Personal data register for continuous learning

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

Data in the personal data register for continuous learning is processed in order for Diak to provide continuous learning services. Personal data is also processed for the purpose of conducting student surveys. ‘Continuous learning’ refers to studies not leading to a degree, such as Open UAS courses, competence modules, and specialisation and supplementary training courses.

Processing is based on the statutory duties of a university of applied sciences (Universities of Applied Sciences Act, Government Decree on Universities of Applied Sciences, and Act on the National Registers of Education Records, Qualifications and Degrees, etc.). In some cases, the basis may also be the individual’s consent.

The continuous learning personal data register contains personal data from individuals enrolled at Open University of Applied Sciences and on other non-degree programmes at Diak. The register also includes data from those on the waiting list.

Directly from students themselves. Furthermore, Diak’s lecturers, study guidance counsellors and student administration produce information related to completing studies for the register.

The personal data processed in the continuous learning personal data register includes the names of individuals enrolled on Diak’s continuous learning programmes, their contact details, and information on previous qualifications, financing of studies, the right to study, study records, study guidance and feedback. The register also contains information on the next of kin of students who add it to the system themselves.

Different categories of personal data have different periods of storage, depending on legislation, official regulations or intended uses. Storage times for personal data are determined in Diak’s internal information management plan. Some of the data has been assigned for permanent storage. Permanently stored materials are dictated by the National Archives of Finland. Storage of personal data in systems may also be related to the period of validity of Diak’s user IDs.

Digital materials: Digital data is protected with access rights, passwords, two-factor authentication, surveillance and firewalls.

Paper materials: Paper materials are stored in a locked space and taken to a locked trash container (“data protection bin”) for disposal after the end of the storage period

Diak discloses data from the personal data register for continuous learning directly to relevant authorities. Furthermore, data is transferred to the VIRTA National Data Warehouse for Higher Education, which is maintained by CSC – IT Center for Science Ltd. Data from the VIRTA National Data Warehouse for Higher Education is disclosed to the following parties:

• KOSKI National Registry and Data Transfer Service for Study Rights and Completed Studies (Finnish National Agency for Education)
• National Supervisory Authority for Welfare and Health (Valvira), validation of professional qualifications
• Employment Fund
• Statistics Finland
• Ministry of Education and Culture (monitoring and financing of the operations of higher education institutions)
• employment offices (studying on earnings-related unemployment allowance).Diak may contract outside processors of personal data. Outside processors include IT systems suppliers, for instance.

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

Data will not be transferred outside the EU/EEA.

Data is transferred or disclosed outside the EU/EEA, where and to whom:

As a rule, the personal data contained in the register is not transferred outside the European Union or the European Economic Area or to international organisations. However, due to the international nature of the operations, Diak may use resources, applications and servers located outside the EU or EEA when providing the 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