Privacy notice for the event management of Uniarts Helsinki

Published 4.2.2020 | Updated 10.8.2026

1. Controller

University of the Arts Helsinki (Uniarts Helsinki)
Postal address: P.O. Box 1, 00097 Uniarts
Phone number: +358 294 47 2000 (switchboard)

2. Unit and person in charge of processing personal data

Sibelius Academy’s event service Primo, Production Manager Miisa Järvi, firstname.lastname@uniarts.fi, +358 294 47 2000 (switchboard)

3. Contact person for the processing of personal data

Uniarts Helsinki’s Sibelius Academy, Head of AV department Marko Myöhänen, firstname.lastname@uniarts.fi, +358 294 47 2000 (switchboard)

4. Data protection officer

Find contact details for Uniarts Helsinki’s data protection officer on the data protection homepage.

5. Name of the register

Production management register

6. Purpose and legal basis for the processing of personal data

According to the Universities Act, the mission of Uniarts Helsinki is social interaction and artistic activities. As part of this social interaction and these artistic activities, the university organises various events. Managing event production requires processing the personal data of personnel taking part in the productions so that the producers and other personnel needed can be booked for each event to be produced. Additionally, data on the performers in each event is processed, as this is required for planning the event’s programme, for marketing the productions, for agreements to be signed with the performers and for paying their fees.

Uniarts Helsinki’s right to process personal data is based on:

• implementation of the agreements made;
• the legitimate interest of the university as regards persons performing and working in the events.

We do not use automated decision-making or profiling as referred to in the GDPR in our processing of personal data.

7. What data do we process?

In connection with events, we process the following personal data of event performers, equipment bookers and other data subjects (freelancers and the university’s personnel):

• Basic information: name* and instrument. Contact information: email address and phone number. A photograph of the performer.
• Information about the company’s contact persons: name and contact details.
• An audio and/or video recording of the event (does not apply to all events).

Providing the personal data marked with an asterisk is a prerequisite for producing events.

The performance and commission agreement also includes provisions for possible payment of fees. The processing of personal data in fee payment has been described separately in the privacy notice for persons whose relationship with the university does not involve employment or studying.

8. Where do we get data?

We primarily receive the personal data to be processed directly from the data subjects themselves.

9. To which parties do we disclose and transfer data and do we transfer data outside the EU or the EEA?

In processing personal data collected in connection with event production, we use a third-party IT service provider with which we have concluded the agreements for processing personal data as required by the Data Protection Regulation.

We do not transfer personal data outside the EU/EEA.

10. How do we protect data and for how long do we store it?

As the controller, Uniarts Helsinki has taken the necessary technical and organisational measures and also requires the same from the service providers it uses.

Your data is processed only by the employees of Uniarts Helsinki or by the persons working under the mandate of and on behalf of Uniarts Helsinki who have the right to process personal data. Only event producers, the orchestra office and the communications team of the university (seasonal brochure) are entitled to use the production management system containing personal data.

We take reasonable steps to ensure that the data subject’s personal data being stored in the register is not outdated, erroneous or incompatible with the purpose of processing. We immediately rectify or erase such data.

Retention periods for data are based on applicable legislation and the information management plan of Uniarts Helsinki.

11. What are your rights as a data subject?

Data subjects have the following rights:

• Right to have access to their data.
• Right to receive information on the processing of their personal data.
• Right to have erroneous or inaccurate personal data rectified.
• Right to have data erased.
  • Not applicable if the basis for processing is a statutory duty or a duty in the public interest.
• Right to restrict processing.
• Right to object processing i.e. to ask that data is not processed.
• Right to have data transferred from one system to another.
  • Applicable when the processing is based on an agreement or consent.
  • The withdrawal of consent does not affect the lawfulness of processing based on consent before its withdrawal.
• Right to withdraw their consent.
  • Applicable when the processing is based exclusively on consent.
• Right to receive information on a personal data breach that results in a high risk.
• Right not to be subject to a decision based on automated processing.

Data subjects have the right to lodge a complaint especially to the supervisory authority of their permanent place of residence or work if they find that the processing of personal data violates the EU’s General Data Protection Regulation 2016/679. Data subjects also have the right to employ administrative appeals and other legal remedies.

12 Who can you contact?

If you have any questions or comments about the processing of your personal data as described in this privacy notice, please contact the contact person mentioned in section 3, who will, if necessary, refer the matter to the data protection officer. If you consider that your rights set out in section 11 are not being fulfilled, you may contact the university’s data protection officer mentioned in section 4 directly.