Privacy notice for the Shaking up Tech event on 13 October 2022

This privacy notice applies to the Shaking up Tech event and the related website https://shakinguptech.com. This privacy notice describes how the University of Oulu collects and processes the personal information of Shaking Up tech event visitors.

Data privacy notice

This privacy notice applies to the Shaking up Tech event and the related website

https://shakinguptech.com. This privacy notice describes how we process your personal data in connection with the event.

This notice is an information document for the data subject in accordance with the EU General Data Protection Regulation (EU 679/2016) and supplements the general data protection notice of the University of Oulu, where you can read more about the purposes and legal grounds for the processing and the transfer and disclosure of personal data.

Data controller

University of Oulu

P.O. Box 8000

FI-90014 UNIVERSITY OF OULU

If you need more information, please contact Planner Raisa Juntunen, firstname.lastname@oulu.fi.

University of Oulu Data Protection Officer, dpo@oulu.fi

The unit responsible for data at the University of Oulu is the Unit for Communications, Marketing and Public Affairs. Communications Director Marja Jokinen, e-mail address: viestinta(at)oulu.fi.

Why and on what basis do we process your personal data?

At the Shaking up Tech event, the University of Oulu strives to encourage and motivate young women to study technology after upper secondary studies. The aim of the event is to introduce the participants to a wide range of educational and career options in the field of technology and to even out the gender balance in the field.

The 2022 Shaking up Tech event is organised by the University of Oulu in collaboration with the Lappeenranta-Lahti University of Technology (LUT) and Aalto University. In addition to the University of Oulu, your personal data is processed by Aalto University and LUT.

basis for the processing of your personal data is legitimate interest: we process your personal data in order to organise and develop the event. We use your personal data for purposes such as contact, communication, marketing and event management. We may use your personal data for data security purposes and for the prevention and investigation of misuse.

Regular sources of data

You enter or provide the information yourself, for example when you register, or we receive it from a partner university or from a non-university actor acting on our behalf, such as a service provider, photographer or supplier.

What personal data do we process?

For example, we process the following types of personal data:

Information provided when registering for the event, such as contact details
Information provided in connection with a contact, for example, if you represent a company that wants to discuss opportunities for cooperation, and you provide the contact details of the company’s representative.
Personal data contained in marketing and communication material, such as the career stories of women working in the technical field on the website
Personal data contained in photos and videos, such as an identifiable person in a photo or video of the event.

Any personal data collected by the partner universities, how the personal data is processed at the partner university and the rights of the data subject are expressed in the privacy notice of the partner university.

You can find links to the privacy notices of Aalto University and LUT at the end of this privacy notice.

Recipients of your personal data

At the University of Oulu, your data will be processed by members of the staff of the University of Oulu or by service providers and persons acting by order of and on behalf of the University of Oulu or the partner universities (Aalto and LUT) who need it in their jobs. Data may be disclosed to external service providers who process data on behalf of the University of Oulu or the partner universities. Data may be disclosed to persons participating in the organisation of the event, who may be from outside the university. The University of Oulu discloses personal data to the partner universities (LUT and Aalto). System providers have access to the systems for maintenance purposes. Access to your personal data is limited by access rights.

The University of Oulu may share photos of the event and participants in social media services. The processing of personal data contained in such images is subject to the privacy statements of these services. Read about this in the following social media services:

Facebook (https://www.facebook.com/)
Instagram (https://www.instagram.com/)
Snapchat (https://www.snapchat.com/l/fi-fi/).

We may use your personal data for scientific research and education, in which case the data will be processed in accordance with the General Data Protection Regulation (GDPR) and national data protection legislation.

We may share your personal data with third parties if it is necessary to comply with a legal and/or judicial order or to detect, prevent or process an abuse, security risk or technical problem.

Transfer of personal data to third countries

The University’s data protection policy is to exercise special care when transferring personal data outside the EU and the European Economic Area (EEA) to countries that do not provide data protection in accordance with the EU’s GDPR. The transfer of personal data outside the EU and EEA is carried out in accordance with the requirements of the GDPR.

How long do we retain your personal data?

We will retain your personal data for as long as necessary for the purpose for which it was collected or as required by law and regulations. The information management plan of the university or legislation may require the retention of data for a certain period of time. Image and video material may be used for about five years from the event, and even after that they will be part of the university’s image archive. In social media channels, images and videos are retained as determined by the channels.

Updates to the privacy notice

If the event package changes, updates may be made to the privacy notice. The latest version can be found in the bottom bar of Shaking up Tech event website

Data subject rights

You have the following rights as a data subject:

Right to access your personal data
Right to rectify incorrect information
Right to have your data erased ("right to be forgotten")
Right to restrict the processing of your data
Right to object the processing of your data

Please note that the applicability and scope of the above-mentioned rights will be specified on a case-by-case basis in accordance with the EU General Data Protection Regulation 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.

Obligation to provide data

You have no legal, contractual or other obligation to provide us with your personal data. The provision of personal data is usually a prerequisite for attending the event. Please note that if you do not provide the information we request, this will affect your ability to attend the event.

No automated decision making or other purpose

Your personal data will not be used for automated decision-making or for any purpose other than those stated in this privacy notice.