Data privacy notice – Alumni Relations

This data privacy notice concerns the management and development of alumni relations at the University of Oulu.

Data privacy notice

Data Controller

University of Oulu
Pentti Kaiterankatu 1
P. O. Box 8000, 90014 OULU
Tel. +358 294 48 0000

Unit in charge of the processing:
University of Oulu, Communications, Marketing and Community Relations
Communications Director: Marja Jokinen, email: viestinta(at)oulu.fi

Contact person for more information:
Alumni Coordinator: Riitta Arffman
Email addresses follow the format firstname.lastname@oulu.fi

University Data Protection Officer: dpo(at)oulu.fi

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

The legal basis for processing personal data is the performance of tasks in the public interest as defined in the Universities Act (Section 2) and Article 6(1)(e) of the General Data Protection Regulation (GDPR), as well as legitimate interest. A significant bond exists between alumni and the University, established through studies and completion of a degree. Processing personal data enables the University to maintain and develop this relationship and keep in contact with alumni.

All former students who have completed a degree at the University of Oulu, as well as certain qualification programmes, are considered alumni. Joining the alumni network is voluntary, but the University maintains study and address information for all former students.

Purposes of processing include:

  • Recruiting alumni
  • Maintaining alumni community data to enable activities
  • Managing alumni relations and improving customer service
  • Organising alumni events and gatherings
  • Communication (e.g., event announcements, alumni newsletters)
  • Recognising and rewarding volunteers
  • Planning alumni activities, including understanding alumni needs, improving quality, and developing new services

Personal data to be processed

Personal data processed about alumni may include:

  • Name, date of birth, personal identity code, address, email, phone number
  • Study information: student ID, faculty, degree, degree programme, other studies, start and graduation year
  • Employment details: employer, job title, position, work address, work phone number
  • Communication between alumni and the University of Oulu
  • Preferred communication language (Finnish or English)
  • Categories (e.g., type of cooperation)
  • Subscriptions and interests (e.g., newsletters)
  • Feedback or responses to surveys
  • Event registrations
  • LinkedIn profile URL
  • CRM system log data

Updates from the Population Information System may include:

  • Address
  • Municipality of residence
  • Date of death

Statistical data:

  • Number of alumni network members
  • Degree levels
  • Faculties and fields
  • Number of different Communication languages

Newsletter services used by the University may collect and store data on newsletter opens and clicks. Details of this processing are described in the newsletter privacy notice.

Recipients or categories of recipients of personal data

Personal data may be disclosed internally within the University of Oulu. External service providers (e.g., IT and expert services) may process data on behalf of the University of Oulu under contractual agreements.

Name information may be shared with alumni for purposes related to alumni activities, such as organising class reunions. Name information may also be shared with student organisations (e.g., guilds) for developing alumni activities.

Regular Sources of Data

Alumni may join the alumni network upon graduation or later. The alumni register is maintained in the University’s Customer Relations Management (CRM) system, accessible only to staff managing alumni relations. Degree information is updated from the student records system. Alumni can update their data via the alumni network form.

To manage alumni relations, address and date-of-death information may be updated through the Population Information System.

Transfer of Personal Data Outside the EU/EEA

Personal data will not be transferred outside the European Union or the European Economic Area.

Data storage time

Personal data will be retained as long as the relationship remains relevant, until deletion is requested, or until the University determines that retention is no longer necessary for the purposes of processing.

Data Subject Rights

You have the following rights as a data subject:

  • Right of access to your personal data
  • Right to rectify inaccurate or incomplete data
  • Right to erase personal data ("right to be forgotten")
  • Right to restriction of processing
  • Right to object to processing
  • Right to data portability (transfer of data from one system to another

Please note that the rights mentioned above will be considered case by case in accordance with the European Data Protection Regulation. Also note that in all occasions you do not have the rights mentioned above.

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

No automated decision-making or processing the personal data for other purposes

Your personal data will not be used for automated decision-making or for any other purposes than those described in this notice.

General description of the technical and organisational protection measures

As the data controller, the University of Oulu applies appropriate technical and organisational measures to protect personal data against unauthorised or unlawful processing, as well as against accidental loss, destruction, or damage.