Privacy notice

1. What is the purpose of processing personal data?

The purpose of processing personal data is to collect material for a thesis on "Improving the visibility of action by developing peer-to-peer activities. Case: Aalto University School of Arts, Design and Architecture." The work was commissioned by the Communications Unit of the Aalto University School of Arts, Design and Architecture (later Aalto ARTS) and is part of the development of internal communication and collaborative processes. It is a research-based development work aimed at fostering and creating peer support and motivation at Aalto ARTS and at developing and supporting the internal communication processes and visibility of the departments. The study will be carried out through a background survey and a workshop using the methods of service design, experimental development and team coaching.

Jonna Utriainen works as a designer and coach at the School of Arts, Design and Architecture, and is conducting the thesis as part of her YAMK (Master's Degree) studies in Community Education at HUMAK University of Applied Sciences. The background data is collected through a Webropol survey on the state of visibility and internal communication, needs and wishes and possibilities for new collaborative ways of working. The results of the survey will be used to develop workshops and collaborative approaches.

2. What personal data will be processed in the course of the thesis?

The questionnaire will be sent to a general email list of Aalto ARTS staff, as agreed with the Head of Communication at the School.

The questionnaire will collect three mandatory questions as background information:

1. the role of the employee;

2. the institution where you work, or the option "I do not work at an institution";

3. whether the job involves communication tasks. The other two pages of the questionnaire are devoted to internal communication and questions on internal communication and visibility, and questions on policies.

The respondent profiles are summarised and analysed by respondent group, individual responses are not examined. At the end of the questionnaire, there is an option to register for the workshop by providing an email address. This will not be combined with the responses. The person will receive an email invitation to the workshop. The invitation will provide details of the workshop. By registering, you are not committing to the workshop.

3. Processing of identifiable data in the thesis

The thesis is stored and published in the Theseus database of universities of applied sciences. The published thesis does not contain any personal data.

4. Storage of personal data and protection of the research participant

The following measures will be taken to protect the participant in this study. 

There is a study plan in place.

The manual material will be stored in a locked cabinet at Aalto ARTS and the digital material and the digital material in a password-protected service provided by Aalto University, accessible only by the thesis author. 

Data processed in information systems: the computers used and the information systems are protected by username and password. Access to research data containing personal data is restricted so that only the student t and the thesis supervisor have access to your personal data. The survey is conducted with Webropol and the results are processed with PowerBI software, which is licensed by Aalto University.

5. Storage and deletion of personal data

Deletion during and after the research: research data containing personal data will be deleted at the latest 6 months after the thesis has been approved. Data protection notices on aalto.fi will also be deleted at the same time. The Communications Unit will have access to a summary of the survey results, but not to the individual responses.

6. Legal basis for the processing of personal data and rights of the research participant

The basis for the processing of personal data is the consent of the data subject to the collection and analysis of the data

According to the General Data Protection Regulation (GDPR), an individual has the right to:

- be informed about the processing of their personal data

- have access to his/her personal data

- request rectification of his/her data

- request restriction of the processing of personal data concerning him or her

- object to the processing of his/her data

- The right to erasure of their data, however, according to Article 17 (3)(a) of the GDPR, the right to erasure shall not apply where the processing is necessary for the protection of freedom of expression and freedom of information and, in the case of an accredited thesis, an academic publication exercising the right to freedom of expression and information, to which the following applies: Article 85 of the Data Protection Regulation and Article 27 of the Data Protection Act as regards freedom of academic expression.

In the event that the research does not or no longer requires the identification of the data subject, the controller is not obliged to obtain further information in order to identify the data or the data subject for the sole purpose of enabling the data subject to exercise his or her rights. If the controller does not identify the data that can be linked to a particular data subject, the data subject has no right to access, rectify, object to processing or erase the data. However, if the data subject provides additional information that allows him or her to be identified from the survey data, then the rights are not restricted.

7. Contact details of the controller

The controller of this survey is the Aalto University Foundation, which is Aalto University.

The contact person for the survey is Jonna Utriainen, tel. 0503434305, [email protected]/ [email protected]

Jonna Utriainen is an employee of the Aalto University School of Arts, Design and Architecture and a student of HUMAK's Master of Arts degree (title Community Educator YAMK, Master of Humanities).

8. Contact details of Aalto University's Data Protection Officer and Supervisory Authority

If the researcher has any questions concerning data protection or the processing of personal data, he/she can contact the Aalto University Data Protection Officer: tel. 09 47001 (switchboard), [email protected].

If a participant feels that his or her personal data has been processed in violation of data protection legislation, the participant has the right to lodge a complaint with the supervisory authority, the Data Protection Ombudsman (read more: http://www.tietosuoja.fi).

Consent to take part in the study and use of personal data

I understand that participation in the study is voluntary and that I may at any time indicate that I no longer wish to participate in the study, but that the data collected up to that point may be used in the study. I give my consent to the use of my personal data as described in the attached thesis privacy notice. I have been adequately informed by the thesis privacy notice, I have had the opportunity to have my questions answered, I understand the information I have received and I wish to participate in the thesis study. I understand that an approved thesis is published and that once approved, it cannot be modified or deleted, but is a permanent publication as part of the freedom of academic expression.

By answering this questionnaire, I give my consent.