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Home Privacy policy Privacy notice: Processing personal data in student welfare

Privacy notice: Processing personal data in student welfare

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

Purposes of processing personal data

The system records students’ visits to HAMK’s student welfare actors: Study psy-chologist, Student Welfare Officer and/or Special needs teacher. Recording ensures the legal protection of students.

The purpose of the processing of personal data is:

Legal basis for processing

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

The university of applied sciences does not serve as a health care unit. Instead, HAMK’s wellbeing services (e.g., study psychologist, student welfare officer and special needs teacher) are student welfare services. The higher education institu-tion 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.

Personal data content and retention periods of the register

Data category nameRetention period
First name, last name12 years
Personal identity code12 years
Contact details12 years
Degree programme, teaching format, teaching group, teaching campus, level of education12 years
Municipality of residence12 years
Nationality12 years
Reason for contact12 years
Contact date12 years
Contact summary posting12 years
Electronic printouts and attachments related to the summary12 years

Data subjects

Students who have used HAMK’s personal wellbeing services are data subjects

Regular sources of data

Data sources include the student and the information in the study administration system.

Recipients of personal data

The system provider is CGI. Data transfer takes place at Frends.

Principles of data protection of the register

A Manual material

No manual material is created.

B Data processed through automated data processing

Data is stored in an information system. Users have personal user IDs. Access is granted only to those data controllers/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 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

email: tietosuojavastaava@hamk.fi. You can also send the message via secured e-mail https://www.securedmail.eu/ .

The data subject shall have the right to lodge a complaint with the Office of the Data Protection Ombudsman.

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