Looking for something. Use our search engine!

The search engine is the heart of our site. All our content is at your fingertips, just start typing and the search will present hits in several categories.

Recommended shortcuts

Privacy Notice – Alumni Relations

ÅBO AKADEMI UNIVERSITY
www.abo.fi

PRIVACY NOTICE
in accordance with the EU General Data Protection Regulation (GDPR), Articles 13 and 14

This notice concerns:

Alumni relations at Åbo Akademi University
_______________________________________________________________

Data Controller

Åbo Akademi University
Domkyrkotorget 3
FI-20500 Turku

Åbo Akademi University (ÅAU) is the controller for personal data collected and processed in the university’s operations – in teaching, supervision, research, administration, and collaboration, both internally and externally.

Responsible unit for the processing described in this document: Research Services

Contact: Ingela Ollas, Community Relations and Partnerships Team, alumnikoordinator@abo.fi, tel. +358 504 096 426

Data Protection Officer at Åbo Akademi University: dataskydd@abo.fi, +358 2 215 31
_______________________________________________________________

For what purpose do we use your personal data?

Åbo Akademi University’s alumni (former students) are a key target group in the university’s collaboration activities, both in their own right and as key individuals in partnerships with industry, the public sector, and the third sector, as well as within Åbo Akademi University’s most important donor groups.

We therefore process personal data in order to identify our alumni and to maintain and improve contact with them, both to develop activities aimed directly at alumni and to create conditions for other forms of collaboration where our alumni hold key positions.

Persons who have graduated from Åbo Akademi University are automatically transferred from the student register to the alumni register. Alumni may also join the alumni register themselves via the external web form at alumni.abo.fi. Through the same web form, it is possible to update personal data, indicate whether and how one wishes to stay in contact with Åbo Akademi University, and change preferences. Anyone wishing to leave the alumni register may do so by contacting alumnikoordinator@abo.fi.

Personal data are processed in order to:

  • identify graduates as alumni, maintain the alumni register, and manage alumni membership in the alumni network:
    • transfer newly graduated students from the student register to the alumni register to offer them the opportunity to activate their alumni profile and participate in alumni-related activities, receive information about Åbo Akademi University, and enable collaboration.
    • identify alumni from earlier cohorts who were not transferred directly from the student register to the alumni register, in order to offer them the opportunity to activate their alumni profile and participate in alumni-related activities, receive information about Åbo Akademi University, and enable collaboration.
    • alumni not transferred directly from the student register may also register in the alumni register on their own initiative and indicate how they wish to stay in contact with Åbo Akademi University and in what ways they would like to engage in its activities.
    • update the register.
  • manage communication with our alumni via newsletters and, in some cases, targeted information from their subject/department/faculty.
  • invite alumni to alumni and collaboration events:
    • Note that separate privacy notices are prepared for each event and are available for review when registering for the event in question.
  • appoint Alumnus/Alumna of the Year and collaborate with the selected person.
  • conduct interviews with alumni and publish these alumni profiles on Åbo Akademi University’s website and social media.
  • carry out and publish campaigns or advertisements in which alumni act as faces for Åbo Akademi University.
  • initiate and document collaboration with alumni in their capacity as external experts, or as mentors and advisors in various contexts. This may include, for example, guest or career lectures, mentorship collaborations that enhance the labour market relevance of programmes, or assignments on committees or other bodies.
  • identify alumni who have donated to Åbo Akademi University or who act as key/contact persons in collaborations with industry, the public sector, and the third sector.
  • distribute career tracking surveys or surveys concerning the relevance of education programmes.

Under the GDPR, there must be a legal basis for processing personal data. The legal bases for processing your personal data are

Alumni relations are multifaceted, and alumni personal data are processed for several different purposes and on different legal bases. Åbo Akademi University relies on the following legal bases when processing alumni personal data:

Legitimate interest (Art. 6(1)(f)): To identify a person as an alumnus/alumna

  • in connection with transferring newly graduated students from the student register to the alumni register in order to offer them the opportunity to activate their alumni profile, participate in alumni-related activities, receive information about Åbo Akademi University, and enable collaboration. A profile is created for each transferred alumnus/alumna, which the individual may choose either to register/activate or leave unregistered.
  • and to document, in the form of contact notes, collaboration with individuals who, in their capacity as alumni of Åbo Akademi Univerisity, participate in alumni activities or contribute to Åbo Akademi University, for example as speakers at various events, as mentors, or by otherwise sharing their time or expertise for purposes beneficial to Åbo Akademi University, even if they have not activated their alumni profiles in the alumni register.
  • to identify alumni who have donated to Åbo Akademi University or who act as key/contact persons in collaborations with industry, the public sector, and the third sector.
  • to appoint the Alumnus/Alumna of the Year. The Alumnus/Alumna of the Year is selected by a committee chaired by the Deputy Rector and based on nominations requested from Åbo Akademi University’s departments and active alumni associations connected to Åbo Akademi University. The selected person may choose whether or not to accept the distinction.

Åbo Akademi University’s legitimate interest has been assessed in accordance with the GDPR through a balancing test. As an alumnus/alumna, you have the right to withdraw from the alumni register or to object to the processing of your data, and you may do so by contacting alumnikoordinator@abo.fi.

Consent (Art. 6(1)(a)): When an alumnus/alumna chooses to become active as an alumnus/alumna and decides how they wish to stay in contact with Åbo Akademi University, i.e. when they:

  • register in the alumni register, activate their alumni profile, or update their data in the register
  • indicate in the alumni register how they wish to stay in contact with Åbo Akademi University and in what ways they would like to engage in its activities, for example by receiving event invitations, newsletters, or information from their subject/department/faculty
  • indicate in the alumni register their willingness to act, for example, as a mentor, guest lecturer, or career lecturer to enhance the labour market relevance of education, or their willingness to participate in interviews, campaigns, or advertisements as representatives of Åbo Akademi University
  • participate in alumni presentations published on Åbo Akademi University’s website and social media

In these cases, as an alumnus/alumna you give your consent voluntarily by ticking the relevant boxes for each purpose when registering, activating your alumni profile, or updating your data via the web form at alumni.abo.fi, or by accepting an assignment following a request.

When consent is the legal basis for processing your personal data, you have the right to withdraw your consent at any time. You may do so by sending an email to registrator@abo.fi. Processing carried out before the withdrawal of consent is not affected.

Public interest (Art. 6(1)(e)): when alumni are contacted for career tracking surveys and surveys evaluating the relevance of education programmes. Under Section 87 of the Universities Act, universities are required to evaluate their activities and their impact. The national career survey conducted five years after graduation is also part of the funding model of the Ministry of Education and Culture and thus affects the state funding allocated to Åbo Akademi University. See also the privacy notices:
https://www.abo.fi/karriaruppfoljning-dataskyddsbeskrivning/ and
https://www.abo.fi/dataskyddsbeskrivning-placeringsuppfoljning-utexaminerade-1-ar-efter-examen/

What personal data are processed and who processes them?

For the purposes listed above, we process the following personal data:

  • Name: first name and last name, sometimes former last name
  • Email address(es) and telephone number(s)
  • Street address, postal code and city, and country
  • Personal identity code, in order to uniquely identify an alumnus/alumna in relation to the student register and, when necessary, to update data via the Digital and Population Data Services Agency (DVV). Information on date of birth and gender is derived from the personal identity code
  • Preferred contact language
  • Date of birth
  • Student/study right number
  • Degree information: degree, start year of studies, year of graduation, major/field of study
  • LinkedIn profile, where alumni themselves choose to provide this information
  • Career information: position, employer and/or societal role
  • Any contact notes and agreements made with the alumnus/alumna
  • Registrations for and participation in events
  • Images and information that alumni themselves choose to share in connection with alumni presentations/profiles on Åbo Akademi University’s website or social media
  • The alumnus/alumna’s contact preferences, i.e. whether they wish to receive alumni newsletters in Swedish and/or English, event invitations, or information from their subject/department/faculty
  • The alumnus/alumna’s engagement preferences, i.e. whether they are willing to act as a mentor or guest lecturer, or to share their experiences through interviews, campaigns, advertisements, etc.
  • Any wish, in addition to membership in the Åbo Akademi University Alumni Network, to also become a member of the association Åbo Akademis Alumner r.f. The association Åbo Akademis Alumner r.f. is an independent organisation that conducts its own activities for alumni of Åbo Akademi University. Unlike the Åbo Akademi University Alumni Network, the association is not part of Åbo Akademi University, and its operations are not part of the alumni activities conducted by Åbo Akademi University itself.

The data are processed by individuals who have administrator rights in Åbo Akademi University’s CRM system, Mira, and whose duties include maintaining contact and collaboration with alumni. In addition, data may be shared within Åbo Akademi University, for example in connection with invitations to events organised by individual units, or when subjects or units need to contact alumni for specific expert assignments.

Personal data may be processed by all users with administrator rights in the CRM. Alumni registrations are processed only by those who hold the “Alumni Relations” permission in the CRM system. Degree information can be viewed by all administrators but may only be supplemented or modified by those with the “Alumni Relations” permission. Personal identity codes may only be viewed by those who hold the “advanced data processing” permission in the CRM. Mira Network, the provider of the CRM system, processes personal data in its role as a data processor.

Where do we collect personal data from and how are they processed?

Basic personal information, email address, telephone number, and degree information are retrieved from Åbo Akademi University’s student register, Peppi, and sometimes also from the prospective alumnus/alumna’s degree certificate application. Otherwise, most personal data originate from the alumni themselves when they register/activate their alumni profiles in the CRM system.

Registrations and updates may also be made on the basis of information provided by alumni in connection with event registrations.

In some cases, we may use publicly available sources such as LinkedIn, company and organisation websites, contact information services, or other public information. Address details may in some cases be obtained from the Digital and Population Data Services Agency (DVV).

The data are stored in Åbo Akademi University’s CRM system, Mira, which is also used for sending newsletters and other mass communications, as well as for invitations and event management. Alumni are stored as profiles in the CRM system.

Excel lists may, when necessary, be extracted from the CRM system and then stored in the home directory of a computer belonging to Åbo Akademi University. Any printouts are kept in locked and monitored premises.

How do we delete or archive personal data?

An alumnus/alumna’s relationship with their alma mater is lifelong. In order to manage and develop this relationship, alumni profiles, including information on degrees and collaboration with Åbo Akademi University, are therefore retained until further notice. Data are deleted upon request or when we have received information that an alumnus/alumna has deceased.

Are personal data transferred for processing outside Åbo Akademi University?

Yes, the data will be transferred for processing outside Åbo Akademi University.

For the processing of personal data, we use a CRM system (i.e. a customer and relationship management system) provided by Mira Network AB. The service provider is located in Sweden, and the data are stored and processed there. The processing is governed by a data processing agreement concluded between Åbo Akademi University and Mira Network.

In connection with events and event invitations, relevant data may be disclosed to partners who are responsible for different parts of the arrangements. Similarly, in specific cases, name and address details may be disclosed to companies providing printing and mailing services.

Are personal data disclosed to a third party outside Åbo Akademi University for the third party’s own purposes?

As a rule, we do not disclose personal data to third parties. An exception applies in cases where an alumnus/alumna, when activating their alumni profile, has selected the option “I also wish to become a member of the association Åbo Akademis Alumner r.f.” In such cases, name, date of birth, email address, home address (if available), degree information, and information on position and employer are transferred to the association Åbo Akademis Alumner r.f. (Business ID 1808210-4).

Åbo Akademis Alumner r.f. is an independent, non-profit association that conducts its own activities for alumni of Åbo Akademi University. However, the association is not part of Åbo Akademi University, and its operations are not part of the alumni activities conducted by Åbo Akademi University itself.

Åbo Akademi University’s Communications unit may, for journalistic purposes, publish information about alumni on Åbo Akademi University’s website and social media, and also for republication in the press and other media. This may occur, for example, in connection with the announcement of the Alumnus/Alumna of the Year. In such cases, the information is published in agreement with the alumnus/alumna concerned.

Are personal data transferred outside the EU/EEA?

Yes, personal data in the form of selected images may be published for journalistic purposes on Åbo Akademi University’s social media channels.

In July 2023, the European Commission adopted an adequacy decision stating that the United States ensures an adequate level of data protection. Organisations transferring personal data from the EU to the United States may certify under the EU–U.S. Data Privacy Framework in accordance with this adequacy decision. Upon certification, an adequate level of protection is considered to be ensured for personal data transferred to such organisations. Facebook, Instagram, and LinkedIn are the platforms on which Åbo Akademi University publishes images. Meta Platforms Inc., which owns Facebook and Instagram, and Microsoft Corporation, which owns LinkedIn, are certified under this framework.
_______________________________________________________________

Additional information on a long-term or permanent register, system, or tool

Principles for protecting the data/register:

We use a secure customer relationship management system provided by Mira Network, and no unauthorised persons have access to the register.

List of regular data sources (national registers, etc.):

Åbo Akademi University’s student register, Peppi.

Principles and rules for storage and retention period:

An alumnus/alumna’s relationship with their alma mater is lifelong; therefore, the data are stored until further notice. Data are deleted upon request or when we have received information that an alumnus/alumna has deceased.

Detailed information on automated decision-making:

No automated decision-making is used.

_______________________________________________________________


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 unauthorised or unlawful 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 legislation.

Under the EU General Data Protection Regulation (GDPR) (Articles 12–22), you have the right to:

  • receive clear and transparent information about how your personal data are processed and how you can exercise your rights (Art. 12)
  • access your personal data held by Åbo Akademi and obtain information about the processing (Art. 15)
  • have your personal data rectified (Art. 16)
  • 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)
  • receive your personal data in a structured format and have them 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 also have the right to be informed of a personal data breach that is likely to result in a high risk to your personal data (Art. 34).

Where the purpose of processing is scientific research, statistics, or archiving, these rights may be restricted on the basis of the Data Protection Act (1050/2018). Any such restrictions always require appropriate safeguards.

If you have questions about your rights, you may contact the responsible contact person (see above) or Åbo Akademi University’s Data Protection Officer (dataskydd@abo.fi). See also the general information on the processing of personal data on Åbo Akademi University’s website (https://www.abo.fi/en/processing-of-personal-data-at-abo-akademi-university/).

You have the right to lodge a complaint with the supervisory authority if you consider that your personal data have been processed unlawfully under the GDPR.

Contact details of the supervisory authority:
Office of the Data Protection Ombudsman
P.O. Box 800
FI-00531 Helsinki
+358 29 566 6700 (switchboard)
tietosuoja@om.fi
tietosuoja.fi