Loans between Turku and Vaasa
ÅBO AKADEMI UNIVERSITY
PRIVACY NOTICE
According to the EU General Data Protection Regulation GDPR (EU 679/2016), Art. 13-14
The notice concerns a long-term register, system, or tool:
Order form – Loans between Turku and Vaasa
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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:
ÅAU Library
Contact person: Yrsa Neuman, yrsa.neuman@abo.fi, +358 2 215 4193
Data Protection Officer at Åbo Akademi University: dataskydd@abo.fi, +358 2 215 31 (switchboard)
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Why do we treat your personal data?
The purpose of the form is to enable students and staff at Åbo Akademi University and Novia (Turku) to request books between the ÅAU libraries in Turku and Vaasa. The order form is shared between Turku and Vaasa. Orders are processed in a shared email inbox in Turku. The email inbox is also used for interlibrary loan requests. Information about the requested book and the requester’s name is then transferred to the library system Alma, where further processing of the request takes place.
According to GDPR there must always be a legal basis for processing personal data. The legal basis for processing your personal data is:
Consent: Consent means that you are consulted and answer yes (by written or oral statement) to that your personal data is processed for a specific purpose. You give your consent completely voluntary after that you have been informed about how your personal data is processed (i.e. collected, stored, shared, archived, etc.). When consent is the only legal basis for processing your personal data, you have the right to withdraw your consent at any time. You can notify that you have regretted your consent by sending an e-mail to registrator@abo.fi. The processing completed before you withdrew consent is not affected.
The purpose of processing the personal data is to ensure that the material can be ordered for the correct person and to enable contacting the requester when necessary.
The name is required in order to identify who has requested the book, and the email address and phone number are needed to be able to contact the requester if necessary. The personal data are protected in E-lomake and in the shared interlibrary loan email inboxes, which can only be accessed by staff responsible for interlibrary loans within ÅAB.
Which personal data is processed and by whom?
Personal data collected through the form:
First name
Last name
Library card number
Email address
Phone number
The personal data are processed by staff within ÅAB.
The information is collected via a form created in E-lomake, and the information is provided by the customer themselves.
From where do we collect your personal data and how is the data processed?
The information is needed to identify the requester in the Alma library system.
The information is stored in E-lomake and in the shared email inbox.
The information in the form is deleted after two years from E-lomake and the shared email inbox.
Is your personal data transferred to a third party (outside Åbo Akademi University) for processing?
No, personal data will not be transferred for processing outside Åbo Akademi University.
Is your personal data transferred to a third party (outside Åbo Akademi University) for the needs of the third party?
No, personal data will not be transferred outside Åbo Akademi University.
Is your personal data transferred outside EU/EEA?
No, personal data is not transferred outside EU/EEA.
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Additional information about how the register, system, or tool is handled at Åbo Akademi University
Principles for how the data is protected:
The data are processed only by staff within ÅAB.
List of regular data sources:
No data are collected from other sources.
Principles and regulations for storage and storage time:
The data in E-lomake and in the shared email inbox are stored for 2 years, after which they are deleted.
Information on automated decision-making (when applicable):
Not applicable here.
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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, 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