Personal data register for digital learning environments

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

Implementation and monitoring of attendance. Performance, delivery and assessment of learning assignments. Development of online courses by means of learning data. Participation in instruction and online teamwork. Strengthening of students’ team spirit and the interactive aspect of instruction.

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.).

The personal data register for digital learning environments contains data from individuals enrolled on Diak’s degree and continuous learning programmes and visiting experts, researchers, and business and industry partners.

The register data was collected from information systems used by Diak and from the students/experts themselves.

The following personal data of individuals enrolled on Diak’s degree and continuous learning programmes is processed in the digital learning environments personal data register:

• names and contact details
• information on the right to study
• study records
• study guidance information
• teamwork information
• video recordings
• still photos
• chat discussions
• teamwork interaction
• information on student participation levels
• information on participation in instruction and interaction.

Furthermore, students or system users may store or produce data not listed above in digital learning environments.

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.

Personal data will not be disclosed outside of Diak, but Diak may contract outside processors of personal data, who will process the personal data. An outside processor may be the IT system’s supplier, 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