Privacy policy

Description of the data file in accordance with the Finnish Personal Data Act (523/99, Section 10).

Controller of data file
HAMK University of Applied Sciences
PO BOX 230
13101 Hämeenlinna, Finland

Person responsible for data file
–

Name of data file
HAMK University of Applied Sciences Moodle Learning Platform

Purpose of use of data file
The Moodle environment is used by HAMK University of Applied Sciences and the Häme Vocational Institute for teaching and as a group work platform for teams and projects carried out internally or in partnership with other organisations.

Data included in data file
The following information is stored for each participant in each course environment:
name
email
username
user’s access rights to the system
log of activities in the course environment in last 12 months

Regular data sources
The user details of HAMK and HAMI students and staff are synchronised from the central user directory. Data on persons from other organisations is gathered directly from the user.

Regular disclosure of data
None.

Disclosure of data to outside of the EU or ETA
None.

Data security principles
Users have personal usernames and passwords. Users can only handle their own data and data on other persons that is necessary for their studies or work.

Description of the data file in accordance with the Finnish Personal Data Act (523/99, Section 10).

Controller of data file
HAMK University of Applied Sciences
PO BOX 230
13101 Hämeenlinna, Finland

Person responsible for data file
–

Name of data file
HAMK University of Applied Sciences Wiki platform (Confluence).

Purpose of use of data file
The Wiki environment is used by HAMK University of Applied Sciences and the Häme Vocational Institute for teaching and as a group work platform for teams and projects carried out internally or in partnership with other organisations.

Data included in data file
The following information is stored for each participant in each course environment:
name
email
username
user’s access rights to the system
log of activities in the work environment in last 12 months
Regular data sources

The user details of HAMK and HAMI students and staff are synchronised from the central user directory. Data on persons from other organisations is gathered directly from the user.

Regular disclosure of data
None.

Disclosure of data to outside of the EU or ETA
None.

Data security principles
Users have personal usernames and passwords. Users can only handle their own data and data on other persons that is necessary for their studies or work.

Description of the data file in accordance with the Finnish Personal Data Act (523/99, Section 10).

Controller of data file
HAMK University of Applied Sciences
PO BOX 230
13101 Hämeenlinna, Finland

Person responsible for data file
–

Name of data file
Centralised user ID management (IDM) system of HAMK University of Applied Sciences.

Purpose of use of data file
The system is used to maintain up-to-date centralised data (user data file) on staff and students of HAMK University of Applied Sciences (HAMK) and Häme Vocational Institute, as well as on other persons who need access rights to the systems under IDM’s access rights management. IDM contains information on the users and the access rights granted to them, as well as on the duration and content of the rights.

IDM synchronises user and access rights data between systems, so that only the data that is essential for the system’s functionality is transferred to each system. IDM is also in charge of the integrity of user identities between systems.

IDM looks after the overall management of user IDs and access rights throughout their life cycle (creation, maintenance, termination) and allows for consistent user recognition and rights management across different systems.

Data included in data file
username
name
personal ID
contact details
job titles
related groups
status data
related roles (or attributes) and their ascription, if applicable
data on access rights and systems

Regular data sources
IDM uses the following authoritative systems as its data sources:
human resource management systems
student management systems
stakeholder management systems

Regular disclosure of data
The data file and its data are intended for internal use. Unless required by law, the data in the data file is not provided to third parties.

Disclosure of data to outside of the EU or ETA
None.

Data security principles
IDM and its centralised user data file are protected against unauthorised access and are only accessible by predetermined administrators from specified workstations.

Data protection description: a combined description of the file description and information document, Sections 10 and 24 of the Personal Data Act (523/99). Updated on 03 October 2016.

Controller
Häme University of Applied Sciences, Strategic Communications
P.O. BOX 230
FI-13101 HÄMEENLINNA
Business ID: 0996167-6

Tel: +358 3 6461, e-mail: viestinta@hamk.fi

Person in charge of register issues
Marketing Coordinator Matleena Jokinen
Communications Coordinator Taina Lehtomäki
e-mail: firstname.lastname@hamk.fi
Tel: +358 3 6461

Register name
Strategic communication marketing register

Purpose of processing personal data
The personal data contained in the register may, in compliance with valid legislation, be used for direct marketing, opinion polls, marketing surveys or other similar correspondence addressed to specific recipients, and also for customer communications using electronic devices, by Häme University of Applied Sciences and its partners.

File data content
The file may contain the following information:
Name
Date of birth or age
Native language
Gender
Address
E-mail address
Telephone number
Studies and previous education
Organisation and position
Organisation address data

Regular sources of data
Personal data are collected from the data subjects themselves (e.g. data subjects having given their consent in connection with draws or in some other manner, subscribers of the newsletter). In addition, the file is compiled with data from the controller’s customer information system, publicly available online sources, and other possible public sources. Personal data are also collected from the files of controllers offering address, update or similar services.

Regular destinations of disclosed data
The controller does not disclose data to third parties, except when this is required by official acts of Finnish authorities.

Transfer of data to countries outside the EU or EEA 
No data is transferred to countries outside the EU or EEA.

Principles of file protection

Manual processing
The controller stores the personal data in such  a way that its confidentiality is ensured. Any documents that are processed manually and that contain personal data (including draw tickets) are appropriately destroyed after use.

Computerised processing
Access to the file is reserved to those persons in the controller’s employment and other specified persons who need the data in their duties. The controller’s information network and hardware in which the file resides, and those of the controller’s possible IT partners, are protected by a firewall and other requisite technical measures.

Right of access

The data subject shall have right of access to information that concerns him/her. A reasonable fee will be charged for an access request, if the data subject has last accessed the file less than a year ago. The request is submitted in writing or personally to the controller (Sections 26-28 of the Personal Data Act 523/99)

The request for access will be addressed to:

Häme University of Applied Sciences Ltd (HAMK)
Vice Rector Janne Salminen
PO Box 230 (Visamäentie 35A)
13101 Hämeenlinna  FINLAND

Right to request rectification of data

The data subject shall have the right to request that erroneous information in the file is rectified. A request for rectification shall be submitted in writing. (Section 29 of the Personal Data Act 523/99).

A request for rectification will be addressed to:

Häme University of Applied Sciences Ltd (HAMK)
Vice Rector Janne Salminen
PO Box 230 (Visamäentie 35A)
13101 Hämeenlinna

Other rights related to the processing of personal data

Pursuant to the Personal Data Act 523/99, the data subject shall have the right to prohibit the processing of his/her information.  (Section 30 of the Personal Data Act 523/99).

The prohibition will be addressed to:

Häme University of Applied Sciences Ltd (HAMK)
Vice Rector Janne Salminen
PO Box 230 (Visamäentie 35A)
13101 Hämeenlinna