Data privacy notice concerning data on the website of the University of Oulu

This Data Privacy Notice applies to the oulu.fi website and to visitor data collected and processed on the website.
 

Data controller

University of Oulu
FI-90014 UNIVERSITY OF 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

University’s Data Protection Officer: dpo(at)oulu.fi


What purposes your personal data is used for and what is the legal foundation for data processing?

The University of Oulu is fulfilling the statutory task of serving humanity at large as laid down in section 2 of the Universities Act (2009/558) through studying, teaching and engaging in social interaction. The purpose of processing your personal data is to maintain and develop the technology and contents of the University of Oulu’s (later referred to as UO) website, and to develop and target the functionalities of the website.

Using the service creates log entries. These log entries are used for ensuring data security, developing the technical features of the service, and detecting, preventing and resolving failures.

Data recorded on the UO website includes, for example, information submitted with different forms, and data stored by the cookies of third-party services. Third-party service cookies are stored on a visitor's terminal device, which then enable the collection of anonymous data of the visitor and their terminal device and of the use of our website. We use Google Analytics to measure the use of our website and analyse the gathered information. For more information on Google Analytics, visit http://www.google.com/analytics/. You can prevent Google Analytics from collecting data by downloading an additional feature to your web browser from https://tools.google.com/dlpage/gaoptout. Preventing the installation of cookies may affect the functionalities of the website and the use of services provided by the website. By using the website, you accept the processing of your personal data.

In addition, the University of Oulu’s website contains third-party community plug-ins: for example, Google Tag Manager, Instagram, AddThis, Twitter, Facebook, LinkedIn and YouTube. The third-party community plug-ins are visible on the UO website, but their contents are downloaded directly from the service providers’ own servers. Information on the community plug-in services used by visitors to connect to social media is transferred to the monitoring data of the third-party service in question. The UO website does not send information on users via social extensions.

All services offered by third parties and applications supplied by third parties that are available on the UO website are subject to the terms of use and other regulations of the third party in question.

In Finland, no separate pop-up window is required to notify users of the use of cookies or to consent to their use. However, information about the cookie policy must be available to the users on the website.

https://www.viestintavirasto.fi/en/cybersecurity/informationsecurityguidelines/safeuseofservices/cookies.html


What kind of personal data do we process?         

For the purposes defined in this Data Privacy Notice, the University of Oulu’s website collects the following necessary data on users: Data collected and derived from service use:

  • UO collects data on website users through e.g. the use of cookies. A cookie is a small text file sent to the user's browser, and it usually contains an anonymous identification number. Cookies do not damage the terminal device.
  • Statistics are compiled on the use of the website, including the number of users, country of use, time of use, the used browser, and the contents that the visitors have examined. In addition, a statistical entry is made of whether the user is an UO internal or external user. An individual user is not identifiable on the basis of this data.

Information you submit to the University of Oulu:

  • The website requests your name and your email address and other possible information in contact forms and feedback opportunities.


Who has access to your personal data?

We transfer personal data only within the University of Oulu organisation and only to the extent necessary for the technical maintenance and development of the website and for the maintenance, analysing, development and targeting of content-related communications and marketing. The personal data is processed by the Communications, marketing and public affairs unit at the University of Oulu and by other online support services.

The University of Oulu will disclose personal data to third parties only in so far as the third parties need access to the processed personal data to provide the University of Oulu with services for the purposes specified in this Data Privacy Notice. This refers to, for example, the Google Analytics analysis tools supplied by Google. The University may disclose anonymous data to third parties who assist the University in the development of the website and in resolving failures.


Is your personal data being transferred outside the EU/EEA area and how are data transfers protected?

Some third-party services may be located in countries outside the European Economic Area.

The University is not responsible for your use of third party services through the UO website (for example, Facebook, Twitter, YouTube, LinkedIn).


Data storage time

Data is stored for the time needed for these purposes and will not be used for any other purpose.


What rights do you have as a data subject?

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 any questions about your rights, you can contact the University's Data Privacy Officer or the contact person of the unit in charge.

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 acting as the supervisory authority. The contact details and opening hours can be found on the website of the Office of the Data Protection Ombudsman.


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.

Last updated: 10.9.2018