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Home Privacy policy Privacy notice: Processing of student personal data, HAMK

Pri­vacy no­tice: Pro­cessing of stu­dent per­sonal data, HAMK

Privacy notice: Processing of student personal data: joint informative document for data subjects (Articles 13 and 14 of the General Data Protection Regulation [2016/679]).

Pur­poses of pro­cessing per­sonal data

Information on students, study rights, guidance and study attainments is maintained in the student register. The higher education institution processes the above-mentioned personal data in order to ensure the high quality of studies, guidance and teaching processes. With up-to-date data, it is ensured the implementation of the legal protection of students and the implementation of authority data collection.

The higher education institution processes student data in order to perform duties set for universities of applied sciences. The higher education institution must process student personal data in order to enable for the students to study, get guidance, complete studies and/or study for a degree and obtain a certificate of completed studies and a degree certificate.

The basis for processing personal data contained in the register is public interest and law. Main legal instruments include the Finnish Universities of Applied Sciences Act 932/2014 and the Finnish Government Decree on Universities of Applied Sciences 1129/2014.

Per­sonal data con­tent and re­ten­tion peri­ods of the re­gister

Data cat­egory nameRe­ten­tion period
Stu­dent datare­tained per­man­ently
– first name, last namere­tained per­man­ently
– per­sonal iden­tity codere­tained per­man­ently
– learner’s na­tional iden­ti­fier (OID)re­tained per­man­ently
– pass­port num­ber (ex­change stu­dents)re­tained per­man­ently
Con­tact de­tailsre­tained per­man­ently
Data dis­clos­ure per­mis­sionsre­tained per­man­ently
Study datare­tained per­man­ently
In­form­a­tion on pres­encere­tained per­man­ently
Per­sonal study planre­tained per­man­ently
En­rol­ment for an im­ple­ment­a­tionre­tained per­man­ently
Com­pleted cred­its with gradesre­tained per­man­ently
Thesisre­tained per­man­ently
Ma­ter­ial on which as­sess­ment is based1 years from the end of the im­ple­ment­a­tion
Sur­veil­lance data, exam aquar­i­ums (EXAM), see pri­vacy no­tice: Cam­era sur­veil­lance)
In­ter­na­tional mo­bil­ityre­tained per­man­ently
Con­tact per­son de­tails (ap­plies to minors)1 year
Doc­u­ments re­lated to stu­dent ex­change6 years
De­gree stu­dents’ tu­ition fee data10 years
De­gree stu­dent grant data10 years
In­tern­ships1 year
Thesis place­ment5 years
Health in­form­a­tion re­lated to spe­cial ar­range­ments dur­ing stud­ies2 months (hand­ling time for re­quests for ad­just­ment)
Health in­form­a­tion re­lated to the ap­plic­a­tion for ex­ten­sion to the right to study2 months (hand­ling time for re­quests for ad­just­ment)
In­form­a­tion re­lated to stu­dent fin­an­cial aid6 years after the last day with a stu­dent status
State­ments of a stu­dent psy­cho­lo­gist and dys­lexia testsre­tained per­man­ently
Dis­cip­lin­ary in­form­a­tion re­lated to the stu­dent5 years
Ser­vice re­quests made by stu­dents5 years
Data on study events3 years
Per­sonal files: Mi­crosoft 365 (e-​mails and OneDrive), P-​drive and Google ser­vices3 months
Pro­cessing of per­sonal data in Ment­or­ing and Friend­ship Pro­gramme activ­it­ies and other sim­ilar ad­di­tional ser­vices for the stu­dent. The pro­cessed in­form­a­tion is re­lated to ca­reer, net­work­ing and free time.6 years

Data sub­jects

Registered HAMK students

Reg­u­lar sources of data

Data concerning those admitted students who have accepted study place is transferred from the Studyinfo applicant register. Population information system provides HAMK’s student register with regular address update.

If applying has been conducted in other ways than via Studyinfo, data concerning admitted applicants is transferred from the application form.

Student ID register provides HAMK’s student register with student IDs.

Incoming exchange students’ personal data and mobility data are transferred from the mobility system where the student has provided the information

Reg­u­lar dis­clos­ures of data

Data is transferred to the national VIRTA study information service which is updated constantly for different authority needs.

Data is disclosed from the VIRTA service for the following recipients and purposes:

If the student uses PIVO’s mobile student card or Kela’s meal support card, PIVO will check the student’s attendance information from Virta.

Data may be disclosed from the register for research purposes through research permit procedure.

HAMK may use external personal data processor (for example information system service providers) who are processing personal data according to agreements. The most important processors are Tieteen tietotekniikan keskus Ltd CSC, Microsoft and Eduix Ltd and Studyo Ltd/Netum Group Ltd.

Prin­ciples of data pro­tec­tion of the re­gister

A Manual ma­ter­ial

Original certificates are copied and stored in HAMK archives where they are retained permanently. Other printouts are disposed of in a secure manner at the end of the retention period. Material is kept in a locked space.

B Data pro­cessed through auto­mated data pro­cessing

Data is stored in an information system or protected network drive. Users have personal user IDs for the system. Access is granted only to those persons who are entitled to access and use the data in the system or network drive 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

If it is necessary to transfer personal data outside EU or ETA area to the countries EU does not have determined adequate level of data protection, the transfer is done by using EU Standard Contractual Clauses. These contractual clauses are available from the data protection officer.

Rights of the data sub­ject

The EU General Data Protection Regulation (2016/679) provides the data subject with the following rights:

Data con­trol­ler

Häme University of Applied Sciences Ltd
P.O. Box 230 (Visamäentie 35A), FI-13101 Hämeenlinna
13101 Hämeenlinna

Telephone: +358 3 6461, e-mail address: hamk@hamk.fi

Con­tact per­son of the re­gister

Data pro­tec­tion of­ficer

tietosuojavastaava@hamk.fi

Häme University of Applied Sciences Ltd
data protection officer
P.O. Box 230
FI-13101 Hämeenlinna