Data privacy notice – Mentoring programme

The privacy notice applies to personal data processed for the purposes of organising and developing the mentoring programme.

Data privacy notice updated 02.09.2026

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

Learning Support and Wellbeing Centre
Director
Kauko
Keskisärkkä
career@oulu.fi
Contact persons for more information
Solution Designer
Salla
Herrala
career@oulu.fi
Solution Designer
Iina
Tolonen
career@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

The processing of personal data enables the University to organize a mentoring programme focused on the career development and working-life dicsussions of master's degree students, as well as to maintain alumni and friends' of the University's connection with the University, its networks and opportunities to participate in its activities.

Mentoring is a relationship and confidential discussions between an experienced individual with a higher education degree (mentor) and a Master's student of the University of Oulu that lasts about six months. Mentors may include both alumni and other professionals in their respective fields. During this time the mentor supports the student in decision-making as well as career planning and management. Through discussions the University of Oulu’s mentoring programme gives students an opportunity to develop their professional and personal skills. For mentors the programme offers an opportunity to network, get to know the new generation of the university, learn what studies consist of nowadays, and have a say at the university.

For the mentoring programme to be carried out, applicants apply voluntarily using an application form. After this, mentoring pairs (student and mentor) are formed on the basis of the application forms.

Participants apply to the mentoring programme voluntarily by completing an application form. Mentoring pairs, consisting of a student and a mentor, are formed on the basis of the application forms.

Personal data to be processed

Mentors

Name, email address, LinkedIn profile, phone number, place of residence during the programme, gender, preferred language of participation, and any previous participation in the mentoring programme.
Educational background: field of study, degree title, major subject, year of graduation, degree-awarding institution, and any other degrees or continuing education completed.
Current employment and job responsibilities, previous employment and job responsibilities, expertise, and skills.
Communication between the mentor and the data controller.
For joint events, any special dietary requirements.
Any other information voluntarily provided by the individual.
Categories (e.g. type of collaboration).
A mentoring agreement prepared by the mentor and the student, including the planned meeting frequency, objectives, and topics.

Students

Name, student number, email address, LinkedIn profile, phone number, place of residence during the programme, gender, preferred language of participation, and any previous participation in the mentoring programme.
Study-related information: degree programme, degree level, and estimated graduation date.
Motivation, needs, and expectations related to mentoring, as well as any previous work experience.
Communication between the student and the data controller.
For joint events, any special dietary requirements.
Any other information voluntarily provided by the individual.
Categories (e.g. type of collaboration).
A mentoring agreement prepared by the mentor and the student, including the planned meeting frequency, objectives, and topics.

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:

Information about mentors and students is collected from the application forms submitted for the programme, from LinkedIn profiles in case these have been provided in the application, and from registration forms related to joint mentoring events. Students’ study rights and attendance status for the current academic year at the University of Oulu may be verified through the student register.

Recipients or categories of recipients of personal data

Only the persons responsible for the mentoring programme will process the data. Personal data may also be processed by external parties, such as personnel of companies providing system and expert services, when such companies process personal data on behalf of the University of Oulu.

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

Data shall not be transferred to third parties not mentioned in this listing. Personal data will not be transferred outside the European Union or the European Economic Area.

Information of data storage time

Personal data collected for the implementation of the mentoring programme will be retained for the duration of the mentoring programme and for a maximum of 12 months after the programme has ended for the purpose of collecting feedback, evaluating the programme and handling any requests for clarification, after which the data will be deleted.

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.