Privacy notice for users of Vilhonpaja web service

At the University Vilhonpaja Lab, we take the privacy of our users very seriously. This privacy policy outlines the types of personal information we collect, how we use and protect this information, and your rights as a user.

This privacy notice complements the general privacy notices at Aalto:

Privacy notice for students, available at https://www.aalto.fi/en/student-guide/privacy-notice
Privacy notice for employees, available at https://www.aalto.fi/en/aalto-university/privacy-notice-for-employees (requires login).

Version history:

Original: June 2023

Controller and unit in charge

Aalto University, Department of Electronics and Nanoengineering
Visiting address: Maarintie 8, 02150 Espoo
Telephone (exchange): +358 9 47001
Contact person: Salu Ylirisku (firstname.lastname@aalto.fi)

Information we collect

When you log in to our system using HAKA authentication, we collect and process the following personal information about you:

Your account identifier.
Your full name and username.
Your email address.
Your home organization and type.
Your title in the organizational context.
Your relationship(s) to the organization, i.e., student/assistant/other

During the use of the system, we collect the following additional information, which is directly related to your account in this web service:

Completion of exercises and tutorials
Unlocking of achievements
Enrolment to particular lab courses that you have indicated in this web service
Project information, such as topic and team members as well as what is described by the team on their project gallery pages, on particular courses
Information of purchases (product, price, date, status [confirmed, ordered, arrived, checked]) for particular study projects
Reservations, such as lab time slots and equipment. Your reservations will not be visible to others unless they are signed in. Moreover, only your project team members, course staff, and site administrators can see identifiable information, such as name, alongside your reservation data.
Other possible creations, such as blog posts, pages, and articles that you may create on the service

For course staff, we may also collect the following information to be used in people introductions:

Name and title
Role in a course, such as teacher or assistant
Role in the web service, such as user, editor, and admin
Courses that you are involved with
Description and image of you

How we use your information

We use your personal information for the following purposes:

To provide you with access to our web service and its features.
To identify you as a user of our web service.
To communicate with you regarding your use of our web service.
To enable you and your team members to collaborate in lab projects, their documentation, and sharing of results.
To enable others to find your contributions on the web service.
To prove that you have completed the assignments for gaining access to tools and facilities in the Vilhonpaja lab.

Data Security

We take reasonable measures to ensure that your personal information is kept secure and protected against unauthorized access, use, disclosure, or destruction.

Permanence of user-generated data

You may delete your use account at will, and choose upon the option 1) to either leave your full name associated with the content you have produced on the site, or option 2) anonymize your contributions. The anonymizing means that when you delete your account, your personal data (name, email, and any other personal information associated you're your account) will be deleted, but the anonymous user ID and published projects and documents will be retained in an anonymized form. These can be deleted separately.

Period for storing personal data

Your personal data is stored in the web service until the you delete your account. Otherwise the data will be preserved for as long as the service is active for the purpose of public archiving.

Who will have access to your data

When using the web service, your full name (and possible nick name to avoid conflicts between namesakes) will be shown to the other web service users. You name will be shown to external users, i.e. users who have not logged in, only if you have explicitly given the permission to do so.

The administrators will have access to your account information, including everything associated to it in this web service. They will not be able to read your password, because it is saved in an encrypted form. The administrators also have the right to activate, suspend, and modify details, if there are legitimate reasons to do so. This includes, but is not limited to, the user not complying with the Terms of Service, for example, by publishing prohibited or harmful content.