This Privacy Notice is based on the EU's General Data Protection Regulation (2016/679, “GDPR”), namely the obligation to inform the data subjects (GDPR Articles 12–14), the data controller's obligation to maintain a record of processing activities under its responsibility (GDPR Article 30), as well as the obligations set out in the Finnish Data Protection Act (1050/2018) supplementing the GDPR.
Additionally, this Privacy Notice has been prepared with the aim of making it accessible in accordance with the requirements of the EU's Web Accessibility Directive (Directive (EU) 2016/2102 of the European Parliament and of the Council on the accessibility of the websites and mobile applications of public sector bodies) and the Finnish Act on the Provision of Digital Services (306/2019) supplementing it.
Personal Data Register of Metropolia’s Communications and Marketing Services
Name
Metropolia University of Applied Sciences Ltd
Contact information
Metropolia University of Applied Sciences Ltd (Business ID: 2094551-1)
Postal address: P.O. Box 4000, FI-00079 Metropolia
Visiting address: Myllypurontie 1, 00920 Helsinki, Finland
Telephone (switchboard): +358 9 7424 5000
Person responsible for the register at the data controller
Name: Riitta Konkola
Position: President, CEO of Metropolia University of Applied Sciences
Person responsible for the content of the register:
Name: Liisa Salo
Position: Head of Communications, Communications and Marketing
Address: Metropolia University of Applied Sciences Ltd, PO Box 4000, FI-00079 METROPOLIA
Email: liisa.salo [at] metropolia.fi (liisa[dot]salo[at]metropolia[dot]fi)
Contact details of the contact person for the register:
Name: Satu Orkola
Position: Communications Specialist, Communications and Marketing
Address: Metropolia University of Applied Sciences Ltd, PO Box 4000, FI-00079 METROPOLIA
Email: satu.orkola [at] metropolia.fi (satu[dot]orkola[at]metropolia[dot]fi)
Contact details of the contact person for the register:
Name: Pekka Perälampi
Position: Webmaster, Communications and Marketing
Address: Metropolia University of Applied Sciences Ltd, PO Box 4000,
FI-00079 METROPOLIA
Email: pekka.peralampi [at] metropolia.fi (pekka[dot]peralampi[at]metropolia[dot]fi) / webmaster [at] metropolia.fi (webmaster[at]metropolia[dot]fi)
Contact details for questions regarding the purpose of the register, email: viestinta [at] metropolia.fi (viestinta[at]metropolia[dot]fi)
Sanna Saarnia, Metropolia’s Data Protection Officer
Email: tietosuojavastaava [at] metropolia.fi (tietosuojavastaava[at]metropolia[dot]fi)
Purpose of the processing of personal data:
The purpose of the processing of the Personal Data Register of Metropolia’s Communications and Marketing Services and the personal data it contains is to conduct communications and marketing concerning Metropolia’s activities and services. For this purpose, Metropolia uses the People Finder search service and a newsletter mailing system and publishes recorded audio podcasts. The public website and internal OMA intranet of Metropolia University of Applied Sciences also serve as an arena for communications, marketing and announcements.
In addition, the data included in this personal data register are used for implementing Metropolia’s participatory workshops and other participatory activities. Personal data are processed in participatory activities using various digital tools, including the tools in the Microsoft Office package, Google’s services, Innoduel and AnswerGarden.
The People Finder search service is operated on the OMA intranet as well as on Metropolia’s public website. The People Finder service contains biometric personal data when a personal profile includes a facial photo. In accordance with Article 9 of the EU’s General Data Protection Regulation (GDPR), it is generally forbidden to collect and process biometric personal data. However, an exception to this rule can be made if the data subject gives their express informed consent for the collection and processing of the data. In the People Finder service, the facial photos of Metropolia staff and students are collected using this specific lawful basis, i.e. based on the express informed consent of the data subjects.
The subscription version of the SoundCloud application tool is used at Metropolia as a communications tool to share, for example, podcast audio recordings on Metropolia’s public website. The voices of persons participating in podcasts, when they can be used to identify the speaker, are biometric personal data (GDPR Article 9).
Lawful basis for the processing of personal data:
The processing of personal data contained in the register is based on the consent of the data subject and, in certain parts, on the statutory obligation of Metropolia University of Applied Sciences to provide UAS education and to provide information and communicate about its educational offering and education leading to a degree. The participatory activities of Metropolia University of Applied Sciences form a part of research, development and innovation activities, which are a statutory duty of Metropolia.
Consent is used as the lawful basis for the processing of special categories of personal data contained in the register as well as the processing of sensitive personal data, such as biometric data (e.g. facial photos, video material in which persons are identifiable etc., which are listed as data requiring special protection in Article 9 of the EU’s General Data Protection Regulation).
The lawful basis for the processing of personal data contained in the Personal Data Register of Metropolia’s Communications and Marketing Services is not “legitimate interest”. Therefore this section does not apply.
The data subjects in the Personal Data Register of Metropolia’s Communications and Marketing Services are Metropolia’s staff and students, the stakeholders who use Metropolia’s communications services, the subscribers for Metropolia’s newsletters and the persons participating in podcast interviews.
The following personal data are stored in the register:
People Finder search service:
Information on the staff:
- forename, surname
- email address
- work phone number
- campus address
- job title
- photo
- social media account, e.g. Twitter account
- unit, campus, office number
- supervisor
- work roles, job duties
- resource reservations
In the People Finder application, the staff can publish the following information on themselves internally and externally as well as select the level of publication:
- introduction text
- deputies
- information on absences
Information on students:
- forename, surname
- degree programme
- group
- photo
Information on the organisational hierarchy
Resource reservations (spaces, persons, tools)
OMA intranet
The internal OMA intranet of Metropolia University of Applied Sciences serves as an arena for communications, marketing and announcements.
In the OMA intranet, the following data are usually provided in connection with introductions to various units/services and organisational charts, among other things:
Information on the staff:
- forename, surname
- job title
- email address
- work phone number
Public website of Metropolia University of Applied Sciences
The public website of Metropolia University of Applied Sciences at the address www.metropolia.fi serves as an arena for the UAS’s communications, marketing and announcements. On Metropolia’s public website, the following data are usually provided in connection with, among other things, introductions to various units/services:
Information on the staff:
- forename, surname
- job title
- email address
- work phone number
SoundCloud tool (podcast audio recording files)
- introduction of the person interviewed: e.g. name, job title
- the person’s voice, based on which the speaker can be identified, is biometric personal data (GDPR Article 9)
- only one joint organisational account for Metropolia is registered in the tool (i.e. individual Metropolia employees do not need to provide personal data)
Liana®Cloud newsletter sending service
LeadFamly marketing platform
- as a general rule, no personal data are collected on the users, although the following may be collected in connection with certain marketing campaigns:
- forename, surname
Howspace online collaboration platform
- forename, surname
- contact information
- in addition to the personal data of the participants, similar personal data on other actors (e.g. visiting lecturers), if necessary
AnswerGarden tool
- no personal data are collected as the tool does not require logging in or registration by any individual person (creators of or respondents to surveys)
- name, if the user has personally chosen to enter it when responding to a survey
- the webpage may also collect log data, which may include IP addresses
Innoduel tool
The following data are collected on employees of Metropolia University of Applied Sciences with administrator rights in Innoduel:
- forename, surname
- email address
- job title
- telephone number
- information on employer organisation
- certain data on the online behaviour of the data subject
- data concerning the use of the Innoduel tool by the data subject (incl. licence information)
No identifiable personal data are collected on other staff who participate in the use of the Innoduel tool.
Google cloud services
Data are collected to a varying degree in various participatory activities. In certain situations, no data are collected, while in other situations some or all of the data listed below are collected:
- forename, possibly also surname
- job title and information on the content of the job
- email address
- photos and video recordings of events
Microsoft Office 365 package tools
Data are collected to a varying degree in various participatory activities. In certain situations, no data are collected, while in other situations some or all of the data listed below are collected:
- forename, possibly also surname
- job title and information on the content of the job
- email address
- photos and video recordings of events
Seppo.io
The Seppo tool collects data from users to a varying degree, depending on the situation, but the platform may collect some of the data listed below. The data are not publicly shown to other users, as only the administrator who has built each game on the platform will see the data.
- forename, surname
- email address
- job title and certain information on the content of the job
- In the case of a student: degree or certain information on the content of the degree
- information on the employer organisation / study organisation
- video (saved by the participant)
- voice (saved by the participant)
- photo (saved by the participant)
The personal data are primarily obtained from the data subjects themselves.
In the case of the People Finder search service, data that are necessary for the operation and use of the system are obtained from the Human Resources Management system and the student register, in addition to the data subjects themselves.
Access to the personal data contained in the Personal Data Register of Metropolia’s Communications and Marketing Services will be given, where necessary, in the systems listed below. (For the purpose of repairing a technical fault, for example, access will be given with administrator rights to the system provider or to the maintenance personnel of a measurement device.) All system/equipment/software providers used (the companies behind them) can be deemed to be recipients of personal data and recipients of regular disclosures from the register.
With respect to the systems used by Metropolia’s Visitor Register, personal data processing agreements in accordance with Article 28 of the GDPR have been or will be concluded with the following cooperation partners:
Eduix Oy and Orange Advertising Oy; People Finder search service
People Finder includes a search function with which the user can search for the contact details and qualification information of Metropolia’s students or staff or the employees of partners (e.g. caretakers, restaurant staff, priests at educational institutions). In addition to the mandatory basic details, the data subject may add more information about themselves, such as their competence. The facial photos of the data subjects are also collected and stored in the service with the express consent of the data subjects. The People Finder service is available on Metropolia’s internal OMA intranet as well as on Metropolia’s public website for stakeholders.
Eduix Oy; OMA intranet
The internal OMA intranet of Metropolia University of Applied Sciences serves as an arena for communications, marketing and announcements.
OMA intranet includes descriptions of the various units/services as well as the contact details of the responsible persons in connection with these.
Orange Advertising Oy; Drupal content creation tool/public website of Metropolia University of Applied Sciences
The public website of Metropolia University of Applied Sciences at the address www.metropolia.fi serves as an arena for the UAS’s communications, marketing and announcements. On Metropolia’s public website, the contact information of the responsible persons is provided in connection with introductions to various units/services. The data are entered onto the public website of Metropolia University of Applied Sciences using the Drupal content creation tool. The Drupal content creation tool has been procured from Orange Advertising Oy.
SoundCloud Limited; SoundCloud tool (podcast audio recording files)
SoundCloud is an internet service/web-based tool for distributing audio files, such as podcasts. SoundCloud Ltd is the data controller for the SoundCloud tool. At Metropolia University of Applied Sciences, the SoundCloud tool is used for saving, sharing and distributing, for example, podcast interviews/audio recording files on Metropolia’s public website.
Liana Technologies Oy; Liana®Cloud newsletter tool
Newsletters are sent by email, if the data subject has given their written consent for this purpose, through the sending system of the Liana®Cloud newsletter tool.
LeadFamly ApS; LeadFamly marketing tool
The LeadFamly marketing platform is used for creating marketing campaigns containing gamification elements. An example of this is a campaign called “Find out your future career”, which is done in the style of a personality test where the user responds to questions with the alternatives that best describe themselves. At the end, the campaign proposes a suitable degree programme and directs the user to its web page. In addition to advertising degree programmes, the platform is used for conducting marketing campaigns that are suitable for various purposes.
Howspace Oy; Howspace online collaboration platform
The Howspace online collaboration platform is a cloud service for collaboration and digital facilitation. The platform has been used for enabling participation (mostly by Metropolia staff) in KampusAkatemia (Campus Academy) events. In further education organised by Metropolia’s music and culture services, the platform is used for providing information, maintaining contact between the lecturers and the students, sharing study material, giving and handing in assignments and conducting group assignments.
Haituva Innovations Oy; Innoduel too
lThe Innoduel tool can be used to support collaborative development, participatory solutions and, for example, the implementation of strategy among the personnel. The tool collects data on employees who have administrator rights.
Creative Heroes; AnswerGarden tool
The AnswerGarden word cloud application is used to create a visual representation of the participants’ answers on a given theme in Metropolia training sessions and meetings.
Microsoft Corporation; Microsoft Office 365 package tools
The various tools in the package are widely used in Metropolia’s participatory activities.
Google LLC; Google cloud services
The cloud services provided by Google are widely used in Metropolia’s participatory activities.
Lentävä Liitutaulu Oy; Seppo.io platform
The Seppo.io platform can be used to create a gamified mobile course. The platform supports collaborative development and Metropolia’s participatory solutions.
Metropolia University of Applied Sciences may use partners and service providers in the processing of personal data for the purposes specified in this Privacy Notice, including communications and marketing concerning various events and activities. Metropolia University of Applied Sciences may also use service providers for organising individual events. The Privacy Notice for the Personal Data Register of Metropolia Event Management and the Privacy Notice for Metropolia’s Public Website (metropolia.fi) supplement this Privacy Notice for the Personal Data Register of Metropolia’s Communications and Marketing Services. All the Privacy Notices for Metropolia’s personal data registers are published on Metropolia’s public website, on the Privacy Notices page.
Service providers; the sharing of photos, videos and podcasts on social media
Photos may be taken in activities and at events and training sessions etc. organised by Metropolia University of Applied Sciences, and they may be shared using various tools. Personal data may be disclosed to service providers/partners only to the extent that these service providers/partners require access to the personal data we process in order to offer services to Metropolia for the purposes specified in this Privacy Notice.
Photos and videos may be taken in activities and at events and training sessions etc. organised by Metropolia University of Applied Sciences, and they may be shared using social media services. Podcasts are also created in Metropolia’s activities and they may be shared using social media services. The privacy policies of these services are applied to the processing of personal data contained in photos. With respect to this, please see the privacy policies of the following social media services, among others:
- Facebook Inc. (https://www.facebook.com/privacy)
- Instagram Inc. (https://help.instagram.com/519522125107875)
- YouTube Inc. (https://policies.google.com/privacy)
- Twitter Inc. (https://twitter.com/en/privacy)
- LinkedIn Corporation (https://www.linkedin.com/legal/privacy-policy?trk=homepage-basic_footer-privacy-policy)
- Spotify AB (https://www.spotify.com/fi/legal/privacy-policy/)
Dietary information or information on personal special arrangements at events/training sessions
In the activities and at events and training sessions organised by Metropolia University of Applied Sciences, it is possible to provide food and drinks to cater to special diets and to make special arrangements to facilitate the participation of persons with a wheelchair, for example. Information on special diets or personal special arrangements may be disclosed to a provider of services at an event, primarily in a format that ensures that no person is identifiable from the information.
List of participants at an event/activity/training session
A list of participants including every participant’s name and organisation may be distributed at the activities, events and training sessions etc. organised by Metropolia University of Applied Sciences. The list of participants is not published on an open platform, such as the internet.
As a general rule, the personal data contained in the Personal Data Register of Metropolia’s Communications and Marketing Services are not transferred outside the EU or EEA or to international organisations.
The personal data contained in the register may be transferred outside the EU or EEA for the provision of IT services that are necessary for working or completing studies, based on a case-by-case consideration. The state to which personal data are transferred is the United States. It is also possible that personal data may be transferred to, for example, India, a country where global ICT service providers frequently base their help desk operations or ICT user support functions.
The international transfer of personal data from a personal data register of Metropolia University of Applied Sciences to the United States and/or elsewhere outside the EU or EEA is secured primarily with measures, i.e. Standard Contractual Clauses, provided for in Chapter V, Article 46 of the EU’s General Data Protection Regulation (GDPR). The Standard Contractual Clauses are included in agreements with ICT service providers concerning the processing of personal data.
Only the necessary data are transferred and the transfer is carried out in accordance with data protection legislation and within the restrictions placed by it. A separate agreement is always concluded on data security during the transfer.
In addition, the data controller for the SoundCloud tool is SoundCloud Ltd, not Metropolia University of Applied Sciences, and the use of the service involves international data transfer. The data are saved on servers located in Europe but SoundCloud Ltd states that it also shares data that it obtains from its service users (such as Metropolia) internationally within the SoundCloud Group. This means that the data provided by Metropolia staff and students to the service provider (including personal data) can be shared within the SoundCloud Group internationally in accordance with SoundCloud’s terms of use. SoundCloud Ltd states that it uses standard contractual clauses in accordance with Article 46 of the GDPR for ensuring security in the international transfer of personal data.
For more information, please read the privacy policy of SoundCloud Ltd on the company’s website, at https://soundcloud.com/pages/privacy: “SoundCloud operates globally and may share your information internally within the SoundCloud Group, and third parties for the purposes described in this Privacy Policy.”
As a general rule, the personal data collected and processed in the Personal Data Register of Metropolia’s Communications and Marketing Services are retained for a fixed period of time.
In the case of the People Finder search service, the retention period of personal data is the duration of the employment, study or contractual relationship.
In the case of the SoundCloud tool (podcast audio recording files), SoundCloud Ltd is the data controller that determines the data retention times. Podcast audio recording files are intended to be saved, in addition to SoundCloud’s systems, on Metropolia’s own servers and/or hard drives, where they are generally retained permanently, unless decided otherwise at a later date.
The personal data collected on the LeadFamly marketing platform are retained for as long as an individual marketing campaign is active.
In the case of the Howspace digital collaboration platform, the retention of personal data will end once the right to use the platform expires.
The data subjects have the right to receive confirmation from the data controller of whether their personal data are being processed. Furthermore, the data subjects have the right of access to their personal data and the right to inspect their personal data stored in the register and to receive copies of them. Under the GDPR, the data controller must respond to requests by the data subjects to exercise their rights within one month of receiving such a request.
A. Right of access to personal data
The data subjects have the right to check whether their personal data are stored in the personal data register. A data subject may submit a request for information by delivering the data subjects’ information request form, which can be found on Metropolia’s public website and/or Metropolia’s intranet, to one of the three offices of Metropolia’s Student and Admission Services. The form must be filled in carefully, printed and signed personally by the data subject. If the data subject is a member of staff, they can deliver the request form to Metropolia’s Human Resources Management unit. When submitting the request, the data subject must prove their identity in a reliable manner (for example by presenting an official personal identity document or driving licence to the Metropolia employee receiving the request).
The visiting addresses of the offices of Metropolia’s Student and Admission Services are:
Metropolia’s Myllypuro campus
Myllypurontie 1, 00920 Helsinki, Finland
Metropolia’s Arabia campus
Hämeentie 135 D, 00560 Helsinki, Finland
Metropolia’s Myyrmäki campus
Leiritie 1, 01600 Vantaa, Finland
Metropolia’s Karamalmi campus
Karaportti 2, 02610 Espoo, Finland
The visiting address of Metropolia’s Human Resources Management unit is:
Metropolia’s Myllypuro campus (Buildings C and D, 5th floor)
Myllypurontie 1, 00920 Helsinki, Finland
All information requests will be forwarded from the offices of Metropolia’s Student and Admission Services and/or the Human Resources Management unit to Metropolia’s Data Protection Officer (email: tietosuojavastaava [at] metropolia.fi (tietosuojavastaava[at]metropolia[dot]fi)).
Metropolia’s Data Protection Officer will respond to information request submitted by the data subjects. If necessary, the Data Protection Officer can be requested to provide additional information on progress in the processing of the request or on the content of the response.
B. Right to rectify personal data and to restrict processing
The data subjects have the right to request the data controller to restrict the processing of their personal data in the following cases:
- the data subject disputes the correctness of their personal data (right to rectify personal data), in which case processing will be restricted until the data controller can ascertain that the data is correct;
- processing violates the law and the data subject objects to the erasure of their personal data, instead requesting that the processing of the data be restricted;
- the data controller no longer needs the personal data for the purposes of the processing, but the data subject needs them in order to establish, exercise or defend a legal claim.
Such a request for rectifying personal data in a Metropolia personal data register or restricting processing can be submitted in person to one of the above-mentioned offices of Metropolia’s Student and Admission Services or Metropolia’s Human Resources Management unit (staff only), where the data subject must prove their identity in a reliable manner when submitting the request.
C. Right to erase personal data
The data subject has the right to obtain from the controller the erasure of their personal data from a Metropolia register without undue delay if any of the following conditions are met:
- the personal data are no longer necessary in relation to the purposes for which they were collected or otherwise processed;
- the data subject withdraws consent on which processing is based and there is no other lawful basis for processing;
- the personal data have been unlawfully processed; or
- the personal data have to be erased for compliance with a legal obligation in Union or Member State law to which the controller is subject.
Such a request for the erasure of personal data in a Metropolia personal data register can be submitted in person to one of the three above-mentioned offices of Metropolia’s Student and Admission Services or Metropolia’s Human Resources Management unit (staff only), where the data subject must prove their identity in a reliable manner when submitting the request.
D. Right to data portability (transfer of data from one system to another)
Partly applicable. Article 20 of the General Data Protection Regulation (GDPR) introduces a new right of data portability of a data subject. This right allows for data subjects to receive the personal data that they have provided to a data controller, in a structured, commonly used and machine-readable format, and to transmit those data to another data controller without hindrance. The new right to data portability aims to empower data subjects regarding their own personal data, as it facilitates their ability to move, copy or transmit personal data easily from one IT environment to another (whether to their own systems, the systems of trusted third parties or those of new data controllers).
In accordance with Article 20(1)(a) of the GDPR, in order to fall under the scope of data portability, processing operations must be based:
- either on the data subject’s consent (pursuant to Article 6(1)(a), or pursuant to Article 9(2)(a) when it comes to special categories of personal data);
- or, on a contract to which the data subject is a party pursuant to Article 6(1)(b).
The GDPR does not establish a general right to data portability for cases where the processing of personal data is not based on consent or contract.
Such a request pursuant to Article 20 of the GDPR can be submitted in person to one of the three above-mentioned offices of Metropolia’s Student and Admission Services or Metropolia’s Human Resources Management unit (staff only), where the data subject must prove their identity in a reliable manner when submitting the request.
E. Right to not be subjected to a personal data breach
The data subject has the right to not be subjected to a personal data breach, as referred to in Article 33 of the EU’s General Data Protection Regulation, due to the data controller’s negligence in data protection and/or data security matters or due to negligence on the part of a data processor used by the controller in data protection and/or data security matters. The data subject has the right to be informed without undue delay if a personal data breach is likely to pose a high risk to the rights and freedoms of natural persons.
According to Article 21 of the EU’s General Data Protection Regulation, the data subjects have the right to object, on grounds relating to their particular situation, at any time to processing of personal data concerning them which is based on point (e) of Article 6(1) (processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller), such as profiling based on these provisions. The data controller may no longer process the personal data unless the controller demonstrates compelling legitimate grounds for the processing which override the interests, rights and freedoms of the data subject or for the establishment, exercise or defence of legal claims.
The request to stop processing of collected personal data can be submitted to one of the three above-mentioned offices of Metropolia’s Student and Admission Services or Metropolia’s Human Resources Management unit (staff only), where the data subject must prove their identity when submitting the request.
If the processing of personal data is based on the data subject’s consent, the data subject has the right to withdraw their consent for processing at any time without the withdrawal of consent affecting the lawfulness of processing based on consent before its withdrawal.
The withdrawal of consent for the processing of personal data collected by Metropolia (withdrawal request) can be submitted to one of the three above-mentioned offices of Metropolia’s Student and Admission Services (or in the case of a member of staff, to the Human Resources Management unit), where the data subject must prove their identity when submitting the request.
Every data subject has the right to lodge a complaint with a supervisory authority if the data subject considers that the processing of their personal data infringes the applicable data protection regulations.
The national supervisory authority in Finland is the Office of the Data Protection Ombudsman. Contact details:
Office of the Data Protection Ombudsman
Street address: Lintulahdenkuja 4, 00530 Helsinki, Finland
Postal address: PO Box 800
FI-00531 Helsinki
Telephone (switchboard): + 358 29 56 66700
Fax: + 358 9 56 66735
Email: tietosuoja [at] om.fi (tietosuoja[at]om[dot]fi)
General description of the technical and organisational security measures aiming at protecting the personal data of the data subjects and the personal data registers at Metropolia:
- The data controller (Metropolia) and the system providers have agreed on the protection of the register. If necessary, the responsibilities have been described in adequate detail in the appropriate agreements.
- The employees and other personnel of the data controller (Metropolia) have undertaken to comply with the obligation of secrecy and to keep confidential the information they receive in connection with the personal data processing.
- The system providers (personal data processors that act on behalf of the data controller, Metropolia) undertake to maintain the register and the personal data relating to it in accordance with good data processing practices and comply with the obligation to absolute secrecy and confidentiality.
- The data security of the personal data register of the data controller (Metropolia) and the confidentiality of the data contained therein are ensured with appropriate technical and administrative means in accordance with good data processing practices.
- The data controller (Metropolia) has restricted user rights and authorisations to data systems, tools and other storage platforms in such a way that they can only be accessed and processed by the persons who are necessary for such processing due to their job duties or position.
- The system containing personal data may only be used by employees who are entitled to process personal data due to their job duties and/or position. Such employees will be given the appropriate training for their duties.
- Every user of a tool/system must identify themselves with their personal codes, which are issued when the right to access the tool/system is granted. The right of access will expire once the employee resigns or is transferred from the duties for which they were granted the right at Metropolia.
- The data are collected in databases that are protected logically and physically.
- The databases and their back-up copies are located in locked premises, and the data can only be accessed by certain pre-appointed persons.
Information on whether the provision of personal data for processing in the Personal Data Register of Metropolia’s Communications and Marketing Services is a statutory or contractual requirement, or a requirement necessary to enter into a contract, as well as whether the data subject is obliged to provide the personal data and of the possible consequences of failure to provide such data. An account has been given for each register regarding how the personal data were obtained.
The personal data stored in the register have mostly been collected from the data subjects themselves.
In the case of the People Finder search service, data that are necessary for the operation and use of the system are obtained from the Human Resources Management system and the student register, in addition to the data subjects themselves.
The Personal Data Register of Metropolia’s Communications and Marketing Services and the data contained in it will not be used in automated decision-making or profiling.