Privacy Policy

Privacy Policy

General

We respect and value your privacy and we are committed to protecting it. This privacy policy contains information about what personal data we collect, what are the key principles of processing the data and what rights you have relating to your personal data.

University of Oulu, Árvu AS and Vitikka AS processes your personal data in compliance with this privacy policy and applicable laws, Vitikka acts as a subcontractor/service provider to Árvu and processes personal data as part of delivering and maintaining services. We ask you to read this policy carefully. We may do updates to this privacy policy from time to time associated with the development of our project procedures or changes in applicable laws. Updated privacy policy can be found on our website, so we ask you to visit this page from time to time.

When you use our website or contact us, we process your personal data according to this privacy policy.

Who can I contact in privacy matters?

Data Controller: University of Oulu, Pentti Kaiteran katu 1, 90570 Oulu, Finland
Contact details:
Name: Thora Herrmann
Title: Researcher
Email: thora.herrmann@oulu.fi
You can also contact The Data Protection Officer of the University of Oulu at dpo@oulu.fi

Data Processor: Árvu AS, Ringveien 2b, 9845 Tana bru, Norway
Contact details:
Name: Marie Louise S. Hætta
Title: Partner
Email: marie@arvu.no

For what purposes is personal data collected and used?

We collect, store and process your personal data only for predefined purposes. The main purposes for processing personal data are:

project communications (event invitations) and responding to contact requests website development

reporting on website use to the European Commission as required by the BIRGEJUPMI Project Grant Agreement

What data do you collect about me and from which sources?

We collect personal data about you mainly from yourself when you contact us or use our services.

Typically we may get the following personal data directly from you:

Direct identifiers:
Name
Email address
Phone number

Technical identifiers:
IP address
Browser type
Device information
Approximate geolocation

Tracking data:
Session statistics
Number of users
Interaction with website elements
Cookie consent preferences

Social media data (if visitor interacts with the embedded Instagram feed on the website)
User ID
Public profile data

We also collect website visitor data with Google Analytics so that we could analyse our website use and develop it further. We have implemented a cookie banner to the website according to national standards.

We analyse user numbers, country of use, time of use, and the browser used through  Google Analytics, as well as the content the visitor has viewed. Based on this information, individual users cannot be identified.

Why do we process your personal data?

We process your personal data to improve and develop our website. The data collected through Google Analytics helps us understand how visitors use our site and allows us to enhance the user experience. It is also important for the research funder (European Commission) to know how many people visit the webpage during the project.

Collecting this data is always based on your consent, which you can provide or withdraw via the cookie settings on our website.

Who processes my personal data and is it transferred to anyone else?

Primarily your personal data is processed by people within our project. We outsource some parts of the processing to third parties, such as the data systems used to store and process personal data (WP Engine, Inc.; Google Ireland Ltd.; CookieScript, Objectis Ltd.; Twilio SendGrid; OnTheGoSystems, WPML; OpenAI, LLC; Mapbox, Inc.; Meta Platforms, Inc.; Dropbox, Inc.). In these situations, we make sure with contracts and otherwise that the confidentiality of your personal data is secured and data is otherwise processed lawfully. We may also disclose information to fulfill our other contractual or legal obligations or when a legal authority requires a disclosure.

Google Analytics is used in the development and quality control of the web service to measure the usage data of the online service and to analyse the data collected. A visitor’s IP address can be used to determine for which organization that IP address is registered and what the visitor’s geographic location is. Google Analytics is configured with IP Anonymization and shortened data retention periods. For more information on Google Analytics. Preventing the installation of cookies may affect the functionalities of the website and the use of services provided by the web service.

In addition, the BIRGEJUPMIs website contains third-party community plug-ins: for example, CookieScript, WPML, OpenAI, Mapbox, Instagram (Meta) and YouTube. The third-party community plug-ins are visible on the BIRGEJUPMI web service, but their contents are downloaded directly from the service providers’ own servers. Information on the community plug-in services used by visitors to connect to social media is transferred to the monitoring data of the third-party service in question. The BIRGEJUPMI web service does not send information on users via social extensions.

Is my data transferred outside the EU?

By default, your data is not transferred outside the EU/EEA. Possible transfers would  concern only such situations, where some of the servers where our data is stored are located outside of the EU/EEA (e.g. Google, WP Engine, SendGrid, OpenAI, Mapbox, Meta, and Dropbox). In these situations, we make sure that your data is transferred and processed in a legal manner with adequate safeguards.

How long is my data stored?

We will not store your personal data for a longer period than is necessary for its purpose. All personal data will be erased no later than five years after the end of the research project. We also intend to keep your data up to date.

How is my data stored and kept secure?

Your data is stored on the servers provided by our service providers, which are secured according to general industry standards and practices. We consider and keep your personal data confidential and do not disclose them to anyone other than those who need it for their work or confidentially to our subcontractor based on contracts we have made with them. Access to your personal data is protected with user-specific logins, passwords, multi-factor authentication where available and user rights.

Does your website use cookies and what are those?

We use cookies on our website to provide the best possible user experience for our website visitors. Cookies are small text files that are placed on a web user’s computer and are designed to hold a modest amount of data particular to a user and a website. Cookies give us information on how users use our website. We may use cookies to develop our website, analyse website use as well as target and optimize marketing efforts.

What rights do I have relating to my personal data?

Withdraw your consent
You can withdraw your consent by notifying us, for instance by sending email to the
contact person.

Access to data
You have the right to have confirmed if we are processing your personal data and also to
know what data we have about you. In addition, you have the right to some supplemental
information described in the law about the processing activities.

Right to have errors corrected
You have the right to request that we correct any inaccurate or outdated personal data we
have about you.

Right to object processing
If we process your personal data based on public interest, you have the right to object
processing of your data, to the extent that there is no such significant other reason that
would override your rights or the processing is not necessary for handling legal claims.
Please notice that in this situation we may not be able to serve you anymore.

Right to restrict processing
In certain situations you have the right to require that we restrict processing of your
personal data.

Right to data portability
If we process your personal data based on your consent or fulfilling of a contract, you
have the right to require a transfer of the data you have provided to us to another services
provider in a commonly used electronic format.

How can I use my rights?

You can execute and use your rights by contacting us, for instance by sending email to the contact person (Marie Louise S. Hætta, marie@arvu.no). Remember that we need to also verify your identity. If you consider that the processing of your personal data is not lawful, you can always also make a notification to a supervisory authority (Data Protection Ombudsman, tietosuoja@om.fi).

Can this privacy policy be updated?

We may make updates to this privacy policy when our operations change or develop. Also changes in law may make it necessary to update this privacy policy. The changes become valid once we have published them in the form of an updated privacy policy. Therefore, please visit this page and read this privacy policy from time to time.