Alumni Membership Register
This is the privacy and data protection statement for the alumni membership register of OPTIEM – Oulun Tuotantotalousteekkarit ry, University of Oulu, prepared in accordance with the EU General Data Protection Regulation (GDPR).
Date of preparation: 5 May 2018. Last updated: 10 August 2026.
1. Data Controller
OPTIEM – Oulun Tuotantotalousteekkarit ry, University of Oulu
Pentti Kaiteran katu 1, 90500 University of Oulu
Postal address:
OPTIEM – Oulun Tuotantotalousteekkarit ry
90014 University of Oulu
2. Contact Person Responsible for the Register
Secretary Amalia Raappana
sihteeri@optiem.fi
3. Name of the Register
Alumni Membership Register of OPTIEM – Oulun Tuotantotalousteekkarit ry, University of Oulu
4. Legal Basis and Purpose of Processing Personal Data
The legal basis for the processing of personal data under the EU General Data Protection Regulation (GDPR) is the legitimate interest of the data controller.
The purpose of processing personal data is to maintain the membership register as required by Section 11 of the Finnish Associations Act (503/1989), as well as to maintain the contact details of the alumni members of OPTIEM – Oulun Tuotantotalousteekkarit ry, University of Oulu.
5. Data Content of the Register
The following information is stored in the register:
o Full name
o Email address (other than a student email address)
o Information on membership in the association’s alumni mailing lists
The register does not contain information concerning individuals who are not alumni members of OPTIEM – Oulun Tuotantotalousteekkarit ry. Personal data is deleted immediately upon resignation from the association.
6. Regular Sources of Data
The information stored in the register is obtained through the alumni membership application form available on the website of OPTIEM – Oulun Tuotantotalousteekkarit ry, University of Oulu. Information may also be provided by the individual via email to the contact person responsible for the register.
7. Disclosure of Data and Transfer of Data Outside the EU or EEA
Information from the register may be disclosed, when necessary, only to the Alumni Coordinator or the Board of OPTIEM – Oulun Tuotantotalousteekkarit ry. Information will not be disclosed to any other parties.
Personal data will not be disclosed, transferred, or stored outside the European Union (EU) or the European Economic Area (EEA).
8. Principles of Register Protection
The register is handled with due care. The data is stored only in electronic form and, where necessary, on a reliable third-party internet server that complies with EU data protection legislation. The register is encrypted using encryption keys managed by OPTIEM – Oulun Tuotantotalousteekkarit ry. The data can only be accessed by authorized persons of OPTIEM – Oulun Tuotantotalousteekkarit ry.
The data controller ensures that access to the register is restricted to persons who require access in order to perform their duties.
9. Right of Access and Right to Rectification
Every alumni member included in the register has the right to access the personal data stored about them and to request the correction of any inaccurate information or the completion of any incomplete information. If an individual wishes to access the personal data stored about them or request its rectification, the request must be submitted to the data controller in writing.
The data controller may, where necessary, ask the individual making the request to verify their identity. The data controller shall respond to the data subject within the time limit specified in the EU General Data Protection Regulation (GDPR), generally within one month.
10. Data Retention Period
The register contains only the personal data of alumni members of OPTIEM – Oulun Tuotantotalousteekkarit ry. The personal data of individuals who resign from or are expelled from alumni membership will be deleted from the register within a reasonable period of time, and no later than one month after their resignation or expulsion.