AAU Career

GDPR

HANDLING OF PERSONAL DATA IN CONNECTION TO EVENTS AND GUIDANCE UNDER AAU CAREER - AALBORG UNIVERSITY

When you participate in one of our activities (webinars, courses, counseling) it cannot be avoided that general personal data is shared between you, the host and other eventual participants.

Examples of data can be your username, email address, your picture (if you have the camera turned on, or if you have uploaded a picture to your profile), participation in polls (which can be both anonymous and person-specific) and the things you share in form of chat and speech. In addition, your participation indicates a connection to Aalborg University.

On this page we inform you about how we handle your data, and you can also find some tips to get the most out of online guidance and courses.

Personal data in connection to events and guidance

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    General information on personal data

    When you participate in one of our activities, we process the general personal information that you have provided at the signup.
    This is your name, e-mail address, telephone number, field of study and semester or date of graduation.

    Our purpose in processing your personal information is to be able to carry out the activity in question, and to be able to inform you on an ongoing basis about practical matters concerning the event or counseling.

    By registering for our activities, you also agree to receive surveys about the evaluation of the activity. Our evaluations help to improve the quality of our activities, and we hope that you will help us with this.

    In some cases, we will also use your personal information to compile analyzes and statistics, but in this case, the data will be anonymized.

    We store your personal information for as long as necessary to be able to carry out the event in question and to evaluate it - however, for a maximum of 5 years (equivalent for a typical full study at AAU).

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    Personal data when registering for an event

    When you register for an event organised by AAU Karriere, your information is stored in our registration system for 5 years.

    Prior to the event, you will receive a link that you are not allowed to share with others. If others you know want to participate, they must sign up.

    In connection with events organised by one of our collaboration partners, registration may take place on the partner's platform. In such cases, you will be informed about the partner's processing of personal data in connection with registration for the event.

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    Confidentiality

    Participation in an event is personal and you enter a confidential room with the other participants.

    It is therefore forbidden to share personal information about the other participants and to make your own recordings or photos of the meeting without prior agreement.

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    Personal data recommendations regarding online meetings

    It is essential that you are aware of the general conditions of personal data when attending an online meeting.

    We have therefore prepared a couple of recommendations for you:

    1. If you do not want your name to appear, you can see if this can be changed.
    2. If you use your camera during the webinar, you should consider what appears in the background behind you. You can consider using a virtual background or blur the background. That way, it is only you and not your surroundings that others can see. This is done in the camera settings in the webinar software and can only be activated once you have entered the webinar.
       
    3. If you are in doubt about whether polls are conducted anonymously, ask the host of the webinar.
       
    4. Think about what you write in the chat and what personal information you disclose through what you say.
      • On Zoom, a chat is not saved after the meeting ends (though it can be saved manually)
      • On MS Teams the chat is automatically stored and can be accessed after a meeting.
    5. Think about what files you send via an online meetings, and who can view and access these even after the meeting.
      • On Zoom, shared files in a chat are not saved after the meeting ends.
      • On MS Teams, files shared via the chat and can therefore subsequently be accessed by anyone with access.
    6. Think about what you show if you share your screen. Depending on how you do screen sharing, you may accidentally display personal information (e.g. desktop wallpaper, personal files and folders, etc.). A good piece of advice is to have prepared what you want to share before activating screen sharing.
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    Recording of online events and webinars

    If it is believed to be beneficial to the participants' benefits and continued learning process, we reserve the right to record online events and webinars.

    The recording will only be of plenary activities. Breakout rooms or other situations where individuals can be clearly identified are not recorded - or they will be edited before publication.

    • The amount of data included in the recording differs on the platforms used. In some cases, for example, chat and polls are not included, while other programs record everything that happens in the meeting.
    • The recording is sent to all registered and may not be forwarded without prior agreement.
    • The recording is available for 12 months, after which it is deleted and can no longer be accessed as it is deemed out of date.
    • It will always be clear whether a webinar is being recorded.
    • It is not possible to be edited out of a recording, so if you do not want to appear, your only option to ensure this 100%, is if you do not participate.
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    Data processing in connection with online recorded meetings

    Aalborg University, CVR no. 29102384, is data responsible for the personal information collected via the recording.

    PURPOSE

    The purpose of recording the webinar is that participants have access to the material reviewed for continued learning.

     

    LEGAL BASIS

    Your information is collected based on the rule under EU General Data Protection Regulation article 6, 1, e, as the processing is for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller. You can read the regulation here.

     

    YOUR RIGHTS

    When we process your information, you have several rights under the Data Protection Regulation. This means, among other things, that in certain cases you have the right to insight, correct, limit and object to our processing of the covered personal data. You can read more about your rights in AAU's privacy policy, which you will find here.

     

    HOW TO MAKE OBJECTIONS

    If you wish to make use of your rights, you are welcome to send an email to AAU Career at career@aau.dk. You can also complain to the Danish Data Protection Agency if you believe that AAU is violating the data protection rules in connection with the university's processing of your information through recordings.

    You are encouraged to inform AAU Career or AAU’s data protection officer before you complain to the Danish Data Protection Agency, as the case can be resolved or clarified. AAU's data protection officer is Niels Vase, dpo@aau.dk.

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    About career counselling

    When participating in career counselling, you should be aware of all the general conditions regarding handling of your personal information (see the section "Personal data recommendations regarding online meetings " above for more info).

    Your counselor has a duty of confidentiality, and the conversation is considered confidential, which applies both ways. You are therefore not allowed to record the conversation without prior agreement.

    When you book a career counselling session, you have the option of adding in-depth information and uploading files. This information is stored in our booking system and deleted after 5 years.

Technical tips for online career guidance and webinars

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    Check in advance

    • You will receive in advance information about the platform and a link to the guidance session or webinar.
    • You can open the link in the software/tool itself or in a browser. It is not a requirement that you have the software/tool installed on your computer, but it often works best if it is.
    • Check the link in advance to make sure the microphone and camera are working. You may need to install a plugin.
    • Preferably participate using a computer rather than a mobile device.
    • Make sure you have good internet connection (preferably by cable or wifi)
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    In case of technical issues

    • Check if your internet connection is working and has a reasonable speed. Try this tool to check your speed.
    • Preferably use internet via cable. Wi-Fi can also work but avoid internet sharing over the phone as much as possible.
    • Check if your browser has been updated to the latest version.
    • Try another browser.