Survey tool – Privacy Statement

GDPR (2016/679) 

Updated 20.9.2019

1 Name of the register

Survey tool

2 Controller

JAMK University of Applied Sciences

P.O. Box 207

FI-40101 Jyväskylä, Finland

Webropol Oy client and user register: Privacy statement (pdf)

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

Director in charge of the register: Vice Rector Heikki Malinen

Responsible for the process: Quality Manager Tero Janatuinen

Main users in content: Coordinator Elina Kirjalainen

4 Purpose for processing personal information

Preparation of electronic surveys related to the work and studies of JAMK’s staff and students.

5 Data contents of the register

Depending on the content of the survey, other personal information may also be collected from respondents. The survey conductor is responsible for ensuring that any personal data collected as part of the survey will be processed in accordance with JAMK’s instructions for processing personal data (JAMK’s instructions for processing personal data in Webropol ).

The user database of the survey tool includes the following fields:

• First name

• Last name

• Company, user environment

• Department (optional)

• User language (optional)

• User name

• Use class

• IP-restriction (optional)

• User roles (optional)

• User groups (optional)

• Email

• Phone (optional)

• Fax (optional)

• Mobile phone (optional)

• Address (optional)

• Post code (optional)

• City (optional)

• Country (optional)

• Sender´s email (alternative email address, needs to be validated by email; optional)

6 Legal bases for processing personal data

  • Consent of the data subject: The consent can be withdrawn by contacting the survey conductor. In addition head user can remove personal data in the user database or in individual survey (if the survey conductor can´t be contacted).
  • The controller’s legal obligation: To carry out teaching and RDI activities.
  • The legitimate interests of the controller: A prerequisite for using the system is an employment relationship with or a study entitlement at JAMK

7 Regular information sources

Survey respondents provide the data by themselves.
Data concerning JAMK’s staff and students: Logging in to the service takes place via the Haka user authentication system shared by Finnish higher education institutes.

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

Information is not regularly rendered to third parties.

The answers recorded in the software and their sharing are always administered by the survey conductor. The survey conductor is responsible for ensuring that any personal data collected as part of the survey will be processed in accordance with JAMK’s instructions for processing personal data in Webropol . The survey conductor is responsible for properly informing the data subject.

9 Register protection principles

The register does not contain manually collected material.

The servers are located in the service provider’s high security level data centres in Helsinki. The personal data in electronic format has been protected by means of firewalls and passwords.

Access to the register is limited to those of the controller’s employees, or employees of a subcontractor working for and on behalf of the controller, who are entitled to process the data contained in the register in the course of their work duties. Each register (survey tool) user has a personal username and password to the systems.

An SSL connection is used for safeguarding the sending of responses over a secure and encrypted connection. The answers recorded in the survey tool software and their sharing are always administered by the survey conductor.

10 Retention period or criteria for determining

The survey conductor is responsible for planning the processing of, and retention criteria for, personal data and for informing the data subject thereof.

Students must remove their own surveys from Webropol before graduating.

Surveys conducted by the students and the staff older than five years complete with their answers (surveys that have not been processed in five years) will be automatically erased from the system on an annual basis.

Personal data pertaining to individuals with a user name will be retained in the system as long as the individual concerned is a system user. The login right to the system will expire when the person’s employment relationship with JAMK ends or study entitlement at JAMK expires.

11 Automatic decision-making/profiling

Automated 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.