Privacy notice: Management of keys: joint informative document for data subjects (Articles 13 and 14 of the General Data Protection Regulation [2016/679]).
Purposes of processing personal data
To enable accessing the premises of Häme University of Applied Sciences Ltd according to each person’s respective role.
Legal basis for processing
The basis for processing personal data is our legitimate interest (employment relationship, right to study, HAMK partnership) of the data controller.
Personal data content and retention periods of the register
Data category name
Retention period
Name
5 years from returning the key
Department
5 years from returning the key
Company
5 years from returning the key
Unit
5 years from returning the key
Unique identifier for the key
5 years from returning the key
Access right class
5 years from returning the key
Signature of the person for receiving the keys
5 years from returning the key
Signature of the person for returning the keys
5 years from returning the key
Data subjects
Those of the following groups who have confirmed that they have received keys:
students of Häme University of Applied Sciences (HAMK) and Häme Vocational Institute (HAMI)
personnel of HAMK and HAMI
collaboration partners to the extent they have requested access rights to the premises of Häme University of Applied Sciences Ltd.
Regular sources of data
Data is received from the data subjects themselves and from their supervisor.
Regular disclosures of data
No data is disclosed to third parties.
Principles of data protection of the register
A Manual material
At some HAMK campuses, key management information and key receipt forms are retained in paper form.
B Data processed through automated data processing
At some campuses, data is saved in information systems.
Access is granted only to those persons who are entitled to access and use the data in the system in order to perform their duties.
The lawful processing of personal data is ensured by categorisation of data and with operating methods that are in compliance with the data handling rules concerning data set.
Automated decision-making
No automated decision-making is performed on the recorded data.
Transfer of data outside the EU or EEA
No data is transferred outside the EU or EEA.
Rights of the data subject
The EU General Data Protection Regulation (2016/679) provides the data subject with the following rights:
The data subject shall have the right to withdraw his or her consent at any time. (Article 7)
The data subject shall have the right to obtain from the controller confirmation as to whether or not personal data concerning him or her are being processed. The data subject shall have the right to access to the personal data concerning him or her. Where requests are manifestly unfounded or excessive, in particular because of their repetitive character, the data controller may charge a fee or refuse to act on the request. (Article 12 and Article 15)
The data subject shall have the right to obtain from the data controller the rectification of inaccurate personal data concerning him or her contained in the register (Article 16). A request for rectification shall be submitted in writing. Persons in an employment relationship (with HAMK or HAMI) are able to do rectification suggestions concerning their recorded working hours, which are then approved by their supervisor or salary administration personnel.
The data subject shall have the right to request the erasure of personal data concerning him or her where one of the following grounds applies (Article 17):
the personal data is no longer necessary in relation to the purposes for which it was collected or otherwise processed;
the data subject withdraws consent on which the processing is based and there is no other legal ground for the processing;
the data subject objects to the processing, and there are no overriding legitimate grounds for the processing (Article 21);
the personal data have been unlawfully processed;
the personal data have to be erased for compliance with a legal obligation in Union or Member State law to which the controller is subject.
The data subject shall have the right to obtain restriction of processing where one of the following applies (Article 18):
the accuracy of the personal data is contested by the data subject, for a period enabling the controller to verify the accuracy of the personal data;
the processing is unlawful and the data subject opposes the erasure of the personal data and requests the restriction of their use instead;
the controller no longer needs the personal data for the purposes of the processing, but they are required by the data subject for the establishment, exercise or defence of legal claims;
the data subject has objected to processing pursuant to Article 21(1) pending the verification whether the legitimate grounds of the controller override those of the data subject.
Where the processing is based on consent and carried out by automated means, the data subject shall have the right to receive the personal data concerning him or her, which he or she has provided to a data controller, in a machine-readable format. (Article 20)
Requests to exercise these rights are to be submitted:
Häme University of Applied Sciences Ltd Data protection officer P.O. Box 230 (Visamäentie 35A) FI-13101 Hämeenlinna, Finland
