Privacy Notices of the University Communications

Would you like to update your personal data or unsubscibe from the University Communications' mailing list?
Please send your request to communications@utu.fi.

Privacy Notice 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

Personal data is processed according to subsection 1, paragraphs 5,6 and 8 in section 8 of the Personal Data Act.
 
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

Rekistereihin tallennetaan Turun yliopiston henkilöstön, yhteistyökumppaneiden ja sidosryhmien tietoja. Rekisterissä olevat henkilöt yksilöidään nimellä ja tavanomaisilla yhteystiedoilla. Yhteystiedot saattavat kattaa myös tiedon henkilön tehtävänimikkeestä ja työnantajasta.

 

Legal basis for processing data

The processing of data is based on the universities’ mission set in section 2 of the Universities Act (558/2007), 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
    Marketing Coordinator Kati Kaarlehto
    email: kati.kaarlehto@utu.fi
    telephone: +358 40 038 4054
  • Data Protection Officer of the University of Turku
    Camilla Engman
    email: camilla.engman@utu.fi
    telephone: +358 50 514 1147

 

Sources of personal data

Personal data is collected from the following sources:

  • media register
  • subscribers of the science newsletter
  • Aurora magazine newsletter
  • address directory of the Aurora magazine
  • address directory of the Mercurius magazine
  • 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

  • On the basis of the announcement of the public defence of a doctoral dissertation, a section containing personal data is included in the dissertation press release which is sent to the Finnish media.
  • The address directories of the Aurora and Mercurius magazines are delivered to the printing press Grano from where the University Communications buys mailing services. As for Grano, they buy the mailing services from Posti.
  • University Communication’s media register is delivered to Meltwater which is the Unit’s 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 elsewhere.
Privacy notice of the announcement of the public defence of a doctoral dissertation

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

Personal data is processed according to subsection 1 in the section 8 of the Personal Data Act.

 

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
    Marketing Coordinator Kati Kaarlehto
    email: kati.kaarlehto@utu.fi
    telephone: +358 40 038 4054
  • Data Protection Officer of the University of Turku
    Camilla Engman
    email: camilla.engman@utu.fi
    telephone: +358 50 514 1147

 

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 media coverage of the public defence and creating an authority record.

Alongside the media coverage of the public defence, the information on the public defence event and the doctoral candidate’s phone number and email address are published. However, the doctoral candidate may refuse permission to publish their contact information. The press releases are distributed to the media and published in the University’s online channels.

The announcement of the public defence is also sent to the University of Turku Library where it is used in creating an authority record on the doctoral candidate in the Asteri database maintained by the National Library.

In addition to the doctoral candidate’s authorised form of name, the authority record includes their year and place of birth, profession, line of work, the doctoral candidate’s languages of use, and their completed degrees (including years). The authorised form of name in the authority record is utilised in the publications’ information saving and search. The different forms and spellings of a person’s name are tied together with the help of the authorised form of name. At the same time, persons with identical names are differentiated, and the information on the publications is connected right in different databases.

The home address provided in the announcement of the public defence is used for sending a congratulatory card.

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

 

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 section containing personal data is included in the dissertation press release which is sent to the Finnish media. The press releases with the section containing the introduction of the doctoral candidate are published on the University’s Finnish-language website under the Tiedotteet page.

 

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 elsewhere.