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Privacy Notice – General Events at Åbo Akademi University

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.)

General Events, Conferences, seminars, and other events arranged at Åbo Akademi University.
____________________________________________________________

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:

University Service

Tom Grönroos, eventcoordinator events@abo.fi +358504080882

Data Protection Officer at Åbo Akademi University: dataskydd@abo.fi, +358 2 215 31 (switchboar)
_____________________________________________________________

Why do we process your personal data?

The purpose of collecting personal data is to carry out the aforementioned event at Åbo Akademi University. Different units may process various types of personal data, as indicated in the registration form, and by accepting this data protection notice, you consent to the collection of all the types of personal data listed below.

It is necessary to process personal data in order to:

  • receive registrations through the registration form, including the number of guests for each registrant
  • send information about the programme when necessary
  • communicate with participants before, during, and after the events in matters related to participation
  • ensure the safety of participants at the events
  • arrange catering and other practical arrangements (including handling of any special dietary requests)
  • collect and later publish photographs on Åbo Akademi’s external website and social media for Åbo Akademi’s own journalistic purposes
  • transfer photographs originally collected by Åbo Akademi for journalistic purposes to third parties, e.g. newspapers, for their journalistic use
  • store photographs considered to be of public interest for the memory and history of the community and organisation

Legal basis for processing personal data

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

  • Consent, which is used as the legal basis for processing personal data collected in connection with registration.

You give your consent voluntarily after receiving information about how your personal data will be processed, by ticking the box “Yes, I consent to Åbo Akademi processing my personal data in this way in connection with my participation in the event in question at Åbo Akademi.”

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

  • Regarding the processing of photographs, the university applies the journalistic purpose exception. When the purpose is purely journalistic, no separate legal basis is required, as provided in Section 27 of the Finnish Data Protection Act.
  • Regarding the storage of photographs, Åbo Akademi applies the legal basis of public interest, to preserve the memory and history of the community and organisation.

What personal data is processed and by whom?

Data collected through registration:

  • First name
  • Last name
  • Email address
  • Catering requests (including any special dietary requirements)

Data collected on site:

  • Photographs

The personal data is processed by staff members at the relevant units within Åbo Akademi who are deemed to need access to the data.

Where is your personal data collected from and how is it processed?

Personal data collected via registration:
Personal data is collected directly from the individual through a registration form in Åbo Akademi’s contact register (CRM).

Registration:
The registration information is recorded in the CRM system. No personal profile is created for the participant.

For external guests, personal data may be stored permanently in Åbo Akademi’s CRM system on the basis of consent. If a personal profile does not already exist, one will be created for the individual.

Storage and retention period:
The registration data is stored in the CRM system and in an Excel list accessible to event staff internally. The Excel file is stored locally on Åbo Akademi-owned computers belonging to authorised personnel and is not shared via cloud services. The university’s Head of Security also has access to the registration data in the CRM system and via the same Excel list.

Personal data outside the CRM system will be deleted once all follow-up work, reporting, and documentation have been completed and the data is no longer necessary—no later than one year after the event.

For external guests, personal data may be stored permanently in the CRM system based on consent. If no profile exists for the individual, one will be created.

Photographs:

Collection:
A photographer from Åbo Akademi will be present at the events to take photographs.

Storage and retention period:
Photographs are stored locally on Åbo Akademi’s network drives. Photographs deemed to be of public interest for the memory and history of the community and organisation are retained for 25 years.

Distribution:
Selected photographs will be made publicly available in a photo archive accessible via Åbo Akademi’s website. In addition, selected photographs may be shared on Åbo Akademi’s official social media channels and those of its subunits.

Åbo Akademi may also share photographs with third parties (e.g. newspapers) for journalistic purposes.

Are your personal data transferred to third parties (outside Åbo Akademi) for processing?

The CRM system used by Åbo Akademi is provided by Mira Network, which therefore acts as a data processor. The personal data transferred to Mira Network are those recorded in the CRM system in connection with registration.


Are your personal data disclosed to third parties (outside Åbo Akademi) for their own purposes?

No, personal data are not disclosed to third parties for their own purposes.

Are your personal data transferred outside the EU/EEA?

Yes, selected photographs may be published on social media.

In July 2023, the European Commission decided that the United States provides an adequate level of data protection. Organisations transferring personal data from the EU to the US can certify under the EU-U.S. Data Privacy Framework, ensuring an adequate level of protection.

Meta Platforms Inc., which owns the platforms where Åbo Akademi publishes photographs (Facebook and Instagram), is certified under this framework.

If selected photos are shared with newspapers for journalistic purposes, the photos may become publicly accessible, including outside the EU/EEA, when published in the newspaper.
_____________________________________________________________

What rights do you have when Åbo Akademi processes your personal data?

Åbo Akademi is responsible for implementing appropriate technical and organisational measures to protect personal data against unauthorised or unlawful processing and against accidental loss or damage. Personal data must always be processed fairly and transparently in accordance with applicable data protection regulations.

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

  • obtain clear and transparent information on how your personal data are processed and how to exercise your rights (Art. 12)
  • access your personal data held by Åbo Akademi and information on its processing (Art. 15)
  • have your personal data corrected (Art. 16). Note: Employees and students at Åbo Akademi can make corrections themselves according to instructions on the intranet.
  • have your data erased (“the right to be forgotten”) in certain cases (Art. 17)
  • restrict the processing of your personal data in certain cases (Art. 18)
  • have your personal data transferred between systems in certain cases (Art. 20)
  • object to the processing of your personal data in certain cases (Art. 21)
  • not be subject to automated decision-making, with certain exceptions (Art. 22)

You also have the right to be informed of any personal data breach that poses a high risk to your rights and freedoms (Art. 34).

When the purpose of processing is scientific research, statistics, or archiving, your rights may be restricted under the Finnish Data Protection Act (1050/2018). Such restrictions always require specific safeguards.

If you have questions regarding your rights, you may contact the responsible contact person (see above) or Åbo Akademi’s Data Protection Officer (dataskydd@abo.fi).
Further information on Åbo Akademi’s data processing can be found at www.abo.fi/dataskydd.

You also have the right to file a complaint with the Data Protection Ombudsman if you believe your personal data have been processed unlawfully under the GDPR.

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