Privacy statement for events | SeAMK

Privacy statement for events

Purpose of the processing of personal data

This general privacy policy for event participants describes SEAMK’s data protection practices regarding personal data collected and processed in connection with event organisation.

Your personal data are processed for the purpose of informing you about event arrangements and the event. Your personal data may also be processed to request feedback on the event.

  1. to enable you to participate in the event,
  2. for the practical arrangements of the event,
  3. for informing you about future events,
  4. for establishing cooperation relationships,
  5. for statistical purposes, and
  6. for developing the activities.

At some events, photographs may be taken at locations of which the participants have been specifically informed and which have been marked for this purpose (including a photography wall or other specified area). Persons who visit this area are interpreted as giving their consent to both being photographed and having their photographs published. These photographs can be used as communication material for the event in question and to support reporting, in publications related to the theme of the event, and other similar communications related to the event or its theme.

If the event is recorded and/or streamed, you will be informed of this on the event registration form, in the registration confirmation and at the actual event. The audience is not filmed as a rule. If it is possible that other persons besides the speaker can be seen in the recording/streamed material, the participants will be informed of this before the recording/streaming starts. They will also be informed of the area on which the filming will focus. The participants are informed of the fact that a recording of the event will be published, its publication channel and its length on the event registration form, in the registration confirmation and at the actual event.

At events where food or beverages are served, we may ask participants about their special diets to enable us to arrange suitable refreshments for them. Data collected on any other special personal needs are only used to meet the need in question. Particular care is taken when processing such data.

Personal data may be collected using the registration form, personally, in connection with the event and through a survey conducted after the event.

The processing of your data is based on a contract (1 and 2), consent (2, 3 and 4), public interest (5) and a legitimate interest (6). Data used for statistical purposes are anonymised. Identifying you in statistical and feedback data will not be possible.

What personal data do we collect about you?

If you apply to us to study or you are a former student or you are our customer or partner or otherwise in contact with us, we will process your contact information, for example. In addition, we process information that is generated when you use our services, such as network traces, cookies and communication traces. Where applicable, information on contact persons and users as well as their duties in the companies is also collected from our corporate customers.

For most events, we need the following data concerning you:

  • name
  • requisite contact details
  • organisation
  • title

Depending on the event, the data to be collected may also include:

  • your role at the event
  • at international events, the participant’s home country for statistical purposes
  • data on the amount and payment of the participation fee
  • special diet if refreshments are served at the event
  • information related to the organisation of side events and ancillary services
  • information about publication
  • information related to the organisation of travel services
  • participation in programme parts
  • data generated by documenting the event (including photos, videos, recordings)
  • your interests
  • feedback

We may also request your consent to:

  • informing you about future events
  • publication of more detailed contact information in the participant list (names and organisations are published without requesting permission)
  • disclosure of information to partners with a connection to the content of the event
  • transfer of data to SeAMK’s CRM system
  • subscribing to our stakeholder newsletter

How do we collect your data?

We collect data directly from you

  • on the registration form
  • personally
  • at the event
  • through surveys conducted after the event

The event may be documented (including photos, videos, recordings) or streamed. News or social media updates may also be produced on the event.

How do we process your data?

Event registrations are usually handled by an online system. Your registration data can only be accessed by SeAMK’s staff or partners involved in organising the event.

We do not disclose data on special diets and similar in a form that can be linked to a person.

We only use personally obtained data related to special needs for meeting these needs and process such data with particular care.

To whom do we disclosure your personal data?

Registration data are stored either in a system running on SeAMK’s server or an external service provider’s online system.

We may distribute to the participants a list containing each participant’s name and organisation and, subject to their consent, also other information.

We may disclose recordings to participants, for SeAMK’s educational, research and marketing purposes, and for event communications. Recordings and streamed material may be viewed in non-EU/EEA countries.

For how long do we retain your personal data?

The retention periods of personal data categories depend on the nature of the event. In case of events organised by projects, the retention period is influenced by the funding providers’ requirements.

We may later process your feedback and statistical data anonymously.

Data collected or processed by your consent are retained until further notice or until you withdraw your consent.

Only the required data are collected at the events; consequently, we do not necessarily always collect all the data listed in the table.

Data category Retention period
Name 1 year following the event (in projects, up to 15 years)
Employer 1 year following the event (in projects, up to 15 years)
Contact details 1 year following the event (in projects, up to 15 years)
A streamed recording of the event (video, sound) 6 months following the event
Photographs taken at the event May be distributed on social media services during the event, after which they will be retained for 15 years
If refreshments are served at the event, you may be asked about your special diet 1 week following the event
Personal special needs related to the event 1 week following the event
Permission to disclose data on your participation to other participants or partners 1 year following the event (in projects, up to 15 years)
Feedback on the event 1 year following the event (in projects, up to 15 years)
Data on the organisation of side events and ancillary services 1 year following the event (in projects, up to 15 years)

Your rights as a data subject 

Right of access (right of access by the data subject, Article 15)

You have the right to know which personal data concerning you are processed and which have been retained. Upon request, SeAMK will give you access to your data as soon as possible and without undue delay. The time limit for providing access to the data or additional information relating to the information request is one month from the date on which the request was received. If the request for information is complex and extensive, the deadline may be extended by two months.

As a rule, you will be provided access to your data free of charge. If you ask for more than one copy, you will be charged a fee covering the administrative costs. If your request for information is manifestly unfounded or excessive, or if you submit repetitive requests for information, SeAMK may bill you for the administrative costs incurred or refuse to act on your request. In these cases, SeAMK will justify its decision.

If SeAMK refuses to give you access to the data, a written certificate stating this will be issued to you. In this connection, we will inform you of your right to legal remedies, such as your possibility of filing a complaint with a supervisory authority.

Right to rectification (Article 16)

You have the right to require that any incorrect, inaccurate or incomplete personal data concerning you be corrected or supplemented without undue delay. In addition, you have the right to demand that any unnecessary personal data on you be deleted.

If SeAMK does not accept your request for rectification, a written certificate stating the reasons for this will be issued. In this connection, we will inform you of your right to legal remedies, such as your possibility of filing a complaint with a supervisory authority.

Right to be forgotten (Article 17)

Depending on the legal basis of processing the data, you may have the right to have your personal data erased from SeAMK’s personal data file. This right does not apply in such cases as those where processing your personal data is necessary in order to comply with a legal obligation or for the exercise of SeAMK’s official authority. When retaining and erasing your data, SeAMK’s filing plans and statutory retention periods are complied with.

Right to restriction of processing (Article 18)

In certain circumstances, you may have the right to request that the processing of your personal is data is restricted until your data or the legal basis of its processing has been properly verified and corrected or completed.

Right to data portability (Article 20)

You have the right to receive the personal data you have provided to the higher education institution in a structured, commonly used and machine-readable form and to transmit those data to another controller without hindrance from SeAMK. This right applies to situations where the processing of data is carried out by automated means and based on consent or a contract.

For example, it does not apply to the processing of personal data necessary for the performance of a task carried out in the public interest or for compliance with the controller’s legal obligation. Consequently, this right does not apply to SeAMK’s personal data files as a rule.

Right to object (Article 21)

On grounds related to your particular situation, you have the right at any time to object to the processing of personal data concerning you where the legal basis for their processing is carrying out a task in the public interest, the exercise of official authority, or SeAMK’s legitimate interest. In this case, you data can no longer be processed unless the controller demonstrates compelling legitimate grounds for the processing.

Even without a specific reason, you have the right at any time to object to the processing of your personal data for direct marketing purposes.

Right to lodge a complaint with a supervisory authority (Article 77)

You have the right to lodge a complaint with a supervisory authority if you consider that the processing of personal data relating to you infringes the EU General Data Protection Regulation (EU) 2016/679. You also have the right to use other administrative and judicial remedies.

You also have the right to bring proceedings against the controller or an organisation processing personal data if you consider that your rights have been infringed as a result of the processing of your personal data in non-compliance with the General Data Protection Regulation.

How will my rights be realised?

Requests for rectification and information should be sent to the address: tietosuojavastaava@seamk.fi

Should you have any problems or need advice, you can contact SeAMK’s Data Protection Officer:

Seinäjoki University of Applied Sciences
Data Protection Officer
P.O. Box 412 (Kampusranta 11)
60101 Seinäjoki