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Privacy Notice – Åbo Akademi University’s image bank

ÅBO AKADEMI UNIVERSITY
www.abo.fi/en/

DATA PROTECTION NOTICE
according to the EU General Data Protection Regulation (GDPR), Articles 13 and 14**

This notice concerns:

Åbo Akademi University’s image bank

Controller

Åbo Akademi University
Tuomiokirkontori 3
20500 Turku
Finland

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

Responsible unit for the processing described in this document: Communications and Marketing

Contact persons: Director of Communications Thurid Eriksson & Graphic Designer Peter Siegfrieds, communications@abo.fi.

Data Protection Officer at Åbo Akademi University: dataskydd@abo.fi.

For what purpose do you use personal data?

Photographs from Åbo Akademi University are processed for communication purposes.

The images may be used for marketing education and research at Åbo Akademi University and for communication about the university’s activities.

Terms of use for images in the image bank:

  • As a user, you must download the image yourself from the bank. You undertake not to transfer images or copies to other parties. You are responsible for deleting downloaded image files.
  • The image bank provides images for one purpose at a time. If you want to use the image for another purpose, it must be downloaded again.
  • Commercial use of the images is prohibited.
  • The image source must be stated with the photographer’s or photo studio’s name (if known) and Åbo Akademi University.
  • Published images may not be altered, e.g. through digital image editing or AI.
  • Åbo Akademi University does not charge a fee for the use of the images. However, as a user you acknowledge the copyright considerations.
  • Åbo Akademi University is not responsible for any violations of the terms of use or copyright by users. Observe the EU General Data Protection Regulation and data protection legislation when using the image bank.

What is the legal basis for processing personal data?

Consent (Art. 6(1)(a))
Individuals are asked and give their consent (in writing or verbally) for their personal data to be processed for a specific purpose. Consent is given voluntarily after the person has received information about how their personal data is processed. Consent is not valid unless it is specific, informed, and completely voluntary (requiring, for example, an equal balance of power between the parties).

When consent is the only legal basis for processing a person’s data, the individual may withdraw consent at any time by sending an email to registrator@abo.fi. Processing conducted before consent is withdrawn is not affected.

Public interest or exercise of official authority (Art. 6(1)(e))
Åbo Akademi University has statutory tasks of public interest and the right to exercise official authority according to the Universities Act. Scientific and historical research is an example of a statutory task of public interest.

Consent is obtained from persons appearing in images uploaded to the image bank, where the images may be used to market the university’s activities such as education and research.

Public interest or official authority is used as the legal basis for processing images in the image bank when it concerns communication of the university’s activities for the benefit of the public.

What personal data is processed and who processes it?

Images in Åbo Akademi University’s image bank that may be used by anyone for the purpose of communicating about the university’s activities and marketing the university’s operations, in accordance with the terms of use.

From where do you collect personal data and how do you process it?

Photographs produced through the university’s operations or that depict them. Personal data is primarily collected directly from the individual during photography sessions or production of marketing materials.

Information related to the images:

  • Images in the general image bank may be downloaded by anyone according to the general terms of use: they may only be used in marketing Åbo Akademi University and communicating the university’s activities to the public.
  • From the controller’s own operations and research.

How do you ensure deletion or archiving of personal data?

Photographs that centrally depict the university’s activities are preserved permanently (National Archives decision KA/2657/28.02.01/2024). These images may be transferred to the university’s central archives or image collections.

Other images are preserved until further notice (GDPR Recital 65). Personal data in marketing and communication materials is stored until the individual requests deletion. Material is archived regularly as new material is added.

Photo permissions are stored for as long as the relevant image exists.

Are personal data transferred for processing outside Åbo Akademi University?

Yes, personal data will be transferred for processing outside Åbo Akademi University.
Images from the image bank can be downloaded by anyone worldwide according to the terms of use, and may only be used to strengthen Åbo Akademi University’s brand and profile and to market the university’s activities.

Are personal data disclosed to third parties outside Åbo Akademi University?

Yes, personal data will be disclosed outside Åbo Akademi University.
Images from the image bank can be downloaded and used anywhere in the world in accordance with the terms of safe and lawful processing described above.

Are personal data transferred outside the EU/EEA?

Personal data may be transferred temporarily outside the EU/EEA due to the tool used.

Personal data is transferred outside the EU/EEA for a specific purpose.

Information about the transfer, including safeguards:
Images from the image bank can be downloaded and used anywhere in the world in accordance with the terms of safe and lawful processing described above.

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

Principles for how the data/register is protected: Technical and organisational safeguards are applied in accordance with applicable legislation and the university’s internal rules.

List of regular data sources: Images obtained from individuals who have voluntarily been photographed for Åbo Akademi University, always for the purpose of communicating the university’s activities or marketing research and education conducted at the university.

The image bank is regularly reviewed to ensure that the images included remain current — for example, that persons featured still hold the position stated in the image description.

Principles and regulations for storage and retention: Photographs that centrally depict the university’s activities are preserved permanently (National Archives decision KA/2657/28.02.01/2024). These images may be transferred to the university’s central archives or image collections. Other images …

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, as well as against damage or loss. Personal data must always be processed fairly and transparently in accordance with applicable data protection regulations.

According to the GDPR (Articles 12–22), you have the right to:

  • receive clear and transparent information about how your personal data is processed and how you can exercise your rights (Art. 12)
  • access your personal data at Åbo Akademi University and information about the processing (Art. 15)
  • have your personal data corrected (Art. 16)
  • have your data erased (“the right to be forgotten”) in certain situations (Art. 17)
  • restrict processing in certain situations (Art. 18)
  • have your data transferred between systems in certain situations (Art. 20)
  • object to processing 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 data breach that entails a high risk to your personal data (Art. 34).

When processing is carried out for scientific research, statistical purposes, or archiving, these rights may be restricted under the Data Protection Act (1050/2018). Restrictions always require special 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 personal data processing on Åbo Akademi University’s website.

You have the right to lodge a complaint with the Data Protection Authority if you believe your personal data has been unlawfully processed according to the GDPR.

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