Privacy statement for Graduate Survey

Graduate survey's privacy statement defines how the data related to TEK's Graduate Survey is handled.

This statement is used with different universities by changing the details of the relevant university to the parts in square brackets. 

Privacy Statement for Academic Engineers and Architects in Finland TEK and the [university]'s survey register (TEK Graduate Survey)

1 Joint controllers and contact person

Name: Academic Engineers and Architects in Finland TEK
Address: Ratavartijankatu 2, FI-00520 Helsinki, Finland
Telephone: +358 09 2291 2291
Business ID: 0117014-0

Contact person: Arttu Piri
E-mail address: arttu.piri(ät)tek.fi

Name: [name of the university]
Address: [address of the university]
Telephone: [telephone number of the university]
Business ID: [business ID of the university]

Contact person: [name of the university's contact person]
E-mail address: [e-mail address of the contact person]

2 Data Protection Officer 

Data Protection Officer of Academic Engineers and Architects in Finland TEK

tietosuojavastaava(ät)tek.fi

Data Protection Officer of [name of the university]

[e-mail address of the Data Protection Officer]

3 Data subjects 

The register processes personal data of the members and prospective members of Academic Engineers and Architects in Finland TEK (referred to below as “the Organisation”) and personal data of the students of the [university] (referred to below as “the University”).

4 Purposes of data processing, legal ground and joint controllers’ roles

The Organisation and the University together conduct a feedback survey aimed at graduate students who have completed a Master’s degree at the University. The University supplies the new graduates with an anonymous link to the survey and the Organisation collects the data and compiles the annual results. The University’s contact person has access to the data during the year the data has been collected as well as during the following year. The University, for its part, acts as data controller. 

The purpose of processing personal data is to: a) enable participation in the drawing of prizes, carried out by the Organisation; b) the marketing of Organisation’s membership for individuals who consent to the use of their contact details for this purpose; and c) for the members who have consented, joining the membership register’s information with the survey data in order to provide individual and proactive services and information according to the member’s situation in life.

The legal ground for the processing of personal data is the consent collected from the data subjects. 

5 Content of the data file 

Contact details collected for the purposes of drawing prizes (name, e-mail address, telephone number, possible membership number) are included in the survey data until May 2018. After this time, contact details are collected separately from the survey data. 

Contact details collected for the membership’s marketing purposes (name, date of birth, e-mail address, telephone number) are included in the survey data until May 2018. After this time, contact details are collected separately from the survey data. Contact requests are automatically forwarded from the survey system to the customer service advisors of the Organisation.

For the consented TEK members, background information may be collected from the membership register in order to join the information with the survey data. Consent to connecting data enables the Organisation to develop individual and proactive member services and better allocate information to the member’s situation in life. In the future, it will be possible to provide the consented members with feedback about their replies and invite them to join networks that represent their current career situation.

For the consented members, the Organisation may process the following personal data:

- Contact information
- Study information
- Education information
- Employment details
- Survey details
- Service details

6 Regular sources of information 

Personal data will only be collected directly from the data subjects.

7 Regular destinations of disclosed data 

The Organisation or the University do not disclose or transfer personal data to third parties. 

8 Transfer of data out of the EU or the EEA 

The data will not be transferred outside the EU or the EEA. 

9 Storing period 

The Organisation’s researcher in charge of the survey will take care of the appropriate erasing of personal data as follows: 

a) Personal data collected for the drawing of prizes is erased as soon as the drawing has ended and the prizes have been delivered.

b) Personal data collected for the membership’s marketing purposes (name, date of birth, e-mail address, telephone number) is erased as soon as the member has been reached or latest six (6) months after the data has been disclosed. 

c) When the data is prepared for final storing, it will be pseudonymised (member ID is replaced with a randomly generated number) and other strong identifiers are erased. For the consented members, connecting the membership register’s information with the survey data is carried out at the same time as the data is being prepared for final storing. The data will be processed for final storing at the latest six (6) months after the study is conducted. Pseudonymised data is stored throughout the duration of the membership. If the member resigns their data is anonymised latest after six (6) months from the resignation.

The University will remove the personal details from the data it uses.

10 Data subjects’ rights 

According to the applicable data protection legislation, the data subject has at any time the right to:

- be informed on the processing of their personal data;
- have access to their personal information and verify the correctness of the data concerning them and processed by the Organisation; 
- demand rectification of any inaccurate or incorrect information and to have incomplete data completed;
- demand the erasure of their data;
- withdraw their consent and object to the processing of their personal data to the extent that the processing is legally based on the data subject’s consent; 
- receive their information in a machine-readable format and have the right to transmit those data to another controller, providing that the data subject has provided the information to the Organisation themselves, the Organisation is processing the information based on the data subject’s consent and the processing is conducted automatically; and 
- demand restricting the processing of their personal data. 

The data subject must request the implementation of the abovementioned right via the means provided in this description’s Contact section. The Organisation has the right to request the data subject to specify their request in writing and to verify the identity of the data subject prior to processing the request. The Organisation can reject the requests on grounds provided in relevant legislation.

11 Right to lodge a complaint to the supervisory authority 

The data subjects have the right to lodge a complaint to the relevant supervisory authority, or to the supervisory authority of the EU member state where their place of residence or work is located, should the data subject deem that the Organisation has not processed their data in accordance with relevant legislation.

12 Data security 

The Organisation does not store data collected for research in a manual form. Personal data that is processed digitally is secure. It is saved to the Organisation’s information system, and access to that system is given only to personnel who need access in order to do their work. These persons use personal user IDs and passwords. All workstations and data devices used in the Organisation are encrypted.

13 Contact

Requests concerning the usage of data subjects’ rights, questions on this description and other matters must be made via e-mail to the Data Protection Officer. A data subject may also contact the Organisation in person or in writing at the following address:

Academic Engineers and Architects in Finland TEK 
Susanna Bairoh
Ratavartijankatu 2, FI-00520 Helsinki, Finland

14 Amendments to this description of personal data file

This description of personal data file can be updated, for example if the relevant legislation is amended. This description was last updated on 17 May 2018.