Ģ��ֱ�� stakeholder cooperation (alumni, events, fundraising, PR, marketing) – Privacy notice

This privacy notice applies to all stakeholder cooperation (alumni, events, fundraising, PR, marketing) of the Ģ��ֱ��.

Published

23.8.2023

What should you know about the processing of your personal data?

The Ģ��ֱ�� collects personal data about you to carry out its duties. You have rights to this data, such as the right to access the data and the right to be sure that it is stored securely and only for the necessary time. Above all, you have the right to know the following:

what information we collect about youand why,
for how long, and where we keep this information, and
to whom we share this information.

All of these points are explained in this privacy notice.

How to find the information you are looking for?

We have created this privacy notice to be as easy as possible to use and understand. That is why you will find the key points summarised under each section. If you are interested in knowing more, please follow the links in the sections or contact the data protection officer of the Ģ��ֱ��.

Contact the data protection officer

Why we process your personal data?

In its activities, the Ģ��ֱ�� processes contact information of interested parties, such as alumni, cooperation partners, and friends of the University. The friends of the University refers to former employees, donators as well as persons who have studied at the University.

Personal data are used for communicating about the University’s activities, sending invitations to the University’s events, fundraising campaigns, PR activities, and for other communications and marketing purposes of the University. In addition, upon the person’s consent, his or her personal data are used for EIR (Entrepreneur in Residence) cooperation in order to find out the person’s willingness to participate in research cooperation. In EIR cooperation, the register data includes the person’s expertise and aims for EIR cooperation.

The Ģ��ֱ�� keeps a commissions register for employer cooperation. The data on you or on your company/organisation in the commissions register are used as part of the University’s employer cooperation, which includes providing jobs/internships or work practice periods as well as master’s thesis commissions for students, employer presentations (to be agreed separately), recruitment and contact events, research and development cooperation as well as related marketing. Research cooperation can involve, for example, various commissions in the Tiimi&Työnantaja or Team&Client courses arranged by JYU Career Services (further information about the courses in and ).

The university may conduct surveys with stakeholders about its activities, such as social interaction, education or its evaluation, and other cooperation. For more information on the purpose of the survey, see the questionnaire cover sheet.

What data we process and how long?

The time we store your personal data varies from two years to permanent storage. To get more information about what personal data we collect and how long we keep certain information, check the sections below.

Personal data for alumni are collected from the data subjects themselves by an online form in connection with registration. These data include name, contact information, study data as well as information on current job and other interest in cooperation. The collected data can be used for possible later contacts.

Alumni data is kept permanently, as the alumni relationship is for life. You can request the deletion of your data by contacting Heli Mäki, Alumni Coordinator(heli.m.maki@jyu.fi).

The Ģ��ֱ�� has student ambassadors who contact upper secondary schools and offer to visit the schools in order to tell about university studies. Data on the schools’ contact persons are saved as part of the student ambassador activities (kept for two years).

Contact persons in schools related to student ambassador activities (contact information, two years).

Persons registering themselves for an event may also be inquired about possible special diet.

As regards donations, the saved data includes, for example, the donator’s contact information, personal identification code, and the sum (or other specification) of the donation.

Donation certificates and donation agreements made for the benefit of the Ģ��ֱ�� are kept permanently (Dynasty/electronic archives). Donators’ contact information and donated sums are kept permanently in CRM.

Persons registering themselves for an event may also be inquired about possible special diet.

Personal data can also be gathered from public sources, for example, from websites or the Fonecta B2B enterprise database. Collected data items include name, organisation and position therein as well as ordinary contact information.

The Ģ��ֱ�� uses the data collected on a person or enterprise/organisation in order to investigate various needs for cooperation with interested parties: expert, project, research and development cooperation. When necessary, the University also saves data on cooperation with persons and companies/organisations (meetings, correspondence, participation in events, newsletter memberships) as far as it is necessary for maintaining the relationship with interested parties. Also marketing bans issued by a person are saved in the system.

As regards the data saved based on the data subject’s post or a position of trust, the data will be kept for as long as the person’s post or position lasts. Information about job changes is received through the daily updates of the Fonecta B2B enterprise database. If a data subject does not want that his/her personal data are kept, he/she can have him/herself erased from the register. The character of the alumni register is based on lifelong participation.

Personal data in the commission register of employer cooperation are kept in the register of Career Services unless a data erasure is requested. Every five years it is checked that the register is up-to-date by asking data subjects to confirm their registration. Personal data is erased also for persons who have changed jobs (sent email messages do not get across).

The retention periods for personal data relating to individual surveys are determined on a case-by-case basis and are indicated in the notification accompanying the survey. Similarly, the precise purpose and objective of the survey will be indicated in the notification. If the contact details for sending the questionnaire have been obtained from a source other than the university, this will be indicated in the notification.

What rights you have and how to exercise them?

You have the following rights:

Right to access your data.
Right to have any incorrect information corrected.
Right to have your data erased (right to be forgotten), in certain situations.
Right to restrict processing.
Right to have the responsible unit inform the party to which your data is disclosed of your data being corrected, erased, or the processing being restricted.
Right to object processing, e.g. direct marketing.
Right to have your data transferred from one system to another, when processing is based on an agreement or your consent.
Right to be notified of any information security breaches resulting in a high risk.
Right to file a complaint with the supervisory authority.
Right to withdraw consent

You can exercise your rights by sending a request to the university's Registry Office. You can use the form on the Registry Office's website or send your request informally. Keep in mind that withdrawing your consent doesn’t change the processing that happened before the withdrawal.

Get to know your rights

Use the form of the Registry Office

Send an informal request to the Registry Office

Who can access your personal data?

Personal data of alumni are administered by an alumni coordinator at JYU University Services and also by the faculties’ alumni contact persons. For other interested parties, the personal data are administered by personnel responsible for cooperation with interested parties at University Services and faculties. The personal data can be accessed by the personnel of JYU Digital Services and University Communications, who are responsible for the maintenance, support and development of the data system in question.

Also, the service providers we use can access your personal data in their role as data processors. However, these providers do not actively process your personal data, but they have access to it for maintenance reasons.

Learn more about data processors

To whom we transfer your data?

Contact information related to student ambassador activities can also be handled at the departments.

At the Kokkola University Consortium Chydenius, your personal data are processed by the communications personnel of the University Consortium.

Donator data are processed by the person in charge of fundraising and by the executive assistant to the Rector.

Personal data will not be transferred outside the EU/EEA.

On what basis we process your personal data?

We process your personal data based on legal grounds, agreements, or your consent. If you want to dive deeper into our legal bases, such as the relevant legal provisions, you can find more information through the menu below.

The primary basis for the processing of personal data is fulfilling a duty for the public interest (General Data Protection Regulation, GDPR, Article 6.1e; Universities Act 2009/558, Section 2). Lists of interested parties include persons with such positions or posts (as well as related work in public organisations, trade, and industries, non-governmental organisations, or in other such activities) that allows them to serve as experts, partners, visiting lecturers, or in other equivalent roles in the University’s activities.

The list of interested parties can also be used for informing about the University’s or its unit’s activities as well as for other communication with interested parties (GDPR Article 6.1f; Data controller’s legitimate interest) when it is not about performing the University’s duties as a public authority. A data subject has the right to forbid the use of his/her personal data.

Sending of various publications and newsletters can also be based on an agreement (GDPR Article 6.1b) or a legitimate interest according to a prior customer relationship (Article 6.1f) (participation in an event or other customer-type connection).

Marketing communication can be pursued based on a legitimate interest (Article 6.1f). As regards direct marketing to a natural person, requires prior consent (Article 6.1a). A data subject has the right to forbid the use of his/her personal data for direct marketing.

Joining the alumni register is voluntary. You can cancel your participation at any time.

The donator data saved in the system are processed on the grounds of a statutory obligation (Article 6.1c). Donation data are kept permanently. When requested, donation data are public information, unless it can be exceptionally shown that there are legal grounds for secrecy obligations regarding these data (Act on the Openness of Government Activities 621/1999).

The legal basis for the surveys may be a statutory task of the controller (evaluation of education) or a planning and analysis task of a public authority in the public interest.

How to contact us?

If you want more information about the processing of your personal data, do not hesitate to contact our data protection officer via email or phone (+358 40 805 3297).

Contact our data protection officer

Contact information of units

Below you find the contact information of each unit. If you wish, you can directly contact the appropriate unit instead of the data protection officer.

If you want to exercise your rights (withdraw your consent for example) you can contact the Registry Office by email:

Send a request to the Registry Office

Ģ��ֱ��