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.

Legal basis for processing

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 name	Retention period
Student data	retained permanently
– first name, last name	retained permanently
– personal identity code	retained permanently
– learner’s national identifier (OID)	retained permanently
– passport number (exchange students)	retained permanently
Contact details	retained permanently
Data disclosure permissions	retained permanently
Study data	retained permanently
Information on presence	retained permanently
Personal study plan	retained permanently
Enrolment for an implementation	retained permanently
Completed credits with grades	retained permanently
Thesis	retained permanently
Material on which assessment is based	1 years from the end of the implementation
Surveillance data, exam aquariums (EXAM), see privacy notice: Camera surveillance)
International mobility	retained permanently
Contact person details (applies to minors)	1 year
Documents related to student exchange	6 years
Degree students’ tuition fee data	10 years
Degree student grant data	10 years
Internships	1 year
Thesis placement	5 years
Health information related to special arrangements during studies	2 months (handling time for requests for adjustment)
Health information related to the application for extension to the right to study	2 months (handling time for requests for adjustment)
Information related to student financial aid	6 years after the last day with a student status
Statements of a student psychologist and dyslexia tests	retained permanently
Disciplinary information related to the student	5 years
Service requests made by students	5 years
Data on study events	3 years
Personal files: Microsoft 365 (e-mails and OneDrive), P-drive and Google services	3 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:

the enrolment and registration service for students OILI (CSC – IT Center for Science Ltd)
Learner’s follow-up surveys (the Finnish Ministry of Education and Culture, CSC – IT Center for Science Ltd)
recognition of qualifications (National Supervisory Authority for Welfare and Health – Valvira)
FIONA remote access service of research material (Statistics Finland)
Tuudo service (CSC – IT Center for Science Ltd, Caleidon Oy)
Koski, study attainments and rights of study (Finnish National Agency for Education)
EMREX service (the Finnish Ministry of Education and Culture, CSC – IT Center for Science Ltd)
UAF, University Admissions Finland consortium, application and pre-processing service (CSC – IT Center for Science Ltd)
FSHS, Finnish Student Health Service
The Employment Fund

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:

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.