Administration of international mobility – Privacy Statement

GDPR (2016/679)

Updated: 14.2.1029

1 Name of the register

Administration of international mobility

2 Controller

JAMK University of Applied Sciences
P.O. Box 207
FI-40101 Jyväskylä, Finland

3 Contact person in matters concerning the register, contact information during office hours

Register and process manager: Vice Rector Heikki Malinen

Register and process owner: International Relations Manager Nina Björn

Content Main User: International Relations Planner Miska Lepistö
Technical Main User: System Specialist Ulla Tiainen-Sallinen

 4 Purpose of the processing of personal data

Administration and reporting of international mobility; studies, practical training, teaching and specialist visits abroad together with mobility partnership agreements

5 Data contents of the register

Mandatory information for all

  • Name
  • Email and phone number
  • Date of Birth
  • Gender
  • Nationality
  • Native language
  • Other languages
  • Home country address
  • Address abroad
  • Information about possible special needs and accessibility
  • Contact, degree and field of study information of the school/organisation
  • Contact information of the school/organisation liaison
  • Level of studies/teaching in the sending/receiving school
  • Exchange programme/type of mobility
  • Start and end date of the period abroad
  • Academic year and semester of the period abroad
  • Reasons for seeking period abroad
  • Feedback of the period abroad

Information concerning students

  • Next of kin or other contact person: name, address, phone number, email
  • Start year of the studies
  • Previous studies/practical training periods abroad
  • Study/practical training attainment information
  • Transcript of Records
  • CV
  • Information about the possible language tests
  • Selection information
  • Acceptance information of the exchange place
  • Information if the following has been taken care of; visa/residance permit, insurances, vaccationations, accommodation
  • Information if period abroad entails a practical training period involving work with minors

Additional information concerning outgoing students

  • HAKA-authentication information
  • Student number
  • Identity number
  • Right to study
  • Group code
  • Information if registration for attendance has been done
  • Consent to the terms of exemption from liability concerning the period abroad

Additional information concerning incoming students

  • Copy of the passport
  • Information about insurance (insurance number or information how insurance for period abroad has been taken care of)
  • Consents (student health care, student housing foundation, student union)

Information concerning staff

  • Title and category of work
  • Work experience (years)
  • Duties while abroad

Additional information concerning outgoing staff

  • HAKA-authentication information
  • Staff number
  • Identity number
  • Cost pool

Additional information concerning incoming staff

  • Information about insurance (insurance number or information how insurance for period abroad has been taken care of), when sponsor of the mobility period requires this information

Recipient of grant awarded by JAMK

  • Previous grants for periods abroad
  • Bank information (IBAN, SWIFT/BIC, Bank Name and Bank Address)
  • Information if student has minor dependants and when needed an extract from the population register verifying the number of underage children for awarding the financial support for a student with family
  • Decision on awarded grant
  • In case of cancelling/discontinuing period abroad the following information; a short account on the reasons why the period abroad was discontinued, a breakdown of costs incurred by the period abroad, in case of grant recipient’s own illness/condition suffered that caused the discontinuation; information about doctor’s certificate (the actual certificate is forwarded to Finnish National Agency for Education or other sponsor of the period abroad, when needed)

6 Legal bases for processing personal data

The statutory task/obligation and controller’s legitimate interests

7 Regular information sources

Information sources for periods abroad are

  • Applicants/data subject themselves
  • JAMK student register/study information system
  • Receiving and sending institution/organisation liaison

8 Regular information disclose and information transfer outside the EU or the European Economic Area

Information is disclosed to JAMK University of Applied Sciences student register/study information system, finance and HR registers and case management system.

The following regular information transfers to third parties are done:

  • To the receiving and sending institution/organisation liaison for organising and implementing the period abroad.
  • In case of incoming students with the consent of the data subject also to the operator in charge of tutoring, student health care, student housing foundation or other agreed apartment broker, library
  • National and international authoritative transfers pertaining to statistics/reporting (e.g. national database of higher education institutions Virta, KOTA, Mobility Tool of European Commission and possible statistics/reports demanded by the sponsor of the period abroad).

Personal information may be transferred outside the EU or the European Economic Area and/or international organisation , if receiving institution/organisation of the period abroad is located outside the EU or the European Economic Area and/or is international organisation.

Handling the personal data is not contracted out.

9 Register protection principles

When information transfers are needed, the register is sent by secure mail.

The use of the system requires a personal user name and password. Rights to see and make changes/update the data is dictated by the user name and the role attached to the user. Staff is entitled to see/update only such information which is needed and included in their duties. The right to use the system is taken out from the staff moving into another duties.

Servers are located in locked and access-controlled data center in Austria. Personal data is protected with firewall and passwords.

10 Retention period or criteria for determining

Personal data is stored 10 years in accordance with the JAMK information management plan, taken into account also the rules and regulations of the possible sponsors of the period abroad (e.g. European Commission) pertaining the retention period. Determining  information from the system is done with timing/manually.

To enable studying the personal data is transferred to JAMK student register/study information system, where data is stored  in accordance with the JAMK information management plan. In the national database of higher education institutions Virta the data is stored permanently. JAMK also stores permanently the electronic information in the  student register (Decision of the National Archives of Finland  AL/20757/ )

11 Automatic decision-making/profiling

Automatic decision making/ profiling related to personal data is not conducted.

12 Rights of the Data Subject

Read more information about the JAMK’s Privacy Policy, Data Protection Officer and the rights of the data subject and their implementation.