Privacy Notices of the University Communications

Data controller

University Communications of the University of Turku
FI-20014 TURUN YLIOPISTO
tel. +358 29 450 5000
VAT number (business ID): 0245 5896-3

Purpose of processing data

The purpose of processing personal data is increasing interaction and collaboration with internal and external customers and partners, and to promote the University’s societal interaction.

Data content of the registers

Data of the personnel, partners in collaboration, and stakeholder groups of the University of Turku are recorded in the registers. The persons in the register are individualised by name and basic contact information. The contact information can also include information on the person's job title and employer.

Legal basis for processing data

The processing of data is based on the universities’ mission set in section 2 of the Universities Act (558/2009), and particularly on realising the universities’ third mission, societal interaction. Legal grounds for processing data is the legitimate interest of the Data Controller.

Contact information

• University Communications of the University of Turku
  Communications Director Anne Paasi
  email: anne.paasi@utu.fi 
  telephone: +358 40 735 4858
• Data Protection Officer of the University of Turku
  email: dpo@utu.fi
  telephone: +358 29 450 3009

Sources of personal data

Personal data is collected from the following sources:

• media register
• subscribers of the science newsletter
• Aurora magazine newsletter
• stakeholder groups invited to different events
• photographs and videos
• temporary registers collected for single events or purposes

For photographs and videos, people are asked to fill in a consent form that permits the storage and publication of photos in the Mediabank of the University of Turku.

Origin of data, if not from the data subject

Data in the register is collected from the following sources:

• HR systems of the University of Turku
• Contact and event management system
• Information services of partners and organisations in collaboration (e.g. Internet pages)

Retention period of personal data

Personal data is deleted when the need for it has ended or the person asks for the deletion of their personal data.

Possible recipients of personal data or recipient groups in the EU or EEA

• A press release is sent of some of the doctoral dissertations to the Finnish media. A section containing personal data is included in these press releases on the basis of the announcement of the public defence of a doctoral dissertation.
• The University Communication’s media register is delivered to Meltwater Finland Oy which is our partner in sending press releases and measuring PR impact.

Other personal data is not disclosed to parties outside the University of Turku.

Rights of the data subject

• The data subject has the right to access their personal data retained by the Data Controller, the right to rectification or erasure of data, and the right to restrict and object the processing of data.
• If the data subject feels they have been mistreated, they have the right to lodge a complaint with the supervisory authority.

Further information

• The use of the service creates log entries which are used for ensuring the information security of the service, developing the technology of the service, and for detecting, preventing or investigating technical faults or errors (Sections 138,141,144, and 272 of the Information Society Code (917/2014)). The logs are retained for these purposes for the required time period and they will not be used for any other purposes.
• Contact details of the Data Protection Officer of the University of Turku: dpo@utu.fi  
• The principles of the information security of personal data at the University of Turku are described on a separate page.

Privacy notice in accordance with section 10 of the Personal Data Act (523/1999).

Data controller

University Communications of the University of Turku
FI-20014 TURUN YLIOPISTO
tel. +358 29 450 5000
VAT number (business ID): 0245 5896-3

Purpose of processing data

The purpose of processing personal data is to communicate doctoral dissertations.

Data content of the register

The data subject fills in the announcement of the public defence of a doctoral dissertation, where they provide their name, degree, place and date of birth, dates and places where earlier degrees have been completed as well as the name of the institution(s), current place of employment and position, title of the dissertation, date, time, place and language of the public defence, information on the Opponent and Custos, unit, and method of publication.

Legal basis for processing data

Consent of the data subject.

Contact information

• University Communications of the University of Turku
  Communications Director Anne Paasi
  email: anne.paasi@utu.fi  
  telephone: +358 40 735 4858
• Data Protection Officer of the University of Turku
  email: dpo@utu.fi
  telephone: +358 29 450 3009

Sources of personal data

Personal data is collected from the announcements of the public defence of a doctoral dissertation.
 
As for the announcements of the public defence of a doctoral dissertation, the data subjects are informed that, when they give their personal data, they give the University Communications the right to use the data as part of the communications on the public defence. When surrendering their information to the University, the doctoral researcher also gives the University Library permission to use that information in the Library's authority record.

In addition, the doctoral researcher is separately requested to send a portrait by email. The picture sent by the doctoral researcher is stored on the University Communications’ network drive and used on the website and social media channels of the University of Turku when communicating about the dissertation as well as offered to the media.

Retention period of personal data

Personal data is deleted when the need for it has ended or the person asks for the deletion of their personal data.

Possible recipients of personal data

On the basis of the announcement of the public defence of a doctoral dissertation, a calendar event is published on the University’s website and a post is published on the University’s social media channels. A press release is sent on some of the doctoral dissertations to the Finnish media and a section containing personal data on the basis of the announcement of the public defence of a doctoral dissertation is included in the dissertation press release. The press releases with the section containing the introduction of the doctoral candidate are published on the University’s website.

Rights of the data subject

• The data subject has the right to access their personal data retained by the Data Controller, the right to rectification or erasure of data, and the right to restrict and object the processing of data.
• If the data subject feels they have been mistreated, they have the right to lodge a complaint with the supervisory authority.

Further information

• The use of the service creates log entries which are used for ensuring the information security of the service, developing the technology of the service, and for detecting, preventing or investigating technical faults or errors (Sections 138,141,144, and 272 of the Information Society Code (917/2014)). The logs are retained for these purposes for the required time period and they will not be used for any other purposes.
• Contact details of the Data Protection Officer of the University of Turku: dpo@utu.fi
• The principles of the information security of personal data at the University of Turku are described on a separate page.