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SEAMK Key Management Privacy Policy

Articles 13 and 14 of the EU General Data Protection Regulation

Description of the personal data processing activities and the rights of the data subject/Privacy Notice

EU General Data Protection Regulation (2016/679)

Data Protection Act (2018/1050)

1. Controller

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

2. Controller’s representative

Henna Romppainen, Property and Security Manager
Seinäjoki University of Applied Sciences
tel. +358 40 830 2100
henna.romppainen(at)seamk.fi

2a. Official responsible for the personal data file

Securitas Oy, Seinäjoki

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

Juha Vähälä, Securitas
tel. +358 40 183 6156
juha.vahala(at)securitas.fi

Elina Männikkö, Securitas security guard
tel. +358 40 680 7615 (weekdays 8 a.m.–4 p.m.)
vahtimestari(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
tietosuojavastaava(at)seamk.fi

3. Name of the data file

Seinäjoki University of Applied Sciences Abloy Key Control Register

4. Purpose of processing personal data/data file use

The Abloy key control register is used to manage the Abloy Protec keys for the Frami F and Kampustalo properties. The key management system allows for the tracking of key distributions and returns, as well as the recording of necessary information regarding key users and the intended use of the keys.

The purpose of key management is to maintain up-to-date information on the current holders of keys, for example, in case a key is lost. In such a case, it is easy to check the key control register to see who last had the key and, based on this, investigate, for example, the security risk caused by the loss of the keys.

5. Purpose of maintaining the data file

Protecting the data and property of the Seinäjoki University of Applied Sciences.

5a. Data content of the file

The registry consists of the key management for the following facilities of Seinäjoki University of Applied Sciences.

  • Frami F / Kampusranta 11
  • Frami E / Kampusranta 11
  • Frami A / Kampusranta 9
  • Frami H / Juhonkatu 5
  • Kampusranta, Kampustalo / Kalevankatu 35

The following information is recorded in the register:

  • Key holder information (first and last name)
  • Key holder’s acknowledgment
  • Information on the keys being managed (a separate page for each key designation)
  • the dates of key handover and return and the key return acknowledgment

5b. Information systems using the data file

None

6. Regular sources of data

The custodian manages the key control register, and the information in the register is obtained from key holders and their supervisors (or other responsible parties). Keys are issued once it has been verified that the person is authorized to possess and use the keys of Seinäjoki University of Applied Sciences referred to in this privacy policy.

7. Regular disclosure of data

None

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

Individuals who process personal data are bound by a duty of confidentiality.

A.      Manual material

Paper documents, i.e., forms related to the key control register, are stored behind two locks—in a locked room and in a locked cabinet. The key is marked as returned immediately upon its return.

B.      Computer-processed data

Files related to key management are stored in a locked facility on a password-protected device. Access to these files is restricted to designated individuals. The data is deleted immediately after the key holder returns the key.