Privacy statement

Privacy notice for the Erasmus Mundus Joint Master programme IMAGING applicants and students

Valid from: 01.01.2024

The Erasmus Mundus Joint Master programme IMAGING is jointly designed and delivered by the consortium of three universities: Tampere University Foundation sr, Finland (coordinator), Mittuniveristetet, Sweden and Politecnico di Milano, Italy. A right to study on the programme is applied. Selected scholarship students for Master degree programme sign a study agreement with the relevant Erasmus Mundus Joint Master at the beginning of studies. The Erasmus Mundus Joint Master programme IMAGING is founded by the European Union.

1. Data Controllers and consortium members

Tampere University Foundation sr (2844561-8)
FI-33014 Tampere University, TAU
Kalevantie 4, FI-33100 Tampere, Finland
Phone: +358 294 5211 (switch board)
Email: tau(at)tuni.fi

Mittuniversitetet (202100-4524)
Mid Sweden University, MIUN
Östersund and Sundsvall, Sweden
Holmgatan 10, 851 70 Sundsvall, Sweden

Politecnico di Milano (04376620151)
Higher Education Institution POLIMI
Piazza Leonardo Da Vinci, 32 20133 Milano, Italy

The universities are joint data controllers and have agreed that the data will be stored by Mid Sweden University and access will be granted to all the partners.

2. Contact person

Nataliya Strokina

EMJM Imaging project manager

ITC Faculty, TAU

3. Data Protection Officers´contact details

Tampere University, email: dpo@tuni.fi

Mittuniversitetet, email: dataskyddsombudet@miun.se

Politecnico di Milano, email: privacy@polimi.it

4. Why and how do we process your personal data?

Personal data is collected in order to facilitate and manage application processes, implementation of the programme, and reporting to the European Union about the funding. The application database will be stored by MIUN and the access to it will be shared with the partners. The attendance lists will be collected by all partners and stored by the Coordinator at TAU.

5. On what legal ground(s) do we process your personal data?

We process your personal data because

• Processing is necessary for the performance of a contract to which you are party or in order to take steps at the request of you prior to entering into a contract ((EU) 2026/679 Art. 6(1)(b)).
• Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the European Union institution or body contract ((EU) 2026/679 Art. 6(1)(e)).
• Processing is necessary for compliance with a legal obligation to which the controller is subject ((EU) 2026/679 Art. 6(1)(c)). In this respect, your personal data may be processed for:
  • financial reporting and audits
  • audits from EU Commission
  • compliance with anti-money laundering laws and safeguarding requirements; prevention and detection of crime
  • investigations carried out by competent authorities
• It may also be necessary to process data belonging to special categories of personal data on a case-by-case basis, if you have special educational needs. In this case, the legal basis for processing is (EU) 2016/679 Article 9(2)(g), Non-discrimination Act (1325/2014) 6 § (Finland), Personal Data Protection Code (Legislative Decree No. 196 of 30 June 2003) – art. 2 - sexies (1) (bb).

6. Which personal data do we collect?

The personal information we collect from you when you apply is the following:

• First name(s)
• Family name(s)
• Gender
• Nationality
• Date of birth
• E-mail
• Mobile phone number
• Address of residence
• City of residence
• Country of residence
• University of origin
• Country of university of origin
• Special needs
• Preference of study track
• Scholarship preference
• Copy of passport
• Curriculum vitae
• Motivation letter
• Diplomas (in original language and in English)
• Transcripts (in original language and in English)
• Recommendation letter
• Proof of residence
• Certificate of English language proficiency

Additionally, to register your attendance, the partners might collect attendance lists at the events organized by the EMJM IMAGING.

Your data will be processed by staff at all three consortium members.

We will not share your data with any third parties subject to the following exceptions:

• Your name and contact details, previous academic transcripts and current academic records, passport information and location data will be shared with relevant staff at the IMAGING programme’s degree-awarding partners. This is to fulfil administrative requirements of the programme including registration and enrolment at each institution.
• Your name, date of birth, gender, email address and address will be shared with the insurance broker, the appointed insurer and their assistance provider, for the purpose of setting up a health and travel insurance policy to cover you for the duration of the IMAGING programme.
• Your name may be shared with student accommodation providers for the purpose of organising accommodation deals during the programme’s mobility periods.
• Where relevant, your name, ID and study right information may be shared with the relevant Embassy, Consulate or Residence Permit Authority to help facilitate your visa applications throughout the programme.
• Your basic personal data such as name, age, gender, contact details, previous university attended, and your address will be shared with the European Commission’s Education, Audio-visual and Culture Executive Agency and stored on their Online Mobility Tool. This is for the purpose of fulfilling the requirements of the programme’s Erasmus Mundus grant funding.
• Your bank account information will be processed by staff at the Tampere University in Finland only, for the purpose of administering your Erasmus Mundus scholarship or any grants awarded to you.

7. How long do we retain your data?

If you take up a place on the programme your application data will be stored until 5 years after the end of the IMAGING programme’s Erasmus Mundus grant funding period. Unsuccessful applications are also stored until 5 years after the end of the IMAGING programme. This retention is required as part of the agreement with the European Commission Agency as part of their programme audit requirements. After determined retention times all data will be deleted permanently.

8. What are your rights as a data subject?

You have the following rights in relation to the processing of your personal data:

• Access to your data: You have the right to be informed of whether we process personal data concerning you and have access to your personal data.
• Right to rectification: You have the right to demand that incorrect or incomplete information be rectified or supplemented.
• Other rights: You have the right to object the processing of your data for reasons arising from your special situation. After you object to the processing, we will delete your personal data unless we are able to provide compelling legitimate grounds for processing that override your interests, rights and freedoms. You also have the right to ask us to restrict the processing of your data while we evaluate your objection request. However, we want to emphasise that these rights do not exist to the extent that the processing is based on the obligations laid down on laws. As the processing is not based on consent, you do not have the right to transfer your data to another controller.

9. Who should you contact?

All enquiries and requests regarding this privacy policy should be made in writing or in person to the contact person specified in section two (2).

You can send your request concerning your data subject’s rights by e-mail to a data controller, contact details are in section one (1).

If you wish to raise a complaint on how we have handled your personal data, you can contact the Data Protection Officer who will investigate the matter. Contact details are in the section three (3).

We will always do our best to process and resolve any requests or complaints you make regarding the processing of your data. In addition, you always have the right to contact the competent data protection authority regarding your request or to lodge a complaint:

• in your permanent place of residence in the EU/EEA
• at your place of work in the EU/EEA, or
• at the location of the suspected data breach in the EU/EEA.

The competent data protection authority for Tampere University is:

Office of the Data Protection Ombudsman
Postal address: P.O. Box 800
FI-00531 Helsinki

Contact information

10. Changes to this notice

This privacy notice is valid from the date shown at the top. We may update this notice. If there are significant changes to the privacy notice or the processing of your data, we will notify you.