Data protection statement concerning events

This page describes how your personal data are processed after you have registered for an event or session organised by the University.

By accepting an invitation or registering for an event, you give us permission to process your personal data as described below. As the controller of the relevant data file, the University of Helsinki is responsible for the processing of your personal data.

This statement describes how your personal data are processed.

 

1. The University of Helsinki is the controller of the data file, or the party responsible for processing your data.

Our contact details are:

University of Helsinki
PO BOX 3
00014 University of Helsinki
Switchboard: +358 294 1911

 

Contact details of the data protection officer: tietosuoja@helsinki.fi

Email address for event services: helsinkiunievents@helsinki.fi

 

2. Why do we process your personal data, or what is the purpose of the processing?

The personal data of participants are collected to help organise events and communicate information about them. We collect only personal data necessary for specific purposes.

Personal data are processed only for the following pre-determined purposes:

  • To organise an event and cater for special needs
  • To distribute information on an event
  • To send invoices relating to an event
  • To collect feedback on an event
  • To market similar events

 

3. Why do we have the right to process your personal data, or what is the legal basis for the processing?

Personal data are processed in the legitimate interests of the controller and based on registration for an event.

 

4. What kind of personal data do we process?

The data are collected from people registering for an event and include their name, common contact details and participation information. The data requested may vary according to event, but we only collect necessary data. The data are collected directly in connection with registration through event-specific forms. Data provided by email or phone or in person can also be stored if they are relevant for the arrangements.

In addition, information related to payments and payment methods will be stored if a participation fee is charged.

Regular sources of data include event participants, our customer information system and invoice database, and public sources.

Photography at events

The University of Helsinki may use still and/or video photography at events. The photographs or videos may be published on the University’s website or social media accounts or in other publications related to the University. The material will not be used for commercial purposes.

 

5. What rights do you have?

If you wish to exercise your rights, please submit a written request to the contact person for the event.

 

a. Right to access and rectify personal data

You have the right to know whether the University of Helsinki is processing your personal data. Additionally, you have the right to know which personal data are being processed and to have incorrect data rectified.

 

b. Right to withdraw consent

If we process your personal data on the basis of consent given by you, you have a right to withdraw such consent.

 

c. Right to erasure

You have the right to request the erasure of your personal data. However, the right to erasure does not apply if the processing of personal data is necessary for compliance with a legal obligation which requires processing by law to which the controller is subject.

 

d. Right to object

You have the right to object to the processing of personal data. In such cases, the University can no longer process your personal data unless the University demonstrates compelling legitimate grounds for the processing which override the interests, rights and freedoms of the data subject or for the establishment, exercise or defence of legal claims.

e. Right to lodge a complaint with a supervisory authority

You have the right to subject the legality of the University’s activities to a review by the Data Protection Ombudsman (tietosuoja@om.fi).

 

7. How long will we store your personal data?

Data associated with a specific event will be deleted once they are unnecessary for its organisation or follow-up. Contact details may be used after the event to send out information on upcoming events in the same field, after which  the details collected may be stored anonymously for the purposes of statistics. Accounting material is stored as required under the Accounting Act.

 

 

8. Who processes your personal data?

 

University of Helsinki staff may process personal data in accordance with valid data protection legislation. We can also outsource the processing of personal data to a third party, such as an event organiser, in which case we will make contractual arrangements to ensure that personal data are processed in accordance with data protection legislation and otherwise appropriately. A third party may also be responsible for the event facilities, safety and security or catering.

 

9. Transfer of data outside the European Union or the European Economic Area

According to its data protection policy, the University will exercise particular care if personal data are to be transferred outside the EU or the EEA to countries where data protection regulations do not conform to the EU’s General Data Protection Regulation.

If personal data are transferred outside the EU or the EEA, and the European Commission has not deemed the level of data protection in the target country to be sufficient, data protection will be ensured under the relevant legislation using the EU–US Privacy Shield framework, or using the standard contractual clauses approved by the European Commission.