International mobility

Diaconia University of Applied Sciences, P.O. Box 12, 00511 Helsinki

https://www.diak.fi/diak/contact/

Data protection officer’s e-mail: tietosuojavastaava@diak.fi

The purpose of processing personal data in the international mobility personal data register is to manage Diak’s international student and staff mobility, to enable student, teacher or staff exchanges, arrange mobility periods and process exchange applications for Diak’s own students, students applying for exchange at Diak, and Diak staff. Personal data is also processed in order to maintain and uphold exchange and collaboration agreements between Diak, its international partners and partnering institutes of higher education.

Personal data is processed to prepare for and carry out exchanges and to compile statistics required of higher education institutes.

Processing the personal data is based on legal obligations, performing a task in the public interest, an agreement and/or consent obtained from the data subject.

Applicable legislation includes the Universities of Applied Sciences Act and the Government Decree on Universities of Applied Sciences, among others.

International cooperation and the processing of personal data necessary for it are based on agreements. In terms of Diak teacher and staff exchanges, the processing of personal data is also based on the exchange participant’s employment contract and/or other contracts regarding the employment relationship and exchanges.

Sometimes, the basis for processing can also be the consent of the data subject.

The international mobility personal data register contains personal data about the following groups:

• Diak students applying for student exchanges or work placements abroad
• Students from abroad applying for student exchanges or work placements at Diak
• Staff travelling abroad from Diak
• Staff arriving at Diak from abroad
• Contact persons at Diak’s international partners.

Personal data was mainly collected from the data subjects themselves. Additionally, data may be obtained from:

• the exchange agreement
• student services systems
• mobility agreements
• the travel management system
• international partners.

the following personal data:

• mobility data (e.g. mobility type, mobility dates, receiving/sending organisation)
• basic data about the student or teacher/staff member (e.g. name, date of birth, gender, nationality, native language, contact details, work duties/role)
• information about a student’s studies
• name and contact details of close relatives
• information about grants paid by Diak
• information about a Diak student’s insurance policies
• for work placements, contact details of any contact persons
• any additional information and documentation (e.g. CV) required by the mobility program or mobility period

The register contains also these special (sensitive) groups of personal data:

• Vaccination details if they are required for the mobility.
• Details about any health issues or disability (e.g. hearing disability).

When managing contracts regarding international mobility, the following data is also processed:

• names, job titles and organisations of contact persons and signatories of the agreement/contract
• contact details of the contact persons on the contract.

Participation details and mobility statistics regarding teacher, staff and student exchanges are stored permanently.

Study credits are also stored permanently: they are saved in Diak’s student services’ information system (MyDiak), from which they are transferred to the national information pool VIRTA. Transcripts of records of studies performed abroad are stored in the Mobility Online system.

Data regarding the payment of personal international grants is stored for ten years.

Digital materials: Data is processed in different systems on a case-by-case basis and the systems may be administered by Diak or another operator. Using the data requires personal access rights, which are granted only to persons whose job is connected to processing the data. Diak’s systems are protected using both administrative and technical means: that is, with personal user IDs, limitations of access rights and IT measures.

Paper materials: Paper materials are not collected, but if they are created, they will be stored in a locked space with access control. When the paper material is no longer needed, it is taken for disposal in a locked trash container (“data protection bin”).

Data from international operations register is supplied (where appropriate) to the Finnish National Agency for Education, the Ministry of Education and Culture, the European Union, other funders of the operations, and other legally defined operators. With the student’s consent, data can also be disclosed to a partnering international higher education institute’s system. As a rule, data is transferred electronically using data communication links.

Systems using the register do not have automatic decision-making functions.

The personal data contained in the register may be transferred outside the EU/EEA in connection with international student selection and exchange, as well as international teacher or staff exchange, and for their implementation. Due to the international nature of its operations, Diak may also use resources, applications and servers located outside the EU or EEA when providing services. In these cases, Diak ensures that there is a legal basis for the transfer of data and that personal data is protected, for example by requiring standard contractual clauses approved by the EU Commission and compliance with appropriate technical and organizational security measures. In addition, where appropriate, a TIA assessment will be carried out in connection with such data transfer, as well as monitoring the overall level of data protection in known countries. In all cases, the data transfer is carried out in accordance with the General Data Protection Regulation and only to the extent strictly necessary.

You have the right to information on how and for what purpose your personal data will be processed. You can also request access to records of your personal data, and request that incorrect information be rectified.

You can also submit a request to delete your data or restrict its use. However, in some cases the data cannot be deleted or its use restricted, for example if the personal data is being processed to fulfil a legal obligation, complete a task in the public interest orexercise public authority vested in Diak.

In certain situations, you also have the right to transfer the personal data you have provided to us to another controller or to object to the processing of your personal data, i.e. to request that we do not process them at all. In addition, you may request that we do not make a decision on your part based solely on automated processing of personal data.

If you would like to know more about the processing of your data or exercise your rights, you can contact Diak’s Data Protection Officer (tietosuojavavavaava@diak.fi) or submit a request using the form found on Diak’s website https://www.vismasignforms.com/form/fa53720e-cc71-4b92-b062-6db43e0d33d3.

You also always have the right to lodge a complaint with a supervisory authority. If necessary, you can also contact the Data Protection Ombudsman, a government official who supervises the processing of personal data in Finland.

Contact information:
Office of the Data Protection Ombudsman
P.O. Box 800, 00531 Helsinki
tietosuoja(at)om.fi
Tel. +358 29 566 6700
www.tietosuoja.fi

General advice for individuals: Tel. +358 29 566 6777