28.06.2018

Privacy notice on events, congresses and seminars

University of Jyväskylä as an event organizer, Privacy notice.

For what purposes do we process personal data and what are the legal grounds for processing?

Your personal data is processed to carry out event arrangements. Statistics can also be compiled of event participants. Contact information is used to send messages and notifications related to events and messages of similar upcoming events. The University of Jyväskylä can also use data for statistical purposes.

The processing of personal data is based on the data controller's legitimate interests. Article 6.1(f) of the EU General Data Protection Regulation (GDPR, 679/2016). Such legitimate interests exist because a meaningful and proper relationship is established between the data subject (participant) and the University of Jyväskylä as a result of a registration for a seminar, conference or event. This can be considered to be equal to a customer relationship. On the basis of this, the University of Jyväskylä issues notifications of upcoming events.

If separate agreements are entered into regarding events, processing may also be based on article 6.1(b) of the GDPR, in which case processing is necessary for the performance of the agreement or in order to take steps prior to entering into the agreement.

In the case of activities subject to a charge, processing may also be based on statutory obligations (taxation, accounting) as defined in article 6.1(c) of the GDPR.

Processing health-related data (e.g. allergies) requires that the data subject has given their explicit consent to processing (article 9.2(a) of the GDPR).

Processing may also be based on vital interests if an event or conference participant gets injured during the event and personal data needs to be disclosed to the medical staff (article 6.1(d) of the GDPR).

The University of Jyväskylä is committed to collecting and processing your personal data in a fair and transparent manner, following the legislation on the processing of personal data.

What type of personal data do we process?         

Data is collected from data subjects when they register for events. This data includes the name, regular contact information and information about participation in the event. The data requested can vary depending on the event. However, only necessary data is collected.  Data is collected directly during registrations using event-specific forms. In addition, any data you have provided via email, by telephone or during the event may be saved if the data has an impact on arrangements.

Data related to payments and payment methods is saved if participation is subject to a charge.

Who can access your personal data?

Any manual material related to the register is stored in secure facilities equipped with an access control system.

Data processed in electronic format is protected by means of software using, for example, encrypted data transfers, firewalls and similar solutions.  The register can only be accessed by users who have received separate rights to access it.  Access rights are managed by the University of Jyväskylä.

Data can only be transferred to designated third parties if event arrangements so require, including payment, accommodation, catering and transport services.

Names and contact information of data subjects can be shared with other participants for networking purposes.

Is your personal data transferred outside the EU/EEA and how is data protected during transfers?

No personal data is transferred outside the EU/EEA.

For how long do we process your personal data and do we archive your data?

Event-specific data is erased when the data is no longer needed for the event or subsequent activities. Contact information can be used to send notifications of similar upcoming events. Any data collected after the end of an event is stored anonymously for statistical purposes, if required. Accounting material is stored as required in the Accounting Act.

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 any incorrect data rectified (remember to keep your contact information up to date)
  • Right to have your data erased (right to be forgotten) if the processing of personal data is based on consent or an agreement
  • Right to restrict processing
  • Right to have the data controller notifying the party to which data is disclosed of your personal data being rectified or erased or of processing being restricted
  • Right to have your data transferred from one system to another if processing is based on consent or an agreement and is automated
  • Right to obtain information about any information security breaches resulting in a high risk
  • Right to file a complaint with the supervisory authority

If you have any questions about your rights, please contact the data protection officer of the University of Jyväskylä or the contact person in notice-related matters.

Right of refusal, or the right to object to processing or withdraw consent

When processing is based on the data controller's legitimate interests, you can, at any time, refuse the processing of your personal data. If processing is based on your consent, you can, at any time, withdraw your consent. You can exercise your rights by sending an email to the registry office of the University of Jyväskylä (kirjaamo@jyu.fi) or by contacting the event organiser's contact person.

How can you exercise your rights?

The University of Jyväskylä has general guidelines on how data subjects can exercise their rights.

General description of technical and organisational protection

The University of Jyväskylä, as the data controller, uses proper technical and organisational means to protect personal data against unauthorised or unlawful processing or the destruction or loss of personal data.

Contact information

Data controller

The University of Jyväskylä acts as the data controller and event organiser's unit is the unit responsible for processing personal data.

Contact information of the responsible unit:

Contact information of the event organiser at the University of Jyväskylä is listed on the event website or in the event notification.

Contact information of the data protection officer of the University of Jyväskylä

tietosuoja@jyu.fi, +358 40 805 3297 

28.6.2018