The following is a general privacy notice for alumni networks at the Faculty of Humanities, University of Oslo – hereinafter referred to as “the faculty”.
For the faculty, cooperation with alumni is about strengthening community relations and the identity of the faculty, as well as ensuring close contact with national and international working life, trade and industry.
Alumni constitute a special resource for the faculty and the faculty constitutes a lifelong resource for alumni. Cooperation must be sustainable and based on mutual benefit for alumni and the faculty. Please read more about alumni networks at the Faculty of Humanities (in Norwegian)
What is a privacy notice?
This notice explains how alumni networks at the faculty will process and utilize the personal data of alumni. The information you give us about yourself allows us to offer you a lifelong relationship with an alumni network at the faculty for as long as you wish to. The alumni network may use your personal data to provide you with relevant information about activities, research news and partnership opportunities.
We are required to protect your personal data and be transparent about the data we store. The following privacy notice describes how alumni networks at the faculty will use your personal data for the purposes of cooperating with alumni specifically. The purpose of this privacy notice is to inform you about which personal data we process, how the data is processed, who is responsible for processing the data, your rights, and who you can contact.
What is considered personal data?
Personal data is any form of data, information, identifiers and assessments that can be linked to you as an individual. The key to determining whether a piece of information constitutes personal data is whether or not it could be used to identify a specific individual. Information that cannot be directly linked to an individual, may, in cases where the information is combined with other data, constitute personal data.
Controller
The University of Oslo is the controller responsible for the processing of personal data in the databases of alumni networks at the faculty, cf. the General Data Protection Regulation (GDPR). Please see the point of contact for your alumni network (in Norwegian).
The purpose of processing personal data
We use the personal data in the alumni network database for a number of reciprocal purposes to support and strengthen the relationship between you and the faculty.
This is done by sending you customised requests and relevant information. For example, the processing of personal data in the database is necessary in order for an alumni network to contact you with:
- general membership information
- invitations to professional events
- details of continuing education programmes
- newsletters
- invitations to social and cultural events organised by your alumni network and/or relevant academic communities and their collaborators
- requests for participation in working groups and panels
- collaboration requests
- requests to participate in surveys
We always seek to ensure that all requests are tailored to your interests.
If you have questions about any of these purposes, or comments on how we communicate with you, please email the point of contact of your alumni network (in Norwegian).
What personal data will be processed?
We store information related to you from several sources. A significant part of the information we store about our alumni is information you have provided us with by registering with an alumni network.
When you join an alumni network, some of your personal data from the University of Oslo student registry (FS) will be transferred to the alumni network database. These data are: your name, degree/subject, email address, year of graduation. Any other personal data will be entered by you upon registration.
The alumni network database contains:
- First name(s)*
- Family name*
- Any previous family name(s)
- Email address*
- Degree/subject
- Employment status*
- Job title*
- Employer*
- Country
*Required fields
Member data is not public.
How long do we store your personal data?
We will store your personal data in the alumni network database unless you ask us not to. Your personal data will be deleted if you deregister.
How we protect your personal data
Your personal data will only be used by the alumni network of which you are a member and will not be sold or transferred to any third party unless otherwise specified by law.
We do not share personal contact details without prior consent.
The University of Oslo has a data protection officer to safeguard the privacy interests of students, employees and alumni. The data protection officer can be reached by email at: personvernombud@uio.no.
The legal basis for the processing
Article 6 f of the General Data Protection Regulation states that the processing of personal data can take place when necessary for the controller to safeguard a legitimate interest and the consideration of the data subject’s privacy does not outweigh such an interest.
To strengthen our education, research and reputation, it is in the faculty’s interest to ensure that alumni remain affiliated with us. In turn, contact with alumni networks at the faculty will help strengthen alumni’s careers and professional development. The cooperation must be sustainable and based on mutual benefit.
The faculty is unable to systematically maintain relationships between the university and former students without offering them a membership in an alumni network. An alumni network is closely linked to the relationship an individual already has with the university. Therefore, it is predictable for individuals to be offered the opportunity to participate in such networks. The faculty therefore has a legitimate interest in the use of contact details, as outlined below, that outweigh considerations for individual privacy interests, cf. Article 6 f of the GDPR.
The personal data handled in an alumni network database does not include any sensitive data. Most of the personal data in an alumni network database will be provided by you upon registration. In these cases, the legal basis for processing is your active consent, cf. Article a of the GDPR. This means that you can withdraw or change your consent at any time by sending an email to the point of contact of your alumni network (in Norwegian).
Your rights
We will always process your personal data securely, and it should not cause you any inconvenience that your personal information is used in our work. We would like to emphasize that providing us with your personal data is voluntary.
You have the right to:
- access all registered personal data relating to you in the alumni network database and at UiO in general.
- information about how we process your personal data.
- have any incorrect personal data relating to you corrected.
- have incomplete personal data relating to you supplemented.
- restrict how we use your personal data.
- instruct us to delete your profile.
Please get in touch with the point of contact of your alumni network (in Norwegian) if you have any questions or would like to exercise your rights as described above.
Your request will be processed as quickly as possible and within 30 days at the latest.