Privacy Statement – Case and document management

GDPR (2016/679)

Update 23.11.2018

1 Name of the register

Case and document management

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

• Director of Administration:  Mikko R. Salminen
• Administrators: Mirja Nojonen and Hannu Yli-Jylhä


4 Purpose of the processing of personal data

The case and document management acts as a registry for official affairs and documents of Jamk and as an electronic archive. It is used to monitor the handling of issues that have been initiated. The system acts as a storage location for documentary data permanently and temporarily maintained for the entire lifecycle according to the information management plan.

5 Data contents of the register

The register records only the relevant personal data, the recording of which is necessary to deal with the case. The register contains metadata, processing steps and issues related to the issues of official affairs and related documents defined in the information management plan and document files.

  • Mandator who may be a natural person (address information, email address, student number)
  • The document may contain personal data that has been transmitted / requested when processing the file
  • The document may contain sensitive personal information, in which case the documents are confidential

The access rights are assigned to the staff for which the following information is stored:

  • Name
  • Title
  • e-mail address
  • Responsible department

6 Legal bases for processing personal data

The controller’s legal obligation and a task carried out in the public interest or the exercise of public authority.

7 Regular information sources

Information is obtained directly from the mandator and from various support services

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

Information is not regularly rendered to third parties. Data is not transmitted outside the EU or EEA, or international organizations.

9 Register protection principles

Only secure network connectivity can be accessed. All servers are located in locked and access-controlled data center. Access to servers is only allowed for administrators. The system requires a personal username and password.

10 Retention period or criteria for determining

Documents and registers are stored in accordance with the Jamk information management plan, and the data has specified retention periods.

(Decision of the National Archives of Finland  AL/20757/ )

11 Automatic decision-making/profiling

Automated profiling related to personal data is not conducted.

12 Rights of the Data Subject

The Act on Openness of Government Activities provides for different ways of obtaining information. Under the Act everyone has the right to obtain information from official documents in the public domain. Official documents are in the public domain unless specifically otherwise provided for.

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