Privacy notice for communications and marketing of the Ä¢¹½Ö±²¥
What should you know about the processing of your personal data?
The Ä¢¹½Ö±²¥ collects personal data about you to carry out its duties. You have certain rights to these data, such as the right to access your personal data and the right to be sure that the data are stored securely and only for the necessary time. Above all, you have the right to know the following:
- what data we collect about you and why,
- where, and for how long we keep these data, and
- to whom we share these data.
All these points are explained in this privacy notice.
How to find the information you are looking for?
We have made this privacy notice to be as comprehensible and easy to use as possible. For this reason, you can find the most important information summarised under each section. For more information, please follow the links in each section or contact the Data Protection Officer directly.
Why do we process your personal data?
The Ä¢¹½Ö±²¥ uses your personal data for:
- communications and delivery of newsletters,
- event arrangements and information,
- providing and developing digital and other services related to communications and marketing,
- processing of feedback, and
- carrying out surveys.
Communications and marketing themes may include, for example, the University’s educational provision, services, events, and current news.
The purpose of the processing of personal data is to enable interaction within the JYU community as well as with the rest of society. In addition, personal data may be processed in connection with information security and the prevention and investigation of misconduct.
We collect data primarily from the persons themselves through registration or other means of contact.
When it is legally justified, personal data may also be collected and updated from other registers of the University, as well as from the trade register, companies’ online services and applications, authorities and companies providing services concerning personal data, and from publicly available online sources. Personal data is also collected from the use of services.
Targeted electronic marketing requires the data subject’s consent. You have an active role in giving such a consent, which means that you can choose to give your consent by filling in the necessary information. For example, when subscribing to a newsletter, you give your consent for the processing of your personal data. The subscription form has a link to this privacy notice. The data are collected, supplemented and maintained based on the information you provide. You can withdraw your consent at any time as described below.
JYU communications and marketing makes use of data collected by the University’s websites, for example, through the use of cookies. You can see the privacy notice here: Privacy notice for the websites of the University.
What personal data do we process and for how long?
The personal data to be processed can be categorised as follows:
- Data given upon registration, such as contact information
- Data provided at the time of a contact
- Personal data contained in images, audio recordings and videos, such as photographs of events with identifiable individuals
- Personal data contained in marketing and communication material
- Data collected for security purposes
- Data collected on the use of services
The personal data processed may comprise, for example:
- Name
- Postal address
- Email address
- Telephone number
- Organisation
- Job title
- Name and contact information of the person making a registration if other than the actual participant
- Diet
- Information concerning the payment of a participation fee
- A participant’s role in an event
- Educational interests reported by a participant
- Feedback on education provided (collected anonymously)
In addition, data of an individual data subject’s participation history may be collected.
Data storage times
Personal data are stored for as long as they are needed for the purpose for which they are collected and processed, or for as long as legislation and regulations so require.
The personal data of JYU staff and students are stored according to related privacy notices.
Personal data contained in images are handled like any other personal data in accordance with the relevant privacy notices.
Personal data in marketing and communications material are stored until the data subject requests their deletion.
What rights do you have and how to exercise them?
You have the following rights:
- The right to access your personal data.
- The right to rectification.
- The right to erasure (right to be forgotten) in some cases.
- The right to restriction of processing.
- The right of notification so that the data controller (unit responsible for the register) further informs any third-party recipients of the data about your request for the rectification, erasure, or restriction of processing of your personal data.
- The right to object to processing, e.g. for direct marketing.
- The right to data portability, i.e. to have the data transferred from one system to another when processing is based on an agreement or your consent.
- The right to be informed about any information security breaches that cause a major risk.
- The right to lodge a complaint with a supervisory authority.
- The right to withdraw your consent
You have the right to withdraw your consent for the processing of your personal data at any time. At the end of each of our newsletters, there is a link you can use to withdraw your consent. The withdrawal has no impact on processing measures taken before it.
You can exercise your rights by sending a request using the form available on the Registry Office website or by sending an informal request. Please remember that the withdrawal of consent has no impact on any processing that has taken place before it.
You are responsible for the information you submit or provide to the Ä¢¹½Ö±²¥, and you need to ensure that the information is correct.
Who can access your personal data?
Your personal data are processed by JYU staff, primarily the specific personnel of University Communications whose responsibilities include marketing or communication about the University’s products, events and services. When necessary, the data can also be processed by other staff, including those responsible for system maintenance and security as well as for information security and data protection.
In addition, the service providers we employ as data processors have access to your personal data. However, the service providers do not actively process personal data, but they have access to personal data for maintenance purposes.
How to contact us?
For further information about the processing of your personal data, please feel free to contact our Data Protection Officer by email or phone (+358 40 805 3297).
You can also contact the unit concerned directly if you wish. Contact information of the responsible unit is given below.
To exercise your rights, such as withdrawing your consent for the disclosure of your personal data to certain third parties, please contact the Registry Office by email: