Processing personal data from entrance exams and student admissions

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

Applicants’ personal data is processed in order for Diak to implement entrance exams and student admissions. Data is also processed to allow Diak to fulfil the statutory obligations assigned to universities of applied sciences to collect official information.

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 entrance exams and student admissions contains data from applicants to degree programmes. The register is located in the Studyinfo service at Opintopolku.fi and its controller is the Finnish National Agency for Education. You can read more about data protection in the Studyinfo service at: https://opintopolku.fi/konfo/en/sivu/register-description-and-cookies.

Furthermore, the register includes personal data from individuals applying for the right to study through a separate application procedure.

Applicants enter their personal data in the Studyinfo service themselves. Diak processes the data via the Studyinfo service. Applicants using a separate application procedure will first fill in Diak’s approval form and then enter application details in the Studyinfo service themselves.

You can read more about data protection in the Studyinfo service at: https://opintopolku.fi/konfo/en/sivu/register-description-and-cookies.

The entrance exams and student admissions personal data register includes the names of degree programme applicants, their dates of birth, contact details, educational information, preferred options for applying, entrance exam scores and answers, information on special arrangements, and information on accepting a student place and enrolment as a student. The register also has an interface with secondary and tertiary level education data (e.g. Matriculation Examination Board and vocational education and training).

You can read more about data protection in the Studyinfo service at: https://opintopolku.fi/konfo/en/sivu/register-description-and-cookies.

Diak will dispose of the separate application forms when the programme has been made available for application in the Studyinfo service.

Data included in the Studyinfo service is stored by the Finnish National Agency for Education. The data will be stored in the Studyinfo service for five years and will then be permanently transferred to the archives of the National Archives of Finland by its decision. Data on accepting a student place will be stored permanently.

You can read more about data protection in the Studyinfo service at: https://opintopolku.fi/konfo/en/sivu/register-description-and-cookies.

Diak’s digital materials are protected with access rights, passwords, two-factor authentication, surveillance and firewalls. Paper materials are not collected, but if paper materials are created, they will be disposed of in a locked trash container (“data protection bin”).

You can read more about data protection in the Studyinfo service in its privacy statement at: https://opintopolku.fi/konfo/en/sivu/register-description-and-cookies.

You can read more about any possible data disclosures from the Studyinfo service in its privacy statement at: https://opintopolku.fi/konfo/en/sivu/register-description-and-cookies.

Diak will not disclose any data on separate application procedures to third parties.

Diak’s systems using the register do not have automatic decision-making functions.

You can read more about the Studyinfo service in its privacy statement at: https://opintopolku.fi/konfo/en/sivu/register-description-and-cookies.

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 can read more about the Studyinfo service in its privacy statement in Finnish at: https://opintopolku.fi/konfo/fi/sivu/tietosuojaselosteet-ja-evasteet.

You can read more about your rights in the Studyinfo service in its privacy statement at: https://opintopolku.fi/konfo/en/sivu/register-description-and-cookies.

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