ACRE privacy notice (aalto.fi – ACRE register of contact details)
Aalto University privacy notice for partnership services (aalto.fi – Aalto University CRM system)
Aalto University Campus & Real Estate (ACRE) collects personal data about the users of the A Grid website. ACRE is committed to complying with the requirements of the data protection legislation when processing personal data.
The purpose of the processing of personal data
The purpose of the processing of your personal data is to make it possible to send membership applications, request information about coworking memberships and purchase coworking memberships, technical maintenance and development of A Grid websites, as well as the maintenance, analysis and development of the website contents.
What data do we collect?
The data you give to ACRE
The website will request your name, telephone number and email address in connection with submitting a membership application or a coworking contact form. The website will request your and other possible members’ name, telephone number and email address when making an order for a coworking membership. The collection of data is based on your consent.
ACRE collects data about the users of the website with cookies, among other methods. A cookie is a small text file that is sent to the user’s browser. It usually contains an anonymous identification number and is not harmful to the device.
We archive the number of users, country of use, time of use, used browser and contents that visiting users have viewed, for instance. An individual user cannot be identified with this data.
Automatically collected data
The A Grid website automatically collects the users’ IP address information to an IP log.
How do we use the data we collect?
The website stores and archives data that is obtained via forms, usage of the website and through cookies. Analysing the data occurs, for instance, via Google Analytics. For more information about Google Analytics, please visit http://www.google.com/analytics/. You can decline the collection of data by Google Analytics by downloading a browser extension form https://tools.google.com/dlpage/gaoptout.
In addition, the A Grid website articles can include embedded content (such as videos, photos, articles, etc.). Opening embedded content in a third-party website is comparable to the user visiting this third-party website by themselves.
Do we disclose your personal data?
We only transfer personal data inside the ACRE and Aalto University organisations and only to the extent to which it is necessary for membership application management, technical maintenance and development, as well as the maintenance, analysis and development of the website contents.
ACRE will only disclose personal data to third parties in the following cases:
For legal reasons
ACRE may share your personal data with a third party if access to the data or their handling otherwise is necessary i) to meet applicable legislation and/or a court order; ii) to identify, prevent or handle a misuse, security risk or technical problem. ACRE will inform you of this kind of use of your personal data when possible.
International transfer of data
ACRE conducts services and process personal data utilizing operators and services within the EU or EEA to the best of our abilities. When using services outside of the EU or EEA area, ACRE commits to ensuring a sufficient level of data protection for personal data.
The gathered data is protected by secure connections with SSL encryption and gathered into databases that are kept in locked and secured premises. Only a limited group of people have access to this information. Aalto CRM data is stored and processed in hosted Microsoft Dynamics CRM SaaS and the register is protected by licensed application, Aalto data security policy and user commitment policy protocols.
After submitting information via the A Grid application form, the data is stored on the Aalto University Alumni and partnership data management (CRM) system. See the Aalto University privacy notice (Alumni and partnership data management – CRM) here: https://www.aalto.fi/en/services/privacy-notices.
After submitting information via the coworking contact form and web store, the data is stored on the server and transferred automatically and via a secured connection to the email addresses of the A Grid team. When a coworking membership agreement is made, the data is stored on the Aalto University Alumni and partnership data management (CRM) system. See the Aalto University privacy notice (Alumni and partnership data management – CRM) here: https://www.aalto.fi/en/services/privacy-notices.
The IP address log is stored on the server and is manually emptied every two years.
Rights of the data subject
You have the right to request for a rectification of or addition to incorrect, inaccurate, imperfect, outdated or irrelevant data by contacting us.
You can request us to erase your personal data from our systems. We will perform the erasure unless we have a legal basis not to do so. The data may not be erased from all back-up and other systems immediately.
You have the right to check the data collected from you that has been stored in our personal data file by contacting us.
The data subject has the right to ask the office of the Data Protection Officer for an evaluation of the legality of operations to do with data security (tietosuoja (at) om.fi).
Who controls the register and whom can I contact?
The controller is:
Post Box 12600
Switchboard: (09) 439 0060
Email: info-acre (at) aalto.fi
The person in charge of register issues will answer questions and feedback on this register as soon as possible.