Data privacy notice – Participating in applicant marketing activities

University of Oulu collects and handles the personal data of students and staff when they are participating in applicant marketing activities. In this data privacy notice, we explain how we handle your personal data and what rights you have to pertaining to your personal data.

Data privacy notice updated 29.10.2026

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
marketing@oulu.fi
Contact person for more information
  • Marketing Designer
    Karoliina
    Kekki
    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

Your personal data is used to manage the University of Oulu applicant marketing activities. We use your data to manage and develop the functions as organising the call for applications and activities, and to maintain the relationship after you completed the tasks. We use your data to process payments, for communications and marketing, and to manage events.

Your data is processed to manage personal data and contact information, applications, registrations, to organise training sessions and handle participation, for event management, to manage travel arrangements and payments, and to compile statistics and develop activities.

You have no statutory, contractual or any other obligation to provide us with your personal data.

Legal basis for data processing

The legitimate interests of the controller or a third party

The legal basis for the processing of your personal data is legitimate interest as we cannot organise applicant marketing activities without collecting personal data.

Personal data to be processed

We process for example the following data:

first name
last name
student ID number
Finnish ID number
email address
phone number
information on studies and previous studies
motivation to participate in the activities
attendance in activities

When travelling is required, may be collected:

contact information
data on the means of transportation
data on the means of accommodation

To process payments, we handle:

hours and dates for the tasks you have completed

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:

You fill in or provide us with the data yourself, we receive the data from a University of Oulu staff member or another student or from a third party as ordered by our unit such as a photographer or a journalist.

Recipients or categories of recipients of personal data

Your personal data is processed by University of Oulu staff members or persons assigned by the University of Oulu involved in organising the activities. Data can be passed on internally at the University of Oulu.

Personal data can be handled by system and service providers authorised by the University of Oulu. Data processors (e.g. information systems providers) have access to the systems for maintenance. Personal data is protected from unauthorised processing by user authentication.

Data may be passed on to students, staff and trainers involved in marketing activities who can be from outside the University of Oulu.

Personal data shall not be passed on to third parties not mentioned in this notice.

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

If the personal data needs to be transferred outside of EU/EEA member states and the transfer would not be under Commission adequacy decision, such transfer will only be conducted in accordance with the rules of Chapter V of the GDPR.

Information of data storage time

Personal data will be stored for the time being until the university decides, storing is no longer necessary for the purposes of the processing or you require for it to be deleted. Legislations and guidelines of the University of Oulu may determine the retention time of personal data.

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.