The controller is Mimir (Mimir Fellows Oy, business ID 3253622-1). All contacts and inquiries should be addressed to Ahmed Hadi (email@example.com).
Mimir values and respects the right to privacy and data protection provided by applicable laws whenever we process personal data in relation to the persons that are applying to and subsequently enrolled in our ‘Deep Dive’ event. Mimir strives to process personal data in a transparent way, with due care and always in compliance with our obligations arising out of applicable privacy and data protection legislation.
Personal data of Users.
Your personal data collected and processed by Mimir hereunder is received directly from you through the application Form or otherwise in connection with your interaction with us concerning the ‘Deep Dive’ event.
The categories of personal data we may collect and process include:
● e-mail address;
● full name;
● major subject;
● student number;
● number of credits completed;
● transcript of student records;
● motivational letter
● where applicable, your consent for certain processing activities described hereunder; and
● data from your feedback or other interaction with us.
We may use certain technologies to collect and store functional or analytics information when Users access the Form, including cookies.
Purposes of Processing
To process your application to the ‘Deep Dive’ event and to provide and manage the ‘Deep Dive’ event (legal ground: legitimate interest and performance of contract).
Our processing of your personal data is primarily based on the reviewing of your application and, for those Users chosen as participants, the organizing and managing of the ‘Deep Dive’ event.
We may process personal data to be able to provide essential functionalities or enhance the quality of the ‘Deep Dive’ event. In some cases, personal data may be processed for the purpose of carrying out contractual obligations towards the User as the organizer of the program. Further, if you reach out to our contact service, we may use the provided information for answering questions and solving possible issues.
To fulfill our legal obligations (legal ground: compliance with a legal obligation).
We may need to process personal data to fulfill our legal obligations, such as our bookkeeping obligations or to provide information to competent authorities (e.g. tax authorities).
For claims handling and legal processes (legal ground: legitimate interest).
Mimir may process personal data in relation to claims handling and legal processes, where necessary. We may also process data for the prevention of fraud, misuse of our ‘Deep Dive’ event and for data, system and network security.
For sharing information with our relevant stakeholders (legal ground: consent).
We may process personal data for the purpose of sharing it with the relevant representatives of the academia and industry to aid your dialogue with these stakeholders provided you have given us your consent to do so.
Explaining the legal bases for processing
To the extent personal data is processed based on a contract between us and the User, the legal basis shall be performance of contractual obligations. We may also process personal data based on our legal obligations or other legitimate interests, for example in connection with organizing relevant trips included in the ‘Deep Dive’ event. Whenever using your data based on our legitimate interest, we shall carefully weigh our interest against your right to privacy.
In certain cases, you may be requested to grant your consent for the processing of your personal data. In this event, the legal ground for such processing is your consent. You may withdraw your consent at any time.
We do not under any circumstances process Users’ personal data for the purposes of automated individual decision-making, including profiling.
In these situations, we shall ensure that your personal data is subject to adequate level of protection regardless of the jurisdiction. This happens by concluding a series of agreements with our service providers based on the Standard Contractual Clauses or through other appropriate safeguards under chapter V of the EU General Data Protection Regulation (2016/679).
We shall not share your personal data within our organization, unless strictly necessary to perform our Services. We shall further not share personal data with any external third party, unless one of the following circumstances apply:
For legal reasons
We may share personal data with third parties outside of our organization if we have a good- faith belief that access to and use of the personal data is reasonably necessary to: (i) meet any applicable law, regulation, and/or court order; (ii) detect, prevent, or otherwise address fraud, security or technical issues; and/or (iii) protect the interests, properties or safety of Mimir, our Users or the public in accordance with the law. When possible, we will inform you about such transfer and processing.
To authorized service providers
For other legitimate reasons
With explicit consent
We may share personal data with third parties outside of our organization for other reasons than the ones mentioned above, when we have your explicit consent to do so. You have the right to withdraw your consent at any time.
Your personal data shall not be stored by us any longer than necessary for the purposes of providing the ‘Deep Dive’ event or parts thereof, or for another individual purpose for which your data is being processed hereunder. The exact storage period depends on the nature of the information and the purposes of processing. Hence, the maximum storage period may vary per use case.
Generally, personal data of Users is deleted within a reasonable time after the User is no longer enrolled in our ‘Deep Dive’ event or when the User requests the deletion of such personal data, unless we are obligated to store the data for longer periods due to applicable law.
The personal data of those Users’ who have applied to ‘Deep Dive’ event but were ultimately not chosen as participants shall be deleted within thirty (30) days’ following the commencement of the ‘Deep Dive’ event, unless we are obligated to store the data for longer periods due to applicable law.
Notwithstanding the above, we may have to store Users’ personal data a bit longer to the extent such data is included in our automatic encrypted back-up processes. However, your data shall not be accessed or used for any purposes while such data is included in the back-ups, which shall be permanently deleted in every thirty (30) days’.
You have the right to access your personal data processed by us. You may contact us, and we shall inform what kind of personal data we have collected and processed regarding you.
Right to withdraw consent
In case the processing is based on a consent you have granted us, you may withdraw the consent at any time. Withdrawing your consent may lead to fewer possibilities to enjoy the benefits of our ‘Deep Dive’ event. The withdrawal of consent does not affect the lawfulness of processing based on consent before its withdrawal.
Right to rectify
You have the right to have incorrect or incomplete personal data we have stored about you corrected or completed by contacting us.
Right to erasure
You may also ask us to erase your personal data from our systems. We will comply with such request unless we have a legitimate ground to not delete the data.
Right to object
You have the right to object to certain use of your personal data if such data is processed for other purposes than necessary for the performance of our contractual obligations towards you or for compliance with a legal obligation. If you object to the further processing of your personal data, this may lead to fewer possibilities to enjoy the benefits of our ‘Deep Dive’ event.
Right to restriction of processing
You may request us to restrict processing of personal data for example when your data erasure, rectification or objection requests are pending and/or when we do not have legitimate grounds to process your data. This may however lead to fewer possibilities to enjoy the benefits of our ‘Deep Dive’ event.
Right to data portability
You have the right to receive your personal data from us in a structured and commonly used format and to independently transmit that data to a third party.
How do you use your rights hereunder
The abovementioned rights may be used by sending a letter or an e-mail to us on the addresses set out above, including the following information: full name, address, e-mail address and a phone number. We may request the provision of additional information necessary to confirm your identity.
We reserve the right to reject requests that are unreasonably repetitive, excessive, or manifestly unfounded.
We use administrative, organizational, technical, and physical safeguards to protect the personal data we collect and process. Our security controls are designed to maintain an appropriate level of data confidentiality, integrity, availability, resilience, and ability to restore the data. We shall also test our systems, and other assets for security vulnerabilities at appropriate intervals.
Should despite of the security measures, a security breach occur that is likely to have negative effects on your privacy, we will inform you and other affected parties, as well as relevant authorities when required by applicable data protection laws, about the breach as soon as reasonably possible.
In case you consider our processing of personal data to be inconsistent with the applicable data protection laws, a complaint may be lodged with the local supervisory authority for data protection.
In Finland, the local supervisory authority is the Data Protection Ombudsman (https://www.tietosuoja.fi).