Privacy notices

The privacy notices comply to the demands of the EU General Data Protection Regulation (GDPR). 

Privacy notice: applicants and participants to our courses

Updated 20.9.2023. 

• Purpose of collecting and processing information: essential information for courses that are organised or co-organised by the Finnish institute in the Middle East (FIME). 
• Categories of data subjects: applicants and participants to the courses. 
• Description of personal data: name, e-mail, university, discipline, motivational letter, and photography permit (if relevant). The information is collected with permission through survey, email, verbally or by other means.  
• Recipient categories of data: employees of the Finnish Institute in the Middle East (FIME) and the foundation that maintains it, auditors, as well as co-organizers such as a university or an NGO and the responsible teachers of the course. Possible co-organizers are mentioned in the call for applications. 
• Processing of the data: all personal data is processed with care, and electronic data in physical and cloud locations is protected with physical, technical and administrative safeguards. Access to the databases is restricted to only those employees and associates who need to know that information to process your application and provide you access to the course. 
• Storage period or criteria used to determine the storage period of the data: names, home university and the study subject of the participants will be stored permanently. The applications will be stored for three years, to track recurring applicants and trends in the applications. 
• Transfer of personal data to a third country: the data will be processed also outside of the EU, as the main office of the institute is in Beirut, Lebanon. The data can also be processed outside the EU depending on the location of the teacher responsible for the course.  

Privacy notice: applicants and participants to our scientific seminars, colloquiums and conferences 

Updated 20.9.2023. 

• Purpose of collecting and processing information: essential information for seminars, colloquiums and conferences that are organized or co-organized by the Finnish institute in the Middle East (FIME).  
• Categories of data subjects: applicants and participants to the events.  
• Description of personal data: name, e-mail, university, discipline, degree, phone number, address, dietary requests, photography permit (if relevant), abstract and other information concerning the conference presentation.  The information is collected with permission through survey, email, verbally or by other means.  
• Recipient categories of data: employees of the Finnish Institute in the Middle East (FIME) and the foundation that maintains it, auditors, the organizing committee and the scientific committee. The members of the organizing and scientific committee are not necessarily employees of FIME. The data may be shared with the co-organizers of the event such as a university or an NGO. Possible co-organizers are mentioned in the call for applications. The name of the selected person, home university, presentation title and abstract may also be shared publicly. 
• Processing of the data: all personal data is processed with care, and electronic data in physical and cloud locations is protected with physical, technical, and administrative safeguards. Access to the databases is restricted to only those employees and associates who need to know that information in order to process your abstract and registration for the event.  
• Storage period or criteria used to determine the storage period of the data: names of the participants and their affiliation and information on their conference presentation will be stored permanently. Other applications will be stored for three years, to track recurring applicants and trends in the applications.  
• Transfer of personal data to a third country: the data will be processed also outside of the EU, as the main office of the institute is in Beirut, Lebanon.  

Privacy notice: registrations to events 

Updated 20.9.2023. 

• Purpose of collecting and processing information: essential information for seminars, colloquiums and conferences that are organized or co-organized by the Finnish institute in the Middle East (FIME).  
• Categories of data subjects: registered participants to events.  
• Description of personal data: first name and surname, e-mail address, affiliation (if relevant) and photography permit (if relevant). The information is collected with permission through survey, email, verbally or by other means.  
• Recipient categories of data: access to the databases is restricted to only those employees and associates who need to know that information in order to process your registration to the event. The Foundation of the Finnish Institute in the Middle East and the auditors can also access the data when needed within their assignments.  
• Processing of the data: the personal data is used for organizing events. The names of the participants may be visible for other participants during the events. The data may be shared with the co-organizers  such as a university or an NGO. Possible co-organizers are mentioned in the invitations/marketing of events. Data is given by the participants themselves via an online form, e-mail or other platforms. All personal data is processed with care, and electronic data in physical and cloud locations is protected with physical, technical and administrative safeguards.   
• Storage period or criteria used to determine the storage period of the data: the data is stored only as long as is necessary for organizing the event and for follow-up such as invoicing, collecting feedback and reporting requires. After this all other personal data related to participants will be destroyed with the exception of photographs and information pertaining to them. 
• Transfer of personal data to a third country: the data will be processed also outside of the EU, as the main office of the institute is in Beirut, Lebanon. 

Privacy notice: email lists  

Date 20.9.2023. 

• Purpose of collecting and processing information: essential information for newsletter and event marketing that are related to the Finnish institute in the Middle East (FIME).  
• Categories of data subjects: email list subscribers.  
• Description of personal data: first name and surname, e-mail address, organization, job title and the email lists subscribed to. The information is collected with permission through survey, verbally, email or other means.  
• Recipient categories of data: employees of the Finnish Institute in the Middle East (FIME) and the foundation that maintains it.  
• Processing of the data: all personal data is processed with care, and electronic data in physical and cloud locations is protected with physical, technical and administrative safeguards. Access to the databases is restricted to only the employees.  
• Storage period or criteria used to determine the storage period of the data: the information will be stored as long as necessary for the purpose for which it is collected. The controller corrects, erases and completes personal data that are inaccurate, unnecessary, incomplete or out of date on its own initiative or at the request of the person concerned.  
• Transfer of personal data to a third country: the data will be processed also outside of the EU, as the main office of the institute is in Beirut, Lebanon.