Registry Description

Personal Data Act (523/99) 10 §
Updated: 5.6.2009

Personal data file

The Finnish Online University and the Finnish Online University of Applied Sciences portal user file.

Controllers

Finnish Virtual University
Service Unit
PO Box 1100
02015 TKK, Finland
Internet address: www.virtuaaliyliopisto.fi

The Finnish Online University of Applied Sciences
Development Unit
Teiskontie 33
33520 Tampere, Finland
Internet address: www.amk.fi

Controller representatives

Development Manager
Mr. Totti Tuhkanen
Telephone: 040 502 2526
totti.tuhkanen[at]virtuaaliyliopisto.fi

Portal Chief Editor
Ms. Annina Korpela
Telephone: 050 501 2677
annina.korpela[at]amk.fi

The controller reserves the right to change the representatives if necessary.

Technical maintenance

Abako Media Ltd
Finlaysoninkuja 23
33210 Tampere, Finland
Telephone: 03 3399 3500
Internet address: www.abako.fi

The controller reserves the right to change the technical maintenance provider if necessary.

Purpose of the processing of personal data

Personal data can be used in the portal services of the Finnish Online University and the Finnish Online University of Applied Sciences. Personal data is used in the management of customer relationship: to identify the customer in the services that require user identification (authentication), and to confirm customer rights in the services that require special user rights (authorization). Personal data may also be used in case of malpractices and in protection against them.

Contents of data file

The users can register and log into the system by using either the user ID and password provided by their own university (for member universities of HAKA federation), or by creating their user ID (e-mail address) and password directly to the portal system. The users can only update those items of user information that do not come from their HAKA-federated home university.

Of all registered users, the following information will be saved in the data file: family name, first names, user id, e-mail address, and status information (in case of university student or staff).

Of HAKA federation users, information of the university and student or staff status will also be saved.

Of other than HAKA federation users, the user password is always saved in the data file. The user can also save information about his university or staff / student status, if he so desires.

Of the Finnish Online University of Applied Sciences students, street and postal address is also saved in the data file. In the case of university of applied sciences students, social security number is also saved. In the case of UAS exchange students, date of birth can be used instead of social security number. Users can also give their telephone number and information about their sex. Information about studying can also be saved.

Regular sources of data

Data provided by client consent and the student information systems of Finnish universities and universities of applied sciences.

Regular destinations of disclosed data

Personal data is used for services provided by the Finnish Online University and the Finnish Online University of Applied Sciences only. No data will be disclosed to a third party.

Time of storage of the user registry data

Personal data will remain in the system for 14 months after the client’s last login. After that time the personal data will be destroyed.

Protection of the data

Personal data is saved in an ADP system. Data is technically protected and allows access to technical maintenance staff only. The ADP systems are constantly maintained to ensure data protection. The hardware is placed in a controlled environment. In data transfers the information is encrypted by using SSL technology.

Right of access

The user is allowed access to his personal data in the system. The user can check his/her personal data by logging into the system and viewing the Personal Profile page. He can also get a printed version of his/her data by contacting the controller representatives.

Rectification and deletion of registry data

The user may rectify his personal data on the Personal Profile page. All data that comes from the user’s own HAKA-federated university has to be rectified in the university student information system.

The user can at any time delete his user account with personal data on the Personal Profile page. He can also ask his personal file be deleted, free of charge. All requests to rectify or delete data should be addressed to the controller representatives. The request should include information that will beyond doubt identify the user with the personal data.

Right to prohibit processing

Personal data will not be used to such purposes that justify the prohibition of data processing.