Last updated 24.5.2018
Hanken & SSE Executive Education Ab
(hereafter ”we” or ”Hanken & SSE”)
2 Contact point for register matters
3 Name of register
4 What is the legal basis for and purpose of the processing of personal data?
The basis for processing personal data is legal requirement, the performance of a contract and the legitimate interest of the company based on faculty member relationship.
The purpose of the processing of personal data is:
- delivery, management and development of our executive education programs and other services,
- proposal creation and program sales as well as other marketing purposes,
- career and development counselling,
- feedback collection and processing,
- organizing events and alumni activities,
- management of supplier and faculty relations,
- fulfilment of contractual obligations and other undertakings of Hanken & SSE,
- disclosures to tax and other authorities.
5 What data do we process?
We process the following personal data of the supplier or faculty member or other data subject in connection with the supplier and faculty register:
- basic information of the faculty member such as name*, date of birth, username and/or other identifier, password, gender, mother tongue*;
- contact information of the faculty member such as email address, phone number, home address;
- payment information of the faculty member such as bank account number and tax card information;
- information of company and company’s contact persons (if the faculty member works via a company)such as Business ID, address, names and contact details of the contact persons, bank account and invoicing information of the company;
- information regarding the qualifications and profession of the faculty member such as education*, degrees, institution or employer*, certificates or other special training, prior Hanken & SSE program participation, field of specialty, photograph;
- event participation details and possible information regarding the event, such as accommodation and travel data, allergy and diet data (which is collected based on the content of the faculty member);
- material prepared and produced by the faculty member in connection with the program such as presentations, materials, handouts, feedback,
- possible direct marketing prohibitions and consents;
- other possible information collected based on the consent of the data subject.
Providing the information marked with an asterisk is a prerequisite for our contractual relationship and/or supplier relationship. We cannot enter into the relationship without the necessary information.
6 From where do we receive information?
We receive data primarily from the data subject him-/herself.
For the purposes described in this privacy notice, personal data may also be collected and updated from publicly available sources and based on information received from authorities or other third parties within the limits of the applicable laws and regulations. Data updating of this kind is performed manually or by automated means.
7 To whom do we disclose data and do we transfer data outside of EU or EEA?
We disclose information to the following parties: Hanken and Stockholm School of Economics. We also disclose information to prospective and existing customers, tax and other authorities, insurance companies and Tekes.
We use subcontractors that process personal data on behalf of and for us (data transfer). We have outsourced the IT management, bookkeeping and education information systems to external service providers, on whose servers the data is stored. The server is protected and managed by the external service provider. We also transfer data to our program speakers, accommodation providers and other event partners.
We have ensured your privacy with our subcontractors by entering into the necessary data processing agreements. We cannot name all subcontractors and have thus listed the types of subcontractors.
We transfer personal data outside of EU/EEA, including to the United States of America. We have taken care of suitable safeguards for the transfer, and use the EU Commission standard contractual clauses or another transfer mechanism approved by the privacy legislation.
8 How do we protect the data and how long do we store them?
Only those of our employees, who on behalf of their work are entitled to process faculty data, are entitled to use a system containing personal data. Each user has a personal username and password to the system. The information is collected into databases that are protected by firewalls, passwords and other technical measures. The databases and the backup copies of them are in locked premises and can be accessed only by certain pre-designated persons.
We store the personal data for as long as is necessary considering the purpose of the processing. For the faculty’s personal data, this retention period is based on legal requirements (e.g. taxation) or a claim or reclamation period. By default the data is kept for ten (10) years after the program or event in which the faculty member participated has ended.
We regularly assess the need for data retention in light of the applicable legislation. In addition, we take reasonable measures to ensure that the personal data in the register is not incompatible, obsolete or inaccurate considering the purpose of the processing. We rectify or delete such information without delay.
9 What are your rights as a data subject?
As a data subject you have a right to inspect the personal data concerning yourself, which is stored in the register, and a right to require rectification or erasure of the data, provided that the request has a legal basis. You also have a right to withdraw or change your consent.
As a data subject, you have a right, according to EU’s General Data Protection Regulation (applied from 25.5.2018) to object to processing or request restricting the processing and lodge a complaint with a supervisory authority responsible for processing personal data.
For specific personal reasons, you also have the right to object to profiling and other processing operations, when the processing of your data is based on our legitimate interest. In connection with your request, you will need to identify the specific situation, based on which you object to the processing. We can refuse the request of objection only on legal grounds.
As a data subject you have the right to object to the processing of your personal data for direct marketing, including profiling for such purposes.
10 Who can you be in contact with?
All contacts and requests concerning this privacy notice must be submitted in writing or in person to the email address mentioned in section two (2).
11 Changes in the Privacy Notice
Should we make amendments to this privacy notice we will place the amended statement on our website, with an indication of the amendment date. If the amendments are significant, we may also inform you about this by other means, for example by sending an email or placing a bulletin on our homepage. We recommend that you regularly visit out webpage and notice possible amendments to this privacy notice. review these privacy protection principles from time to time to ensure you are aware of any amendments made.