Data privacy notice – Alumni Relations

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

Data privacy notice updated 14.10.2026

Data controller

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

Unit in charge of the processing

Communications, Marketing and Community Relations
Communications Director
Marja
Jokinen
viestinta@oulu.fi
Contact person for more information
  • Alumni Coordinator
    Riitta
    Arffman
    etunimi.sukunimi@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

  • 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
Newsletter services used by the University may collect and store data on newsletter opens and clicks.

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

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:

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.

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.

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

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

Information of 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 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.