ÅBO AKADEMI UNIVERSITY
www.abo.fi
PRIVACY NOTICE
According to the EU General Data Protection Regulation GDPR (EU 679/2016), Art. 13-14
The notice concerns:
Development, evaluation, other (events, etc.)
Graduation Ceremony at Faculty of Science and Engineering, Åbo Akademi
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Data controller
Åbo Akademi University
Tuomiokirkontori 3
20500 Turku
Finland
Åbo Akademi University is controller for the personal data collected and processed in the university’s activities – in teaching, guidance, research, administration, and cooperation, internally and externally.
Responsible unit for the processing that is described in this document:
Faculty of Science and Engineering (FNT) fnt@abo.fi
Contact person: Lotta Österholm, Head of Faculty Administration, lotta.osterholm@abo.fi, +358 2 215 4449
Data Protection Officer at Åbo Akademi University: dataskydd@abo.fi, +358 2 215 31 (switchboard)
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Why do we process your personal data?
Faculty of Science and Engineering arranges graduation ceremonies on graduation dates to which the graduates are invited. For choice of a suitable venue and for the refreshments, registration of those who like to attend the ceremony is needed.
According to the GDPR, there must be a legal basis for processing personal data.
Graduation is a part of the statutory tasks of the university. Attending the graduation ceremony is fully of one’s free will. It does not affect the graduation itself and is not included in the subsequent studies of the graduate at Åbo Akademi. Therefore, consent is used as the legal basis for processing the personal data in connection with registration for the graduation ceremony.
You give consent voluntarily after being informed about how your personal data will be processed, by checking the box “Yes, I consent to Åbo Akademi processing my personal data in this way in connection with my participation in Graduation ceremony at Faculty of Science and Engineering.”
When consent is the legal basis for processing your personal data, you have the right to withdraw it at any time. You can notify that you have withdrawn your consent by sending an email to registrator@abo.fi. The processing carried out before you withdrew your consent will not be affected.
Which personal data is processed and by whom?
Information collected via registration:
- Name
- Preferences for refreshments
Personal data is collected via the registration form and processed by the persons at FNT who need them for the execution of the event. The information is recorded in the survey system, a profile of the individual is not created.
Storage and erasure
The information is stored in the survey system and the names are deleted two months after the event.
Transfer of personal data
Personal data is stored on the survey system Webropols server in Finland but is not transferred to any other third parties outside Åbo Akademi University, nor outside EU/EEA.
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What rights do you have when Åbo Akademi University processes your personal data?
Åbo Akademi University is responsible for taking appropriate technical and organisational measures to protect personal data against unauthorized or illegal processing and against damage to or loss of personal data. Personal data must always be processed in a fair and transparent manner in accordance with applicable data protection regulations.
According to the EU General Data Protection Regulation GDPR (art.12-22), you have the right to
– get transparent information on how your personal data is processed and how you can exercise your rights (Art. 12)
– get access to your personal data at Åbo Akademi University and information on the processing of data (Art. 15)
– have your personal data corrected (Art. 16). Note that employees and students at Åbo Akademi University can in most cases correct their own data according to the instructions on the intranet.
– have your data erased (“the right to be forgotten”) in certain situations (Art. 17)
– restrict the processing of your personal data in certain situations (Art. 18)
– have your personal data transferred between systems in certain situations (Art. 20)
– object to the processing of your personal data in certain situations (Art. 21)
– not be subject to automated decision-making, with certain exceptions (Art. 22)
You have also the right to be informed of a personal data breach involving a high risk for your personal data (Art. 34).
When the purpose of the processing is scientific research, statistics or archival purposes, the rights may be restricted by the Data Protection Act (1050/2018). Restrictions on rights always require special protective measures.
If you have questions about your rights, you can contact the responsible contact person (see above) or the ÅAU Data Protection Officer (dataskydd@abo.fi). See also the overall information on the processing of personal data on the ÅAU website www.abo.fi/en/processing-of-personal-data-at-abo-akademi-university
You have the right to lodge a complaint with the data protection authority if you believe that the processing of your personal data is an infringement of the General Data Protection Regulation (GDPR).
Contact information to the data protection authority
Office of the Data Protection Ombudsman
PL 800
00531 Helsinki
+358 29 566 6700 (switchboard)
tietosuoja@om.fi
tietosuoja.fi