WinhaPro teaching administration system’s privacy statement | SeAMK

WinhaPro teaching administration 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
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

Antti Ahola, Systems Analyst, UAS Administrator)
tel. +358 40 680 7110
antti.ahola(at)seamk.fi

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

Antti Ahola, UAS administrator
tel. +358 20 124 5019
antti.ahola(at)seamk.fi

Veli-Matti Mäkelä, Technical Administrator
tel. + 358 40 830 3990
veli-matti.makela(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

WinhaPro teaching administration system.

4. Purpose of processing personal data/data file use

  • Managing customer relationship
  • Various studies based on a decision of the director of administration
  • Compiling statistics: Ministry of Education and Culture, Finnish National Agency for Education, Statistics Finland, Social Insurance Institution, State Provincial Office, CIMO, Emrex
  • Direct marketing with the permission of the data subject
  • Special legislation: Managing education services, national information resource Virta

5. Purpose of maintaining the data file

Authority’s planning and investigation duty

The data in the register containing the student data of the higher education institution are documents in the public domain as referred to in the Act on the Openness of Government Activities (621/1999), made available on request. When requested, documents in the public domain are disclosed in accordance with sections 13 and 16 of the Act on the Openness of Government Activities and the requirements of the Personal Data Act (523/1999).

The data on the right to study, enrolment, and completed degrees and study units of the student registers of higher education institutions are collected for centralised storage and use in a national data repository, through which this content shall be provided in an information secure manner through a technical interface for the student admission register and the joint student admission services of higher education institutions (Chapter 1a of Act 1058/1998).

The higher education institution shall disclose student data to the student admission register through the national data repository using a technical connection (section 6d of Act 1058/1998).

The Ministry of Education and Culture uses the higher education institution’s student data register to produce the data required for the evaluation, development, statistics, and other monitoring and steering of education and research through the national data repository for higher education institutions (section 6d of Act 1058/1998).

Seinäjoki University of Applied Sciences may also use the data repository in its other activities and in disclosing data to authorities and other higher education institutions (Chapter 1a of Act 1058/1998).

Seinäjoki University of Applied Sciences discloses data contained by its student data file to Statistics Finland (section 15 of the Statistics Act 280/2004) as a technical record directly and through the national data repository of higher education institutions.

Using a technical user interface, Seinäjoki University of Applied Sciences discloses data from its student data file through the national data repository of higher education institutions for the use of the National Supervisory Authority for Welfare and Health Valvira (Health Care Professionals Act and Decree L559/1994, A 564/1994).

Seinäjoki University of Applied Sciences discloses student data to the City of Seinäjoki social and health care centre for student health care provided under the Primary Health Care Act (66/1972).

Seinäjoki University of Applied Sciences discloses the number of students in the municipality (Seinäjoki) (includes the total number of university of applied sciences students, foreign undergraduate students and foreign exchange students) to Sevas Kodit Oy, a company that participates in the annual statistics survey of the Finnish Associations of Student Housing Organisations (SOA) every year.

5a. Data content of the file

Personnel

  • Person ID, required information
  • Site, required information
  • Last name, required information
  • First names (first name only, if the person’s given name)
  • Given name
  • Personal identity code
  • Gender, required information
  • Person type, required information
  • Occupational title
  • Email
  • Presence, required information
  • Title of the undersigned (mainly only for guidance and teaching staff)

Students

  • Student ID, required information
  • Last name, required information
  • (for some: Previous names)
  • First names, required information
  • Given name, required information
  • Personal identity code (for some: Date of birth)
  • Gender, required information
  • Previous education (not all)
  • (for some: Learner number)
  • (for some: Official prohibition to disclose information)
  • Main student/Side student (some: Course student), required information
  • (for some: Apprenticeship/Private student)
  • (for some: Data disclosure permit; direct marketing, education marketing, internet)
  • Arrival group, required information
  • (Based on the arrival group: Programme, Curriculum, Orientation, Degree, Education, Field of studies, Group location)
  • Starting location, required information (for full-time students)
  • Residential address, Postal address, Country, Phone (calls and SMSs), Email, Email (Personal), Place of residence, Municipality of residence, Mother tongue, Nationality (not all)
  • Presence, required information
  • Estimated study time, Periods of attendance
  • Maximum number of terms
  • (for some: Termination date, Termination cause)
  • (for some: Other addresses and information)
  • Close relatives (for those who disclosed the information)
  • Additional information
  • Codes: Start year (for some: Transfer student, Double qualification, Loss of the right to study, Additional study place, Additional information, Open UAS, Production-oriented training, Eligibility of transfer student, Entrance examination/interview, UA status, Alumni licence, Extension/return application, Starting year, Flexible right to study)
  • (for some: Grounds for special needs studies and study group)
  • PSP_ Required, Ongoing, Completed (for some: Desired orientations)
  • Graduation: Graduation status, Certificate type, Assessment scale, Project scale (for graduates: Graduation date)
  • Compiling statistics: RD funding
  • PSP content
  • Completed studies and assessments: Studies, Implementations, Assessments, Assessment date, Assessors, Online studies, R&D (for some: partial assessments and notes)

Students who have graduated or dropped out and those no longer part of the personnel are transferred to an archive database once a year.

5b. Information systems using the data file

User management at the organisation level. The data disclosure permits and assignments related to the use of the data in the national data repository / VIRTA study data service at the national level are available at the following address: https://confluence.csc.fi/display/VIRTA/Tietojen+hyodyntaminen

6. Regular sources of data

  • Studyinfo, OILI
  • Manual applications by students
  • Students are able to change their address information.

7. Regular disclosure of data

No regular disclosure of data.

8. Transfer of data outside the EU or the EEA

No data are disclosed outside the EU or the European Economic Area.

9. Principles of data file protection

A.      Manual material

Place of storage and protection: Paper archive, locked space

B.      Computer-processed data

Data stored in a computer system (principles of access and access control to the register and physical protection of devices): User ID and password, user group-specific rights, access lists