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Privacy statement: Supporting Immigrants in Higher Education (SIMHE)

PRIVACY STATEMENT   24 April 2018
Regulation (EU) 679/2016 on General Data Protection as of 25th May 2018, Data Protection Act 1050/2018
Karelia University of Applied Sciences / Supporting Immigrants in Higher Education (SIMHE)

1. Register Controller

Karelia Ammat­ti­kor­kea­koulu Oy / Karelia University of Applied Sciences Ltd.

Address: Tikka­rinne 9, FI-80200 Joensuu, Finland

Tel. +358 13 260 600

Email: info(at)karelia.fi

2. Person in Charge of the Register

CEO / President of Karelia UAS

3. Person in Charge of SIMHE

Project Manager/Counsellor Hannele Niskanen, tel. +358 50 575 0823, simhe(at)karelia.fi

4. Contact Person of SIMHE

Project Manager/Counsellor Hannele Niskanen, tel. +358 50 575 0823, simhe(at)karelia.fi

5. Person in Charge of Data Protection

Karelia Ammat­ti­kor­kea­koulu Oy, Data Protection Officer, Tikka­rinne 9, FI-80200 Joensuu

Tel. +358 50 525 0623, email: tietosuoja(at)karelia.fi

6. Purpose of Processing Personal Data

The Ministry of Education and Culture has selected Karelia University of Applied Sciences as one of the higher education insti­tu­tions in Finland respon­sible for immigrant work with the aim of giving guidance to immigrants by helping them find study oppor­tu­nities in higher education and producing services for recog­nising the prior compe­tence of immigrants and thus facili­tating the process of integration and supporting the emplo­yment. These services are imple­mented within the national SIMHE network (Supporting Immigrants in Higher Education) including three Univer­sities of Applied Sciences (Karelia, Metro­polia and Oulu) and three Univer­sities (Helsinki, Turku and Jyväskylä). The aim is to support adult immigrants’ integration into the Finnish society by helping them find appropriate study oppor­tu­nities in higher education and finding suitable career choices.

The purpose of these activities is to support immigrants in finding appropriate study oppor­tu­nities in Finnish higher education insti­tu­tions, help them have their prior learning and studies recog­nised and acknow­ledged swiftly according to national practices, and support their integration into the Finnish society, education and world of work.

Karelia SIMHE applies the personal data register in the purpose of Karelia SIMHE customer service and compi­lation of statistics.

7. Content of the Register

The SIMHE register includes the following personal data of the customers:

  • e-mail address
  • starting year of the use of the services
  • organi­sation where the guidance has been carried out and form of guidance given
  • gender, natio­nality and age (accuracy 10 years)
  • home munici­pality and mother tongue
  • length of residency in Finland
  • level of education (highest degree completed)
  • field of previous studies/degree and the stage of completion of studies
  • current work/study status at the time of the guidance meeting
  • infor­mation on where the customer has been or has not been forwarded to

8. Legal Basis for Processing Personal Data

The legal basis for processing personal data is a legitimate advantage. The customer’s personal data will be collected during the customer service situation either verbally during a guidance meeting or in writing by e.g. e-mail or filling in a form.

9. Grounds for Providing Personal Data

Personal data is needed for providing the services.

10. Security of Processing Personal Data

The register for Karelia SIMHE will be maintained on a hard drive secured by Karelia UAS internal network security. The access to the register has been limited to the Project Manager/Counsellor of SIMHE. Secure email is available to be used for confi­dential messaging.

11. Recipients or Recipient Groups of Personal Data

Identi­fiable data of customers in the SIMHE register will not be disclosed to a third party outside Karelia UAS. Non-identi­fiable data of customers in the register will be disclosed to the Ministry of Education and Culture for statis­tical purposes.

12. Transfer of Personal Data Outside the European Union or the European Economic Area

Personal data will not be trans­ferred outside EU or EEA.

13. Retention of Personal Data

Data on the SIMHE register will be maintained until the end of the strategy period (2020).

14. Rights of the Regis­tered Person

The regis­tered person has the right to inspect the data concerning him/herself stored in the register. The request for the inspection has to be made to the controller of the register. The regis­tered person has the right to request correction or removal of data, set limita­tions for the handling of his/her personal data, object the handling of the data, and s/he has the right to transfer data from one system to another. The regis­tered person has the right to withdraw his/her consent to the handling of his/her personal data at any time. In addition, the regis­tered person has the right to file a complaint with the super­visory authority. The contact person concerning the rights of the regis­tered person is the person in charge of data protection, whose contact details are in section 5 of this statement.

15. Automatic decision-making and profiling

Not in use.