person appointed as the administrator by each federation and club must, alongside using Suomisport for their own tasks, support other users of the same organisation. An administrator has the right to view and process all of the information of the federation/club. The administrator grants access rights to other users belonging to the same federation/club and handles the creation, maintenance and deletion of usernames and authorisations when an employment relationship starts/ends, for example.
The processors (service providers such as a federation or sports club) and their personal data processors gain access to the data subjects’ details for a limited period only and for the specific lawful purpose that is indicated to each data subject upon accessing the service. The purpose of use is described in each service provider’s own description of personal data processing measures. Each service provider must inform the users of its services about the relevant personal data processing measures. The service provide must provide information on the cancellation and return terms related to products and services sold through Suomisport. Read more in Suomisport’s description of personal data processing measures.
¢ DATA SECURITY AND DATA PROTECTION
A supply and maintenance service agreement has been entered into with the technical supplier Vincit Oy in relation to Suomisport. The agreement adheres to the terms and conditions of data security, data protection and personal data processing, as set forth in the following agreements: IT2015 YSE General Terms and Conditions (Section 8), IT2015 ETP Special Terms and Conditions for Services Delivered via
Data Network (Sections 13 and 14) and IT2018 Ehk General Terms and Conditions. Vincit meets the requirements of the ISO-9001 standard. The service agreement obliges the supplier to monitor the system’s data security and, in the event of a data security threat or attack, take immediate action to thwart the threat or attack and analyse the situation for any development measures that may be necessary.
The terms specified in Section 10 ‘Functionality and data protection’ of the general contractual terms (online vendor), and the terms in the agreement appendices are observed with the payment service provider, Svea Payments Oy.
All service providers, i.e. other controllers and processors, are bound by Suomisport’s data protection principles and personal data processing.
A comprehensive third-party assessment of the Suomisport service’s technical data security was conducted in September 2020. The assessment was carried out by the experts of Nixu Oyj, Finland’s leading expert in data security audits. As a result of the assessment, it was found that the data security of the Suomisport service is in order and the system adheres to the effective data security requirements; in terms of its resistance to external data security attacks, the service meets current requirements, even though it should be noted that an individual data security analysis and any resulting measures may not guarantee protection against possible future data security threats. For this reason the external data security assessment will be conducted at regular intervals (1–2 years) to optimise the technical data security of the service. The technical data security assessment will be supplemented with regular legal assessments of data security, which will be performed by a third-party expert.
¢ SERVICE MAINTENANCE AND DEVELOPMENT
The Olympic Committee is responsible for the quality, maintenance and development of the service, together with Vincit Oy’s and Svea Payments Oy’s experts.
Suomisport is developed in cooperation with participants, sports federations and clubs based on user feedback and needs. The administrators are advised to report any problems and errors immediately to ensure that the customer support and technical support teams are informed of the situation and its nature. In order to develop Suomisport’s functionality and quality, events and meetings for sports federation and club users are organised regularly.
¢ DEPLOYMENT
The Suomisport service itself can be deployed immediately. Access to the service can be gained by contacting Suomisport’s customer service team at suomisport@olympiakomitea.fi or the sports federation’s/club’s existing administrator.
However, it is advisable to proceed as follows before the deployment of the service:
1. Inform the members. Suomisport provides materials and a notification for basic communications. The notification indicates briefly that licences must be purchased through the new Suomisport service at the turn of the season.
2. The federation’s own decision-making on licence categories and price: completed two weeks before starting sales. The process must be started early enough, especially in federations that require board decisions. This is a good context in which to consider the simplification of the product portfolio to make licence acquisition as straightforward as possible for end users and reduce the work load of the federation’s office staff.
3. Agree upon insurance policies and their prices with OP Insurance: product descriptions should completed two weeks before starting sales. The process must be started early enough, especially in federations that require board decisions. A person authorised to sign documents on behalf of the federation is required for OP agreements.
4. Svea Payments agreement completed two weeks before starting sales. Svea Payments requires an agreement signed by the federation’s official signatory. Relevant advice is provided by the Olympic Committee.
5. Licences and insurance policies established in Suomisport either under the guidance of the Olympic Committee’s administrator or independently. The Olympic Committee’s administrator then checks the policy details, approves the policies and releases them for sales.
6. The federation user registers with the Suomisport service, after which the Olympic Committee’s administrator invites the person to become a user in their own federation.
7. At the Olympic Committee, federation users are supported by Suomisport’s administrator(s) and the Suomisport team.
Please primarily contact the contact persons listed in the agreement. Alternatively, you can use the Help/Support function at info.suomisport.fi
¢ USAGE-RELATED NOTIFICATIONS, USER SUPPORT, FAILURES
Administrators and users are informed about topical matters, updates and any service interruptions via the website of the service at www.suomisport.fi and by e-mail to the address indicated in the Sport Account.
A collection of instructions is available on the use of Suomisport: www.tuki.suomisport.fi.
Suomisport customer service support provided by the Olympic Committee is available on weekdays from 8 am to 4 pm at suomisport@olympiakomitea.fi to respond to support requests from sports federations, club users and end users. The customer service team respond to support requests as soon as possible in the order in which the requests are received. The average response time is two (2) hours.
In the event of a failure, please contact Suomisport’s customer service team as soon as possible: suomisport@olympiakomitea.fi
