Privacy policy

Data protection statement

(1 October 2024)

Event: NEFK2025
11-14 June 2024
Turku, Finland

Organiser/Data controller

Åbo Akademi University
Tuomiokirkontori 3
FI-20500 TURKU
FINLAND
0246312-1

The controller’s representative
Sofia Wanström, sofia.wanstrom@abo.fi

Data protection officer
Anna-Maria Nordman, dataskydd@abo.fi

For what purposes and how do we process personal data?

The personal data collected with the online registration form will be processed to enable the organisation of the event (NEFK2025). Your personal data will be processed with respect to organising and informing about the conference, and to arrange the payment transactions. Only information that is strictly necessary for providing these services is collected.

The legal basis for processing your personal data is consent (GDPR, Art. 6.1 a). Data on special diet will be processed with your consent (GDPR, Art. 9.2 a) in order for any allergies, etc., to be taken into account in the provision of catering services.

What kind of information do we collect?

We collect:

• name and contact details
• if you are participating as a representative of an organisation or company, your job title and the name of the organisation/company
• information on special diet and participation in the events during the conference
• invoicing address
• your consent to publish your name, organisation and country on the list of participants

We may also collect images of you since photographs may be taken at the conference and can be used in the communication of the conference.

Who will process your personal data and how long do we retain the information?

Only those employees of the Åbo Akademi University or people commissioned by the Åbo Akademi University who need it to be able to perform their work tasks related to the conference organisation will process the personal data.

Åbo Akademi University uses external personal data processors who process personal data for the University with a commission agreement. Åbo Akademi University shares only needed personal data to Aboa Events (Certia Oy), which processes your personal data to organise the conference.

The personal data is retained for as long as required for the purpose in question, or as long as is required by law.

The processing does not involve automated decision making.

Who will we share your information with?

Lyyti is used for the online registration form. For further information on the processing in the registration form, please see https://www.lyyti.com/en/data-protection-security.

All of your personal data is processed safely and securely in accordance with applicable legislation. We will not disclose your personal data without your consent.

Your personal data will not be transferred out of the European Union (EU) or European Economic Area (EEA) countries.

How do we protect your personal data?

Material in electronic format is stored in IT systems and on computers that are protected from unauthorised use through means such as passwords. The systems have different user levels, and rights are restricted so that users can only access register data to the extent required for their tasks.

Material in paper format is stored in a locked area to which access is restricted.

What rights do you have?

When consent is the only legal basis for processing your personal data, you have the right to withdraw at any time. You can notify that you have regretted your consent by sending an e-mail to aboaevents@certia.fi. The processing completed before you withdrew consent is not affected.

As a data subject you have the right to:

• be provided with information on the processing of your personal data
• be provided with access to personal data that concerns you
• demand that inaccurate data be rectified
• demand that personal data be deleted
• restrict the processing of personal data
• object to the processing of your personal data
• have your personal data transferred between systems (‘data portability’)
• to be informed of a personal data breach involving a high risk to your personal data.

If you have questions about your rights, you can contact the data controller (organiser contact person or data protection officer; cf contact information above).

You have the right to lodge a complaint with the data protection authority if you believe that the processing of your personal data is an infringement of the General Data Protection Regulation (GDPR).

Contact information to the data protection authority:

Office of the Data Protection Ombudsman
PL 800, 00531 Helsinki
+358 29 566 6700 (switchboard)
tietosuoja@om.fi
tietosuoja.fi