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Privacy notice: Data protection activities

Privacy notice: Data protection activities: joint informative document for data subjects (Articles 13 and 14 of the General Data Protection Regulation [2016/679]).

Purposes of processing personal data

This register is used to carry out requests made by data subjects and to demonstrate the data controller’s accountability. Furthermore, the register contains information on observations made related to data protection and operations related to these.

Log data can be used to indicate what has been done afterwards. In addition, log data is utilised in observing and handling problem situations.

Legal basis for processing

The basis for processing personal data contained in the register is the law. The most important provision is the EU General Data Protection Regulation (2016/679).

Personal data content and retention periods of the register

Data category name	Retention period
Name	6 years
Contact details (e-mail, address)	6 years
Personal identification code (when required)	6 years
Description of the event, request or observation	Retained permanently in an anonymised form
Measures taken	Retained permanently in an anonymised form
Log data	2 years

Data subjects

The register contains information on those persons who have contacted the data protection officer (DPO). Furthermore, the register contains information on those persons whose personal data is being processed in data protection activities. Data subjects may be HAMK or HAMI or HAMK Academy students or personnel or external parties.

The register also contains the log data of persons using the organisation’s systems.

Regular sources of data

Data sources include requests made by data subjects, the data protection officer’s own observations and notifications concerning personal data processing submitted to the data protection officer.

Regular disclosures of data

Data may be disclosed from the register to:

the Office of the Data Protection Ombudsman for monitoring purposes.
the police, pre-trial and prosecuting authorities and courts for the investigation of criminal offences.

Principles of data protection of the register

A Manual material

Material is kept in a locked space.

B Data processed through automated data processing

Data is stored in an information system. Users have personal user IDs. Access is granted only to those persons who are entitled to access and use the data in the system in order to perform their duties.

The lawful processing of personal data is ensured by categorisation of data and with operating methods that are in compliance with the data handling rules concerning data set.

Automated decision-making

No automated decision-making is performed on the recorded data.

Transfer of data outside the EU or EEA

No data is transferred outside the EU or EEA.

Rights of the data subject

The EU General Data Protection Regulation (2016/679) provides the data subject with the following rights:

The data subject shall have the right to withdraw his or her consent at any time. (Article 7)

The data subject shall have the right to obtain from the controller confirmation as to whether or not personal data concerning him or her are being processed. The data subject shall have the right to access to the personal data concerning him or her. Where requests are manifestly unfounded or excessive, in particular because of their repetitive character, the data controller may charge a fee or refuse to act on the request. (Article 12 and Article 15)

The data subject shall have the right to obtain from the data controller the rectification of inaccurate personal data concerning him or her contained in the register (Article 16). A request for rectification shall be submitted in writing. Persons in an employment relationship (with HAMK or HAMI) are able to do rectification suggestions concerning their recorded working hours, which are then approved by their supervisor or salary administration personnel.

The data subject shall have the right to request the erasure of personal data concerning him or her where one of the following grounds applies (Article 17):

the personal data is no longer necessary in relation to the purposes for which it was collected or otherwise processed;
the data subject withdraws consent on which the processing is based and there is no other legal ground for the processing;
the data subject objects to the processing, and there are no overriding legitimate grounds for the processing (Article 21);
the personal data have been unlawfully processed;
the personal data have to be erased for compliance with a legal obligation in Union or Member State law to which the controller is subject.

The data subject shall have the right to obtain restriction of processing where one of the following applies (Article 18):

the accuracy of the personal data is contested by the data subject, for a period enabling the controller to verify the accuracy of the personal data;
the processing is unlawful and the data subject opposes the erasure of the personal data and requests the restriction of their use instead;
the controller no longer needs the personal data for the purposes of the processing, but they are required by the data subject for the establishment, exercise or defence of legal claims;
the data subject has objected to processing pursuant to Article 21(1) pending the verification whether the legitimate grounds of the controller override those of the data subject.

Where the processing is based on consent and carried out by automated means, the data subject shall have the right to receive the personal data concerning him or her, which he or she has provided to a data controller, in a machine-readable format. (Article 20)

Requests to exercise these rights are to be submitted:

Häme University of Applied Sciences Ltd
Data protection officer
P.O. Box 230 (Visamäentie 35A)
FI-13101 Hämeenlinna, Finland

email: [email protected]. You can also send the message via secured e-mail https://www.securedmail.eu/ .

The data subject shall have the right to lodge a complaint with the Office of the Data Protection Ombudsman.

Data controller

Häme University of Applied Sciences Ltd, Häme Vocational Institute Ltd and HAMK Academy Ltd
P.O. Box 230 (Visamäentie 35A), FI-13101 Hämeenlinna
13101 Hämeenlinna

Telephone: +358 3 6461, e-mail address: [email protected]