Data privacy notice - Applicant marketing activities
Data controller
University of Oulu
Pentti Kaiterankatu 1
P. O. Box 8000, 90014 OULU
Unit in charge of the processing:
University of Oulu, Communications, marketing and public affairs
Communications Director Marja Jokinen, e-mail address: viestinta(at)oulu.fi
Contact person for more information
Marketing designer Karoliina Kekki, etunimi.sukunimi(at)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 for the purpose of compiling applicant marketing statistics is public interest. The University of Oulu fulfils a statutory duty as defined in Section 2 of the Finnish Universities Act (558/2009), which mandates universities to engage in research, education, and societal interaction in the public interest.
The purpose of processing your personal data is to provide information to individuals who are applying to the University of Oulu or who may be interested in the education offered by the university. This includes information about degree programmes in fields of study that the applicant has shown interest in, as well as general information about studying at the University of Oulu.
The legal basis for processing personal data for the purpose of sending newsletters is further clarified in the newsletter data privacy notice.
Personal data to be processed
For sending newsletters related to specific study programmes, the following personal data is processed:
- Name
- Contact information
A newsletter platform is utilised for the distribution of newsletters. Consent for the processing of personal data in connection with newsletters may be withdrawn via the newsletter platform.
Personal data collected for applicant personalisation:
- Interest in Bachelor's, Master's, or Doctoral programmes
- Interest in specific fields of study
- Estimated year of application as provided by the data subject
- Location of the fair event attended by the data subject, where they received information about the newsletter
Personal Data Processed for Statistical Purposes:
- Fields of study that attract interest globally
- Fields of study generally popular among international applicants
This data is used to monitor subscription activity to newsletters used in applicant marketing, and to assess whether there are differences in subscription activity depending on whether the newsletter subscription was prompted by information received at a fair event or initiated independently. Additionally, the data enables personalisation of newsletter content for individuals interested in specific fields of study, including information about events related to those fields. Personal data is collected using a Webropol form.
Recipients or categories of recipients of personal data
Your personal data is processed by staff members of the University of Oulu who are involved in organising activities and whose duties require such processing. The processing requires identification. Personal data will not be disclosed for internal use within the University of Oulu or to external parties. System providers have access to the systems for maintenance purposes only. Access to your personal data within the electronic system is protected and secured.
Personal data shall not be passed on to third parties not mentioned in this notice.
Data transfers
Personal data is not passed on to third parties or outside the European Union or the European Economic Area.
Data storage time
Personal data collected via the Webropol form for analysis purposes will be retained for one (1) year and will be deleted after this period has elapsed.
The retention period for the processing of personal data in connection with newsletters is specified in the newsletter data privacy notice.
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.
If you have any questions about your rights, you can communicate with the University's Data Privacy Officer or the contact person of the responsible unit.
If you want to use the above-mentioned rights, please send a request to the University’s registry office: kirjaamo(at)oulu.fi, where you will get the necessary additional 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
We will not use your personal data for automated decision-making or for any other purposes than mentioned in this document.
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.