Data privacy notice – UniOulu Sign electronic signature service
Data privacy notice updated 03.11.2026
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
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 University of Oulu processes the personal data of its staff or students, as well as individuals employed by its contractual partners, to enable the electronic signing of University of Oulu agreements and other legally binding documents using the UniOulu Sign electronic signature service. The staff members refer, for example, to the university’s authorised signatories and individuals who prepare agreements on behalf of the University of Oulu. Students are, for example, students taking a degree at the University of Oulu.
The University of Oulu carries out its tasks using the electronic signature service.
Legal basis for data processing
- The controller's legal obligation
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The University of Oulu processes personal data because the processing is necessary for compliance with the University’s legal obligations. The University has numerous statutory duties arising from, among other legislation, the Universities Act and employment legislation, which require the University to enter into agreements and make decisions. Entering into agreements and making decisions, in turn, requires signatures.
- A task carried out in the public interest or the exercise of public authority
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The processing of personal data is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the University.
The University’s tasks carried out in the public interest, such as scientific research and education, as well as the exercise of official authority, require agreements to be entered into and decisions to be made, which in turn require signatures.
Personal data to be processed
The signatories and other service users of the University of Oulu
The signatories of a contracting partner
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:
The University of Oulu receives the personal data of its staff members from the university’s Human Resources Services information system. As a member of the University of Oulu staff, you will update your data either by logging into the service or by requesting an update of your information in the Human Resources Services information system. The data of the signatories belonging to students of the University of Oulu is obtained from the University's student information system. Some of your personal data is collected from you during your use of the service.
The University of Oulu collects information about the contracting partner and its signatories from the contracting partner and its signatories themselves. The University of Oulu may also collect personal data of its contracting partners’ signatories from publicly available sources.
Recipients or categories of recipients of personal data
At the University of Oulu, data can be processed by those university employees or persons commissioned by or acting on behalf of the University of Oulu who need them in their tasks.
In the UniOulu Sign electronic signature service, the contact details of University staff and students can be viewed by preparers, for example the senders of signature requests. In addition to the preparer, documents sent through the service can be viewed by everyone included in the signature request: the signatories themselves, persons to whom the signature request has been sent for information, and so-called peer users to whom the sender of the signature request has granted the same access rights as their own. The administrators of the UniOulu Sign electronic signature service who are members of the University of Oulu staff have access to contact details and signature requests in the service.
Personal data may be disclosed for internal use within the University of Oulu.
The system administrator of the supplier of the UniOulu Sign electronic signature service, Sarake Ltd., has access to all content in the service. Where necessary, the service provider may process personal data in order to implement operating, maintenance, support, development and communications services related to the service.
Personal data is disclosed to Sarake Oy and its subcontractor Nebula Oy for the provision of the service. Sarake Oy may outsource part of the processing of personal data to a third party with the consent of the University of Oulu.
Personal data is not disclosed to any third parties other than those listed above.
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 in accordance with the University of Oulu’s archive compilation plan indefinitely. The retention times are based on the Archives Act (831/1994) and other legislation.
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
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.