Data privacy notice - Register of mentoring programmes

1. Data controller

Tampere University Foundation sr

FI-33014 Tampere University
Kalevantie 4, FI-33100 Tampere

Business ID 2844561-8

2. Contact person in matters related to the register

Eveliina Nurmi
Tel. +358 40 198 1825
E-mail: hrd.tau [at] tuni.fi

3. Data Protection Officer

dpo [at] tuni.fi

4. Name of the register

5. Purpose of processing personal data and the legal basis for processing

Purpose of processing

Tampere University organises mentoring programmes to support students’ and employees’ professional development. Either students at the University (degree student, doctoral student) or employees (also grant researchers) are acting as mentees in the programmes. The mentors may be both from within and outside the University. The purpose of the register is to describe the principles of processing personal data of participants in the programmes at different phases of the programmes (application and selection phase of the programmes, during the programme and after the programme).

Basis for processing

Basis for processing is consent. Consent may be withdrawn by contacting the controller or the contact person of the programme.

6. Contents of the register

A phase during application and the programme:

Data collected (from mentees and mentors): information relevant to the programme. e.g., name, contact information, education, current job, field, career description, wishes related to the programme.
Purpose of use: Forming mentoring pairs based on the given information, communications during the programme.

A phase after the programme:

Data to be stored: Name, contact information, field, mentoring pair, year of participation, and the programme.
Purpose of use: Marketing following programmes and the role of a mentor to the participants, and possible follow-up surveys.

7. Regular sources of information

The data is collected in the application phase of the programmes using an application form, which also asks for consent to the processing and storage of the data.

8. Regular disclosure of data and recipients

The data is not disclosed to third parties. Processing of personal data in the register is not outsourced by a commission agreement.

9. Transfer of data outside the EU/EEA

Data in the register is not transferred to a third country or to an international organisation outside the EU or EEA.

10. Data protection principles

Electronically processed data: The data is stored in accordance with the appropriate security requirements. The data is processed by the coordinators of the various mentoring programmes working at Tampere University.

11. Personal data retention period or criteria for determining the retention period

The data will be stored for five years after the data subjects’ participation in the programme.

12. Existence of automated decision-making or profiling

13. Rights of data subjects

Data subjects have the following rights under the EU’s General Data Protection Regulation (GDPR):

Right of access to personal data
- Data subjects are entitled to find out whether their personal data is held by the University and to confirm what personal data has been saved.
Right to rectification
- Data subjects have the right to have any incorrect, inaccurate or incomplete personal details held by the University revised or supplemented without undue delay. In addition, data subjects are entitled to have any unnecessary personal data deleted.
Right to erasure
- In exceptional circumstances, data subjects have the right to have their personal data erased from the Data Controller’s records (right to be forgotten).
Right to restrict processing
- In certain circumstances, data subjects have the right to request the University to restrict processing their personal data until the accuracy of their data has been appropriately reviewed and revised or supplemented.
Right to object
- In certain circumstances, data subjects may at any time object to the processing of their personal data for compelling personal reasons.
Right to data portability
- In certain circumstances, data subjects have the right to obtain a copy of the personal data they have submitted to the data controller in a commonly used, machine-readable format and transfer the data to another data controller.
Right to lodge a complaint with a supervisory authority
- Data subjects have the right to lodge a complaint with a supervisory authority in their permanent place of residence or place of work if they consider the processing of their personal data to violate the provisions of the EU’s General Data Protection Regulation (EU 2016/679). In addition, data subjects may follow other administrative procedures to appeal against a decision made by a supervisory authority or seek a judicial remedy.

Contact details:

Office of the Data Protection Ombudsman, P.O. Box 800, 00521 Helsinki
tietosuoja [at] om.fi

Requests related to the rights of a data subject should be e-mailed to the University’s address tau [at] tuni.fi or sent by post to Tampere University:

FI-33014 Tampere University