Data privacy notice – Newsletters

The University of Oulu sends several newsletters. This data privacy notice describes what data about the recipients of newsletters is stored and how this data is processed.

Data privacy notice updated 27.10.2026

Data controller

University of Oulu
Pentti Kaiteran katu 1, Linnanmaa
P.O. Box 8000
90014 University of Oulu
Phone +358 294 48 0000

Units in charge of the processing

Communications, Marketing and Community Relations
Communications Director
Marja
Jokinen
viestinta@oulu.fi
University of Oulu, Innovation Centre
Director
Jouko
Uusitalo
innovaatiokeskus@oulu.fi

University Data Protection Officer:

dpo(at)oulu.fi

Purpose of processing personal data and legal basis for processing personal data

Purpose of processing personal data

Personal data is used in managing the processing of the newsletters of the University of Oulu and in delivering the newsletters.

Legal basis for data processing

The controller's legal obligation

According to Section 20 of the Act on the Openness of Government Activities, the university must promote the openness of its activities and see to it that the information that is essential to the general public’s access to information is available.

A task carried out in the public interest or the exercise of public authority

The University of Oulu fulfils the statutory task provided for in Section 2 of the Universities Act, based on the public interest, when it engages in research, teaching and social interaction.

Personal data to be processed

E-mail addresses supplied by subscribers to the newsletter
E-mail addresses supplied from the alumni, stakeholder, and fundraising registers of the University of Oulu
For certain newsletters, first name and last name information reported by subscribers may also be collected.
The newsletter services used by the university collect and store information about the openings and clicks of the newsletters, thus this information can also be processed.

Data source and description of the data source (if the personal data has not been obtained from the data subject)

Information is collected from the following sources:

Thus, you can receive newsletters either because you have subscribed to the newsletter yourself or you receive them based on your status as a donor or alumnus or your position in working in an organisation.

Recipients or categories of recipients of personal data

The University of Oulu sends newsletters through two separate systems. Your personal data is located in Liana Technologies' system or the Microsoft Dynamics 365 Customer Relationships Management system. The right to use your personal data is limited to those persons at the University of Oulu whose work requires it. In addition, the service providers Liana Technologies, Digia and Elisa have access to data of the system they are providers for technical maintenance purposes. The processing requires identification.

Your personal data may be provided by separate personnel register for University of Oulu alumni, donors, and other stakeholders to the newsletter register. More information on stakeholders register personal data and personal data processing in separate data protection notice for University of Oulu stakeholders.

Information of transfers of personal data to third countries or international organisations

Personal data is not passed on to third parties or outside the European Union or the European Economic Area.

Information of data storage time

Personal data is kept in the service for the present or as long as the data subject asks for the removal of their personal data. Data can also be deleted due to the end of the customer relationship. Unsubscribing newsletter does not lead to the final deletion of personal data from the system.

Data subject rights

You have the following rights as a data subject:

  • Right to access your data
  • Right to have inaccurate data corrected (make sure to keep your contact information up to date)
  • In certain situations, the right to have data erased ("right to be forgotten")
  • In certain situations, the right to restriction of processing
  • In certain situations, the right to object to processing
  • In certain situations, the right to have data transferred from one system to another if the processing is based on consent or agreement and is performed automatically.

Please note that the applicability and scope of your above-mentioned rights will be specified on a case-by-case basis in accordance with the EU General Data Protection Regulation, depending on e.g. the grounds for processing the data, and that you do not have the above-mentioned rights in all cases.

How can you exercise your rights?

If you have questions concerning your rights, you can contact the data protection officer or unit’s contact person.

If you wish to exercise your rights mentioned above, please send your request to: kirjaamo(at)oulu.fi.

You will get a reply with necessary instructions.

Right of appeal to the supervisory authority

In addition to the rights mentioned above, you have the right to file a complaint about the processing of your personal data with the Office of the Data Protection Ombudsman as the supervisory authority.

The contact details and opening hours can be found on the website of the Data Protection Ombudsman.

Automated decision-making or processing the personal data for other purposes

No

General description of the technical and organisational protection measures

The University as the Data Controller uses appropriate technical and organisational measures to protect personal data against unauthorised or unlawful processing and against damage or loss of personal data.