Service management

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

To process support and service requests from Diak’s staff, students and stakeholders.

The basis for processing data are 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 basis for processing can also be a contract or consent.

The service management personal data register contains data on Diak staff, students and others who have placed support or service requests with Diak. The register also includes information contained in the service requests.

The data is mainly collected directly from the data subject. To respond to a support request, data can also be obtained from Diak’s HR, ICT and student services.

The personal data contained in the service management personal data register depends on the service used and whether the user of the service is a student or staff member at Diak. The main categories of personal data are: name, email address, phone number, place of employment, user ID, user group and communication language. The register also includes other data on a case-by-case basis, such as information about systems used, status, receipt time of the request and information regarding the service request. Information about external factors may also be accumulated during a service event. It is also possible that the service request maker attaches sensitive information, such as a doctor’s certificate, to the request.

Personal data is stored for ten years. If sensitive information has been attached to the service request, it will be deleted from the system immediately.

The service management personal data register is protected with access rights, passwords, two-factor authentication, surveillance and firewalls. Diak uses appropriate encryption techniques and access control of locked IT rooms. Paper materials are not collected.

Personal data will not be disclosed outside of Diak, but Diak may contract external processors, who will process personal data. An external processor may be an IT system 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