Data privacy notice - Chat service

Data controller

University of Oulu
Pentti Kaiterankatu 1
P. O. Box 8000, 90014 OULU

Units in charge of the processing:
University of Oulu, Communications, marketing and public affairs
Communications Director Marja Jokinen, e-mail address: viestinta(at)oulu.fi

Contact person for more information
Marketing Designer Hannakaisa Alaluusua, firstname.lastname(at)oulu.fi

University Data Protection Officer: dpo(at)oulu.fi

Purpose of processing personal data and legal basis for processing personal data

UniOulu Ambassador chat service is available at oulu.fi web service and provides personal advice on studying in an international degree programme at the University of Oulu based on the study experience our student ambassadors have and solely that. The questions asked by users in the chat are answered by a University of Oulu student ambassador. Each student ambassador has a personal user account for the service.

Your personal data is used to manage the chat service. We use your data only to manage and develop the functions of our chat service. The legal basis for the processing of your personal data is legitimate interest as we cannot provide a chat service without collecting any personal data.
However, you can use the chat without any registration and we strongly recommend you to not hand out any personal data in your conversation with our student ambassadors nor would they be asking you to do so.

All chat discussions are recorded to ensure the quality of advice. The recordings may be used in training aimed at improving customer service and in the development of the service. Anonymized chat discussions are also used for statistical purposes.

Regular sources of data

The individuals themselves: Information given by the person to the customer service person during the chat discussion.

You can use the chat without any registration and we strongly recommend you do not hand out any personal data in your conversation with our student ambassadors.

Personal data to be processed

The recorded data consist of the information provided by the customer, recorded discussion and identifiers automatically generated by the system.

When you are interacting with our student ambassadors (chat agents) we process the following data:

• Chat related data = Data recorded in the chat discussion, Exchange of messages between customer and chat agent/operator and its time. Content of the conversations.
• Customer’s IP address, browser, browser’s user agent, operating system
• Page where the chat was launched from and the chat service window’s identifier.
• Chat operator data (registered user)
• Operator of each chat
• References to web analytics data

Recipients or categories of recipients of personal data

Your personal data is processed by University of Oulu staff members and student ambassadors involved in organising the chat service. Personal data is protected from unauthorised processing by user authentication. Data processors (e.g. information systems providers) have access to the systems for maintenance. Personal data shall not be passed on to third parties not mentioned in this notice.

The personal data are stored on the server of Giosg Ltd., the provider and data handler of the chat service, which is in Europe. Data protection notice and GDPR compliance: https://www.giosg.com/privacy-policy and Security | giosg.

Data transfers

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

Data storage time

The chat subject’s / customer’s personal data and the exchange of messages between the customer and the expert are automatically deleted from chat discussions and advice requests after 18 months.

Data subject rights

You have the following rights as a data subject:

• Right to access your data
• Right to have inaccurate data corrected (make sure to keep your contact information up to date)
• In certain situations, the right to have data erased ("right to be forgotten")
• In certain situations, the right to restriction of processing
• In certain situations, the right to object to processing
• In certain situations, the right to have data transferred from one system to another if the processing is based on consent or agreement and is performed automatically.

Please note that the applicability and scope of your above-mentioned rights will be specified on a case-by-case basis in accordance with the EU General Data Protection Regulation, depending on e.g. the grounds for processing the data, and that you do not have the above-mentioned rights in all cases.

If you have any questions about your rights, you can communicate with the University's Data Privacy Officer or the contact person of the responsible unit.

If you want to use the above-mentioned rights, please send a request to the University’s registry office: kirjaamo(at)oulu.fi, where you will get the necessary additional instructions.

Right of appeal to the supervisory authority

In addition to the rights mentioned above, you have the right to file a complaint about the processing of your personal data with the Office of the Data Protection Ombudsman as the supervisory authority. The contact details and opening hours can be found on the website of the Data Protection Ombudsman.

No automated decision-making or processing the personal data for other purposes

We will not use your personal data for automated decision-making or for any other purposes than mentioned in this document.

General description of the technical and organisational protection measures

The University as the Data Controller uses appropriate technical and organisational measures to protect personal data against unauthorised or unlawful processing and against damage or loss of personal data.