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Privacy Notice: CHARM-EU Annual Conference 2026

Data Controller

ÅBO AKADEMI
www.abo.fi

PRIVACY NOTICE
According to the EU General Data Protection Regulation GDPR (EU 679/2016), Art. 13-14

The notice applies to:
Registration form for the CHARM-EU Annual Conference 2026

Data Controller

Åbo Akademi University
Tuomiokirkontori 3
20500 Turku
Finland

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

Responsible entity for the processing described in this document: Communications

Contact: Communications Specialist Matias Dahlbäck, matias.dahlback@abo.fi

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

Why do we process your personal data?

Overall purpose:

  • Development, evaluation, other (events etc.)

Data is collected to facilitate the organization of the CHARM-EU Annual Conference in Åbo/Turku on October 14, 2026.

It is necessary to process personal data in order to:

  • receive registrations through the registration form
  • 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)

What is the legal basis for processing personal data?

According to GDPR there must always be a legal basis for processing personal data. The legal basis for processing your personal data is:

Consent (Art. 6.1 a)
The person is consulted and answers yes (by written or oral statement) to that their personal data is processed for a specific purpose. The consent is freely given after the person has read information about how the personal data is processed (i.e. collected, stored, shared, archived, etc.). A consent is not valid if it is not specific, informed and completely voluntary (e.g. assuming an even balance of power between the parties).

When consent is the only legal basis for processing a person’s personal data, they have the right to withdraw at any time. They can notify that they have regretted it by sending an e-mail to registrator@abo.fi. The processing completed before the person withdrew consent is not affected.

Which personal data is processed and by whom?

The registration form collects contact information (name, email address, mobile telephone number), organizational affiliation via work or academia, preferred pronouns, as well as possible dietary restrictions and access requirements.

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

Data collected on site:
Photographs

From where do you collect personal data and how is the data processed?

Data is collected via a registration form hosted on Webropol. The users themselves provide the data when registering for the conference. The data is stored in an Excel list accessible to event staff internally. The Excel file is stored locally on Åbo Akademi-owned computers belonging to authorized personnel and is not shared via cloud services.

How do you delete or archive the personal data?

After attendance statistics have been collated (within one year of the conference) for reporting purposes the data will be erased.

Is the personal data transferred for processing outside Åbo Akademi University?

No, personal data will not be transferred for processing outside Åbo Akademi University.

Is the personal data transferred outside Åbo Akademi University for the needs of a third party?

Yes, personal data will be transferred outside Åbo Akademi University.

For reporting purposes anonymized statistics, such as attendance numbers, distribution of internal versus external representation, will be submitted to the European Commission via their tools and platforms.

Dietary requests will be collated, anonymized, and provided to the catering services.

Is personal data transferred outside 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. Organizations 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.

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 University processes your personal data?

Åbo Akademi University is responsible for taking appropriate technical and organizational 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, 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