Reportronic project management system’s privacy statement | SeAMK

Reportronic project management system's 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

Annina Laine, Financial Planning Coordinator, Seinäjoki University of Applied Sciences
annina.laine(at)seamk.fi

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

Annina Laine, Financial Planning Coordinator, Seinäjoki University of Applied Sciences
annina.laine(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

Reportronic project management system.

4. Purpose of processing personal data/data file use

The file contains data on Seinäjoki University of Applied Sciences’ project activities, project staff, partners (organisations and contact persons), as well as cost and funding data. The system is also used as a tool for monitoring the staff’s working time and work plan implementation.

5. Purpose of maintaining the data file

General prerequisites laid down in section 8 of the Personal Data Act, which include maintaining information related to publicly funded projects and meeting reporting obligations.

5a. Data content of the file

  • Project parties (a person’s name, role and task in the project).
  • Data concerning a person in an organisation linked to the project as a party (name, address, country, phone, e-mail, URL, title, organisation).
  • Basic data concerning a person linked to the project as a party who is in an employment relationship with SeAMK and their additional data for the purposes of system user rights, statistics, working time monitoring and salary payments.

5b. Information systems using the data file

  • The data on a project and its parties are transmitted to Microsoft Dynamics CRM.
  • Working time monitoring data used as the basis of wage allocation are transmitted to the HR system (Pegasos).

6. Regular sources of data

The data of organisations and persons linked to them are maintained in Reportronic. The basic data of a SeAMK person are imported from HR management (Pegasos), and the other data are maintained directly in Reportronic.

7. Regular disclosure of data

Reporting to funding authorities in accordance with the funding conditions (mainly applies to working hours).

8. Transfer of data outside the EU or the EEA

No data are transferred to non-EU or EEA countries.

9. Principles of data file protection

A.      Manual material

B.      Computer-processed data

Data maintenance is protected by AD credentials and passwords. A limited group with user rights has access to the data in the file stored in the system.

The database is protected by the server’s user IDs and passwords.