Dynamics 365 CRM and Marketing stakeholder management systems’ privacy statement | SeAMK

Dynamics 365 CRM and Marketing stakeholder management systems' privacy statement

Articles 13 and 14 of the EU General Data Protection Regulation

Data Protection Act (1050/2018)

Articles 13 and 14 of the Combined Data Subject Information Document (EU Data Protection Regulation 2016/679)

1. Controller

Seinäjoki University of Applied Sciences, SeAMK Library
Kampusranta 11, Frami F
FI-60320 Seinäjoki, Finland
+358 20 124 3000
seamk(at)seamk.fi

2. Controller’s representative

Johanna Säilä-Jokinen, Director of Administration, Seinäjoki University of Applied Sciences
johanna.saila-jokinen(at)seamk.fi

2a. Official responsible for the personal data file

Vesa Vuolio, Quality Manager, Seinäjoki University of Applied Sciences
vesa.vuolio(at)seamk.fi

2b. Contact persons in matters relating to the data file

Vesa Vuolio, Quality Manager, Seinäjoki University of Applied Sciences
vesa.vuolio(at)seamk.fi

2c. Contact details of the Data Protection Officer

Jarmo Jaskari, Data Protection Officer, Seinäjoki University of Applied Sciences
tel. +358 40 868 0680
jarmo.jaskari(at)seamk.fi

3. Name of the data file

Dynamics 365 CRM and Marketing stakeholder management systems.

4. Purpose of processing personal data/data file use

Seinäjoki University of Applied Sciences uses Dynamics 365 CRM and Marketing stakeholder management systems to provide its students, staff, alumni, applicants, business partners and other important stakeholders with up-to-date information and material on SeAMK’s education offering, events, RDI projects and other activities.

Under the Universities of Applied Sciences Act, the mission of universities of applied sciences is to provide higher education for professional expert tasks based on the requirements of working life and its development and on the premises of academic research and academic and artistic education and to support the professional growth of students. Under the act, universities of applied sciences must also carry out applied research, development and innovation activities and artistic activities that serve education in universities of applied sciences, promote industry, business and regional development and regenerate the industrial structure of the region. In carrying out their mission, universities of applied sciences must promote lifelong learning. These are set out as statutory tasks of the universities of applied sciences.

Seinäjoki University of Applied Sciences also conducts service business, which means services provided to external customers. The mission of the service business is to provide high-quality and productized expert services and continuing education opportunities tailored to customers’ needs. They are intended for companies, organisations and private individuals, locally, nationally and internationally. The Seinäjoki University of Applied Sciences uses the Dynamics 365 CRM and Marketing systems to maintain working life contacts and interaction. The systems serve as a centralised and structured locations for storing and updating customer, partnership and stakeholder data, and business processes.

The stakeholder management systems are based on a user-oriented approach to thinking and action. The Dynamics 365 CRM and Marketing systems of the Seinäjoki University of Applied Sciences are tools for SeAMK’s staff to market and communicate as well as to maintain their own working life data and contacts. Using the information collected for the systems, SeAMK can plan and monitor the activities, and decide how to interact with different stakeholders and target groups, and how to strengthen relationships with them. It allows SeAMK to identify the needs of its stakeholders and in this manner provide them with better services and products. The details of the contact persons are in one place and they can be used in marketing communications and provision of information as well as marketing and advertising. Immediate feedback is also collected for the systems and it is processed to assess and develop the activities and services.

The purpose of the Dynamics 365 CRM and Marketing stakeholder management systems of the Seinäjoki University of Applied Sciences is to store data on applicants, alumni, companies, organisations and other partners and stakeholders of SeAMK so that it can be used for the following purposes:

  • Communications
  • Marketing
  • Advertising
  • Paid company services
  • Practical training places and thesis jobs of students and company contact persons
  • Project cooperation in workplaces
  • RDI activities
  • International activities
  • Reporting for internal SeAMK use
  • Reporting to monitor the operation and use of services and to develop services

5. Purpose of maintaining the data file

The legal basis for the processing is the data subject’s consent, the contract, the legitimate interest, the statutory obligation, and other relevant reason between the controller and the data subject, which in this case is the customer and partnership relationship.

5a. Data content of the file

We collect data of the:

  • Subscriptions and usage of our newsletters
  • Website visits
  • Clicks from social media channels to our online services
  • Clicks from digital ads to our online services

The personal data collected includes:

  • Basic data: name, employer and/ or place of study
  • Contact information: telephone number, e-mail address, in some cases also postal address
  • Classifications: user role, e.g. student, staff, alumni, representative of a specific company, study supervisor, school principal

Stakeholder data (applicant, alumni, company, community, media or other stakeholder):

  • Basic data
  • Contact information
  • Classifications

Contact person:

  • Basic data
  • Contact information
  • Classifications

Student:

  • Basic data
  • Contact information
  • Group, unit, study field, degree programme
  • Classifications

SeAMK staff:

  • Basic data
  • Contact information
  • Unit, study field
  • Classifications

Event details:

  • Practical training assignments
  • Projects and services
  • SeAMK events
  • (Expanding)

Online behaviour information:

With Dynamics 365 CRM and Marketing systems, we gather information about users of our online services, such as applicants and business representatives, and see how they interact with the various communication and marketing activities that take place in our online services. Among other things, we see when recipients of an email or newsletter open a message or click on a link in a message. We also see when new or previously created contacts submit a form, such as a newsletter subscription or contact form, on our online services. We also see when new or previously created contacts read or respond to our event invitations sent via email. In addition to these features, we may also store information about users of our online services and view analytics data based on how known contacts and anonymous visitors use the site or how they click the links on social media messages, digital ads and other items.

Contacting activities:

SeAMK contacts its stakeholders for communication and marketing purposes. Activities take place also in different projects for which contacts are established with contact persons in companies and organisations. Contacting activities can be in the form of emails, newsletters, meetings and phone calls, on which notes are taken. Contacting activities are shown in the Dynamics 365 CRM and Marketing systems for that stakeholder and business partner in question and they can be viewed by all users of SeAMK’s CRM system.

5b. Information systems using the data file

SeAMK’s online services, such as the SeAMK.fi website and other websites operated under it, SeAMK’s social media channels and the practical training support (HaTu) and Reportronic project management systems.

6. Regular sources of data

The data in the register is collected and automatically updated in the Dynamics 365 CRM and Marketing systems via forms on SeAMK’s online services. Such forms can be used to subscribe to newsletters and information packages and to contact us.

The data file is also updated manually on a daily basis by users in connection with meetings with customers and other contacts. Data can also be purchased from service providers.

Data on practical training events is transferred from the HaTu system (practical training support). Project data is transferred from the Reportronic system.

Details of organisations and their responsible persons are stored in the CRM system. Student data is transferred from the student register to the HaTu system and further onto the CRM system.

Basic data on SeAMK staff members is transferred from personnel administration (Pegasos system) and the remaining information is directly maintained in Reportronic. From Reportronic, the data is transferred to the CRM system.

Alumni data is transferred from the Peppi system to the Dynamics 365 CRM and Marketing systems.

7. Regular disclosure of data

No regular disclosure of data.

8. Transfer of data outside the EU or the EEA

No data stored in the file is transferred outside the EU or the EEA.

9. Principles of data file protection

A.      Manual material

B.      Computer-processed data

Data maintenance is protected by means of an AD code and password. The data entered in the system is accessible to a specific group of users provided with access rights. Dynamics 365 CRM and Marketing systems are only accessible in the intranet and through remote access.

The database is protected by means of a server user IDs and passwords.