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Privacy Notice – ETMU Conference 2026 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: 

Organising of the ETMU Conference 2026 

________________________________________________

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: 

The Faculty of Human and Social Sciences 

Contact person: Project coordinator Linda Karvonen, linda.karvonen@abo.fi 

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

________________________________________________

Why do we process your personal data? 

The purpose of collecting personal data is to carry out the aforementioned event at Åbo Akademi University. 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: 

  • select sessions and papers for the ETMU Conference in November 2026 
  • communicate with the presenters and speakers before the conference 
  • 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) 
  • collect and publish the programme, as well as an abstract book 
  • collect and later publish photographs on Åbo Akademi’s external website and social media for Åbo Akademi’s, Mobile Futures’ and ETMU’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 “I hereby consent to my data being processed by Åbo Akademi University for ETMU Conference 2026 according to the data privacy statement.” 

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 the contact person of this privacy notice or 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
  • Affiliation 
  • Catering requests, including any special dietary requirements (collected only in the registration form for the whole conference).  

Data collected on site: 

  • Photographs 

Only the administrative personnel and personnel involved in the organisation of the conference within the Mobile Futures Consortium (University of Oulu, The Migration Institute of Finland, University of Turku and the Deaconess Foundation) and the ETMU board have access to the gathered personal data (except catering requests, see below).  

The catering requests will only be processed by the administrative personnel at Mobile Futures hired by Åbo Akademi University. They will be downloaded to password-protected computers at ÅAU. The dietary requests will additionally be shared via email with those who do the catering of the conference. 

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

We gather and process basic information that you disclose yourself via a web-based form (CRM). The registration information is recorded in the CRM system. No personal profile is created for the participants. 

In the registration form everyone who submits a session proposal or paper submission is asked to give consent for publication of their names, email, affiliations, as well as the submission in the printed and online program of the conference. For those submitting papers, the above mentioned information will also be shared with the session convenors via email. The name, affiliation and submission will also be published in the abstract book.

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 computers of personnel involved in the organisation of the conference. The university’s Head of Security also has access to the registration data in the CRM system. 

The name, email address, affiliations and submissions will be shared with the personnel involved in the organisation of the conference within the Mobile Futures Consortium through the Åbo Akademi University licensed OneDrive behind a password. 

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. 

Photographs: 

Collection: 
A photographer from the organisers’ might be present at the events to take photographs. Please inform the organisers at the event in case you do not wish to be visible on official photographs. 

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

Distribution: 
Selected photographs might be made publicly available in a photo archive accessible via Åbo Akademi’s website. In addition, selected photographs may be shared on Åbo Akademi University’s official social media channels and those of its subunits, as well as Mobile Futures, the Demography programme and ETMU’s homepage and social media channels. 

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

Is your personal data transferred to a third party (outside Åbo Akademi University) 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.  

It is important to note that it is difficult to erase a photograph that has been published, as it is not possible to control where it has been shared afterwards.  
________________________________________________

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