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 a long-term register, system, or tool:
Registration in e-form for staff training, incl. courses in higher education pedagogy, information seminars and courses in general skills
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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:
University Services, Financial Services, Executive Administrative Office
Contact person: Susanne Lundström, susanne.lundstrom@abo.fi, 050 5133500
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 personal data is necessary for information to the participants as well as for the administration and implementation of courses and information events as well as for the statistics on staff training that ÅAU is obliged to maintain.
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.
Contract: You have a contract or is about to enter into a contract with Åbo Akademi University, and it is necessary to process your personal data in order to fulfill the contract.
Public interest or official authority: Åbo Akademi University has statutory tasks of public interest and the right to exercise official authority according to the Universities Act. Scientific and historical research is an example of a statutory task of public interest.
Legitimate interest: It is necessary to process personal data for a purpose that concerns the legitimate interest of Åbo Akademi University or another party. Your personal data can then only be processed if a balancing test shows that the protection of your personal data does not outweigh the legitimate interest. Legitimate interest cannot be a legal basis when Åbo Akademi University performs its statutory university tasks.
- Public interest or official authority: The processing is necessary to perform a task that is carried out in the public interest or to exercise the public power that Åbo Akademi University has by law. Åbo Akademi University´s statutory task is to organize research-based education and collaborate with society.
- Legitimate interest (applies to employees at Åbo Akademi University): The processing is necessary to protect the legitimate interests of Åbo Akademi University or third parties, except when the interests of the data subject or the fundamental rights and freedoms that require the protection of personal data take precedence over such interests. When Åbo Akademi university organizes training for its staff, the interests of both the organization and the individuals are met.
- Contract: The processing is necessary to fulfill an agreement to which you are a part or to take measures at your request before the agreement is concluded. When you register for a course and are not employed or a student at Åbo Akademi University, an agreement is drawn up between you and the course organizer.
- Consent to that the personal data is processed: You have consented (in writing or verbally) to your personal data being processed for a purpose other than in points 1–3 (in such cases, the purpose is stated, and consent is specifically requested).
The personal data is necessary for information to the participants as well as for the administration and implementation of courses and information events as well as for the statistics on staff training that Åbo Akademi University is obliged to maintain.
Which personal data is processed and by whom?
We process the following personal data when you register:
– name details
– gender
– unit
– staff category
– place of work, location
For courses in higher education pedagogy, we also process:
– personal identification number (if personal identification number in Finland is missing, enter date of birth (yyyy-mm-dd)
– position
– if you study/have previously studied at Åbo Akademi University
– if you are employed at Åbo Akademi University
The person himself registers all information that is stored.
The personal data is processed by the staff training team (personnel services staff and management and faculty support).
From where do we collect your personal data and how is the data processed?
Directly from the individual.
The personal data is stored in the e-lomake system until the end of the semester alt. the academic year, after which information is saved at Åbo Akademi University´s home site for a maximum of 5 years. The Employment Fund can demand to check information for 5 years. Course participants can receive a certificate of completed courses a maximum of 5 years ago. The data is deleted 5 years after the training.
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?
Yes, personal data will be transferred outside Åbo Akademi University.
Åbo Akademi University sometimes collaborates with external parties regarding staff training, higher education pedagogy, information seminars and courses in general skills. As part of the collaboration, we can transfer or disclose the personal data you provided in your registration to the extent that it is necessary to inform about and carry out the training event. The cooperation parties can be seen from the information on the notification.
Is your personal data transferred outside EU/EEA?
No, personal data is not transferred outside EU/EEA.
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