Events, staff training and Academic sports sport courses at the University – Privacy notice

As a rule, electronic direct marketing material may only be sent to persons who have given prior consent to the practice (opt-in). You may also prohibit the use of your personal data for the purpose (opt-out). The prohibition will be entered into your details.

The University does not need to ask for your consent to electronic direct marketing if the following conditions are met:

You provide the University with your contact details in electronic form and the University uses them to send you text messages or emails (existing customer relationship); and

• the University receives these contact details in connection with an earlier purchase (message type); and
• in subsequent contacts, these contact details are only used in the direct marketing of products or services belonging to the same product category; and
• the electronic direct marketing is carried out by the University of Jyväskylä.

You also have the right to prohibit the use of your personal data (opt-out) in the above cases. For more information about using your rights, see section ‘Rights of the data subject’.

The lists of the stakeholders contain details of persons who by virtue of their position or task̈ (in̈ central or local governmenẗ, the business sector̈, organisations or in other similar areas) act as experts, partners or visiting lecturers or in other similar roles in the University. The data subjects whose details are contained in the lists have the same rights as all other data subjects (including the right to have their data removed from the lists). Under Article 6(1)(f) of the General Data Protection Regulation, the lists of stakeholders may also be used for providing information on the activities of the University or its units and for other stakeholder communications (legitimate interests of the controller). Data subjects have the right to prohibit the use of their personal data.  

When you submit your registration, we usually ask you to provide your name, phone number, email address, university user ID and the details of your participation.

The information asked for may vary depending on the event, but only the necessary and relevant information is collected.  This information is collected directly at the time of registration via the event-specific forms. Information provided by email, telephone or at a meeting may also be recorded if it has an impact on the organisation of the event.

In addition, information about you will be recorded in relation to fees and payment methods if there is a charge for participation.

In cases of cancellation and refunds, the health information provided by the participant (including medical certificates) may be processed. This health information will be destroyed once the refund has been processed. 

Photos and/or videos may be taken at the events and they may be published on the University of Jyväskylä websites, social medial accounts or in other publications associated with the University and as part of open education. In such cases, publication of personal data is based on the safeguarding of the freedom of expression and information, processing of personal data performed solely for journalistic purposes or for the purposes of academic, artistic, or literary expression.

If commercial use of the photos is planned, we will ask for your consent to publish the pictures.

Your voice may also be recorded on a video if you ask questions at the event. Video recordings may be published for staff training and other similar purposes such as part of open learning.

More information on the photography and videoing practices observed at the event are usually provided on site or in the invitation. Special consideration should be given to the needs of the participants who do not wish to be photographed or videoed (for example, by using appropriate seating arrangements).

Remote events may also be held and in them, the identity of the participants asking oral or written questions may be revealed or recorded.

If the event is also intended to produce open educational material, the information may be published as part of such material.

Staff training

Participant feedback on staff training is generally collected afterwards using a digital feedback survey that is uniform in content. An invitation message for the feedback survey is sent to those who participated in the training. The feedback is utilized both in the development of the content and implementation of individual training events and, to some extent, in the development of the competence development services of the University of Jyväskylä.

The feedback survey does not collect participants' direct identification information. As a general rule, the feedback is anonymous, but exceptionally the feedback giver can be identified from the answers. Since the feedback is always related to a specific training, it directly concerns the subject of the feedback. In practice, this means, for example, in the case of training held by one person, that person.

Event-specific data is removed when the data is no longer needed for arranging the event or for event aftercare. Contact details may be used to send information on similar future events, and after that the information collected by the University will be stored anonymously for statistical purposes, if necessary. Accounting material will be retained in accordance with the provisions of the Accounting Act.

Non-credited staff training is administered by Kongressi system alone. The data of the participants selected after the application phase of a staff training with study credits, such as University pedagogical studies (YPE) and Teaching Academic Content through English (TACE), are transferred as student data to Sisu system for the organization of the actual studies and the awarding of credits, etc. The processing of personal data of students is described in more detail in the privacy notice of personal data about students.

Other events

Participant feedback on university celebrations and events is collected in several cases. Feedback is collected mainly through an electronic feedback survey. The feedback survey will only be sent to those who have participated/registered for the event. The feedback is used to develop the content of the events, arrangements and the selection of performers. 

The feedback survey does not ask for direct identification information of the participants. Feedback is anonymous.