Privacy state­ment: Peppi planner’s services, Basic regis­ter and affiliates

Regis­ter state­ment: Peppi planner’s services, Basic regis­ter and affiliates

Karelia Univer­sity of Applied Sciences: Peppi designer’s services and Basic regis­ter, and Peppi’s plugins (produc­tion and test environments)

COMBINED NOTICE/EXPRESSION              
Date of prepa­ra­tion: 13/09/2018, 
EU Data Protec­tion Regu­la­tion 679/2016, Data Protec­tion Act (1050/2018)            
updated 12.12.2023 

1 Data of the data controller 

Karelia Ammat­ti­kor­kea­koulu Oy
Postal address: Tikka­rinne 9, 80200 Joensuu, tel. +358 13 260 600, e-mail: info(at)karelia.fi

2 Person respon­sible for the register

President/Principal

3 The persons respon­sible for Peppi planner’s services, the Basic Regis­ter and Peppi’s affiliates

• Peppi designer’s services: educa­tio­nal tech­no­logy expert Kaisa Pakka­nen, Karja­lan­katu 3, 80200 Joensuu, tel. +358 50 518 2170, e-mail: kaisa.pakkanen(at)karelia.fi
• Basic regis­ter: head of student services Pirjo Uusoksa, Tikka­rinne 9, 80200 Joensuu, tel. +358 13 260 6683, +358 50 310 9541, e-mail: pirjo.uusoksa(at)karelia.fi
• Peppi’s affi­lia­tes: educa­tio­nal tech­no­logy expert Kaisa Pakkai­nen, Karja­lan­katu 3, 80200 Joensuu, tel. +358 50 518 2170, e-mail: kaisa.pakkanen(at)karelia.fi

4 Contact persons in matters related to Peppi planner services, the Basic Regis­ter and Peppi’s affiliates

• Peppi designer’s services: educa­tio­nal tech­no­logy expert Kaisa Pakka­nen, Karja­lan­katu 3, 80200 Joensuu, tel. +358 50 518 2170, e-mail: kaisa.pakkanen(at)karelia.fi
• Basic regis­ter: head of student services Pirjo Uusoksa, Tikka­rinne 9, 80200 Joensuu, tel. +358 13 260 6683, +358 50 310 9541, e-mail: pirjo.uusoksa(at)karelia.fi
• c. Peppi’s affi­lia­tes: educa­tio­nal tech­no­logy expert Kaisa Pakka­nen, Karja­lan­katu 3, 80200 Joensuu, tel. +358 50 518 2170, e-mail: kaisa.pakkanen(at)karelia.fi

5 Contact infor­ma­tion of the data protec­tion officer

Karelia Ammat­ti­kor­kea­koulu Oy, Data Protec­tion Officer, Tikka­rinne 9, 80200 Joensuu, tel. +358 50 525 0623, e-mail: tietosuoja(at)karelia.fi

6 Purpo­ses of proces­sing the perso­nal data

Peppi planner’s services is a tool for plan­ning and imple­men­ting teac­hing at Karelia Univer­sity of Applied Sciences. The regis­te­red persons (Karelia UAS staff) are invol­ved in matters related to the teac­hing plan­ning of the univer­sity of applied sciences. Only the infor­ma­tion neces­sary for plan­ning and imple­men­ting the acti­vi­ties of the univer­sity of applied sciences is regis­te­red in the system.

Peppi Perus­re­kis­teri is a student and study infor­ma­tion system, and its purpose is to main­tain students and their study and perfor­mance data, as well as to produce various study-related certi­fica­tes and reports for own and research acti­vi­ties, as well as data trans­fers to the autho­ri­ties. The basic regis­ter is the neces­sary tool for plan­ning, imple­men­ting, evalua­ting and moni­to­ring the acti­vi­ties of Karelia Univer­sity of Applied Sciences. Regis­te­red persons (students, teac­hers, other person­nel) are invol­ved in matters related to the study admi­ni­stra­tion of Karelia Univer­sity of Applied Sciences. The system only regis­ters infor­ma­tion that is neces­sary in terms of mana­ging the task of the study admi­ni­stra­tion of the univer­sity of applied sciences, plan­ning, imple­men­ting, moni­to­ring and evalua­ting the activities.

The purpose of use of Peppi affi­lia­tes is to publish infor­ma­tion related to lesson plan­ning exter­nally without requi­ring valid user IDs to use them. The following affi­lia­tes are currently in use:

• Study guide. With this, the curricula and related study courses are published.
• Educa­tion search. With the help of the educa­tion search, an exter­nal user can search for studies offered by Karelia and their contents using diffe­rent criteria.
• Lukka­ri­kone. With this, the student can plan his own work arran­ge­ments. With the help of this affi­liate, an exter­nal user can find out, for example, the work arran­ge­ments of diffe­rent groups.

7 Desc­rip­tion of regis­te­red groups and perso­nal data groups

Those regis­te­red are univer­sity of applied sciences staff and students. Peppi planner’s services include the following information.

• Study infor­ma­tion: curricula, studies (study units and sections), course implementations
• Resource plan­ning and reser­va­tion infor­ma­tion: working time plans, work sche­du­les, teac­hing facilities
• Basic staff infor­ma­tion: user­name, last name, nick­name, job title, email address, orga­niza­tio­nal unit
• Course data: Grades comple­ted by Karelia Univer­sity of Applied Sciences degree students at other higher educa­tion insti­tu­tions are trans­fer­red from the Oili service produced by CSC. Proces­sing of perso­nal data in the Puro service .

The basic regis­ter contains the following information:

The student’s basic information

• student infor­ma­tion: student number, user­name, learner’s natio­nal iden­ti­fier (OID), surname, first names, calling name, (former surname), social secu­rity number, date of birth, gender, citizens­hip, native language, language of busi­ness, language of schoo­ling, contact infor­ma­tion (address, telep­hone number, e-mail), details of the applicant, munici­pa­lity of resi­dence, munici­pa­lity of resi­dence, country, foreigner’s pass­port number
• study and degree infor­ma­tion: educa­tion clas­si­fica­tion, educa­tion program/education, group, template infor­ma­tion, form of educa­tion, teac­hing campus, language of instruc­tion, type of study, degree, degree title, scope to be comple­ted, requi­red scope, basic educa­tion, atten­dance, gradua­tion infor­ma­tion, distinc­tion infor­ma­tion, study right period, seaso­nal maxi­mums , periods used, perso­nal study plan (HOPS), credits and assess­ment, as well as exams, progress of studies, certi­ficate markings, direc­ti­ves and quali­fica­tions, funding, orga­niza­tio­nal unit, addi­tio­nal infor­ma­tion related to the right to study and the role, permis­sions for data disclosure

Applicant infor­ma­tion

• Applicant data impor­ted from Opintopolku/Oili services
• student’s perso­nal infor­ma­tion (first names, nick­name, last name, social secu­rity number, student number)
• address infor­ma­tion, native language and language of busi­ness, citizens­hip, basic educa­tion infor­ma­tion, infor­ma­tion related to the applica­tion desti­na­tion and educa­tion, enroll­ment infor­ma­tion and payment infor­ma­tion, infor­ma­tion related to the publica­tion permit for student selec­tion results

Study infor­ma­tion

• studies (study units and courses), imple­men­ta­tion of the study course, perso­nal study plan (HOPS) and related infor­ma­tion, inter­na­tio­nal study and interns­hip exchanges

Study perfor­mance information

• comple­ted studies, evalua­tions of studies and exams, evalua­tors of studies and exams, comple­tion dates, scopes comple­ted, progress of studies, gradua­tion status

Staff infor­ma­tion

• calling name, last name, user­name, e-mail, super­vi­sor, orga­niza­tion code, loca­tion code, cost loca­tion code, title, acti­vity infor­ma­tion (whether employed).

The attach­ments include the following information:

Study guide

• Basic infor­ma­tion on teac­hing plan­ning (objec­ti­ves, content, etc…)
• Teacher infor­ma­tion, first and last name of teac­hers connec­ted to teaching

Educa­tion search

• Basic infor­ma­tion of the studies (objec­ti­ves, content, etc…)

Lukka­ria­kone

• Basic infor­ma­tion on teac­hing plan­ning (objec­ti­ves, content, etc…)
• Teacher infor­ma­tion, first and last name of teac­hers connec­ted to teaching

8 Legal basis for proces­sing perso­nal data

Carrying out a statu­tory task in the teac­hing posi­tion of Karelia Univer­sity of Applied Sciences, a legi­ti­mate inte­rest of the employer.

The infor­ma­tion in the basic regis­ter is main­tai­ned to protect the student’s rights and inte­rests. The use of the regis­ter is based on the legis­la­tion concer­ning univer­si­ties of applied sciences.

• Univer­sity of Applied Sciences Act (932/2014)
• Govern­ment Decree on Univer­si­ties of Applied Sciences (1129/2014)
• Act on the student selec­tion regis­ter, the natio­nal data reserve of higher educa­tion insti­tu­tions and the matricu­la­tion certi­ficate regis­ter (1058/1998)
• Govern­ment Decree on the joint applica­tion of higher educa­tion insti­tu­tions (293/2014)
• Admi­ni­stra­tive Law (434/2003)
• Admi­ni­stra­tive Law Use Act (586/1996)
• Data Protec­tion Act (1050/2018)
• Act on public autho­ri­ties’ acti­vi­ties (621/1999)
• Julki­suus­a­se­tus (A1030/1999)
• Act on the protec­tion of privacy in working life (L477/2001)
• Karelia Univer­sity of Applied Sciences degree regulations

9 Basis for provi­ding perso­nal information

Perso­nal data is needed to perform the duties of the cont­rol­ler mentio­ned in point 8.

10 Legi­ti­mate inte­rests of the data controller

Mana­ging the service rela­tions­hip for own staff.

11 Secu­rity of processing

Persons hand­ling data are subject to a duty of confi­den­tia­lity. The confi­den­tia­lity conti­nues after the end of the emplo­y­ment rela­tions­hip. Only those persons who need to process data in their work have access rights to the systems. Within the system, proces­sing rights are limited as neces­sary. The Peppi designer’s services, the Basic Regis­ter and the Package are acqui­red for the use of Karelia Univer­sity of Applied Sciences through CSC as a service.

12 Reci­pients or groups of reci­pients of perso­nal data

The study right infor­ma­tion, regi­stra­tion infor­ma­tion, degree and credit infor­ma­tion from the student data regis­ters of higher educa­tion insti­tu­tions are collec­ted for cent­ra­lized storage and use in the natio­nal VIRTA data­base, through which this content is provi­ded in a secure tech­nical connec­tion for the use of the student selec­tion regis­ter and the joint student selec­tion services of higher educa­tion insti­tu­tions (Act 1058/1998 chapter 1 a).

CSC – Tieteen tieto­tek­niik­ka­kes­kus Oy and Eduix Oy have access to system data in their system main­te­nance tasks.

13 Trans­fer of perso­nal data outside the Euro­pean Union (EU/EEA) area 

Data is not trans­fer­red outside the EU or EEA.

14 Perso­nal data reten­tion period

Karelia Univer­sity of Applied Sciences has an archive crea­tion plan, which defines the reten­tion periods and respon­sible persons for docu­ments. The infor­ma­tion in the basic regis­ter is stored permanently.

15 Rights of the data subject

The rights of the regis­te­red person are deter­mi­ned accor­ding to the proces­sing basis. The regis­te­red person has the right to ask the cont­rol­ler for access to perso­nal data concer­ning him and the right to request the correc­tion or dele­tion of the data in ques­tion or to limit the proces­sing or object to the proces­sing, and the right to trans­fer the data from one system to another. The regis­te­red person has the right to with­draw their consent to the proces­sing of their perso­nal data at any time. In addi­tion, the regis­te­red person has the right to file a complaint with the super­vi­sory autho­rity. The contact person in matters related to the data subject’s rights is the data protec­tion officer, whose contact infor­ma­tion is in section 5 of this statement.

16 Auto­ma­tic deci­sion-making and profiling

Peppi’s perfor­mance infor­ma­tion (date of comple­tion, course iden­ti­fica­tion infor­ma­tion, student name and student number) is used for user-speci­fic auto­ma­tic profi­ling by clas­si­fying users based on the following criteria:

• the number of comple­ted credits exceeds or falls below the set limit value in the speci­fied period of time.
• the change in the average of perfor­mance grades during two consecu­tive, prede­ter­mi­ned time periods exceeds or falls below the set limit value.
• the average of the perfor­mance grades exceeds or falls below the average perfor­mance of the user’s student group during the prede­ter­mi­ned time period.
• the number of missing appro­ved study periods exceeds or falls below the set limit value.
• the cumu­la­tive accu­mu­la­tion of comple­ted credits exceeds or falls below the limit value accu­mu­la­tion selec­ted as a refe­rence point in a prede­fi­ned period.