Helsinki University Library

Privacy policy of the HELKA database

Administrator of the register

Person managing register matters

Statutory sources of information

Information is received personally from the customer in the library. Information is also initialised to the register from the Student Register for those students who have given permission to release their personal, address, and study right information to Helsinki University Library. Contact information may be checked from the Student Register of the University of Helsinki and the Local Register Office (Maistraatti).

Statutory release of information

Information is not released outside of the library system. Commissions related to the collection actions of unreturned library material form an exception to this.

Name of the register

Helka customer register

Grounds for keeping the register

The register has been established to administer the customer information of Helsinki University Library and to maintain uniqueness.

Use of the register
The principal use of the register is to maintain the personal information and addresses of the users of Helsinki University Library for lending. The register is also used in communication between the libraries and the customers: for pick-up notices for material requested by the customer and the collection of unreturned material.

Information types in the register

Personal information of the user:
User ID
Personal identification number
Last and first names
Relation to the university
Home address and telephone number
Address and telephone number to work/study residence
Email address of the holder

In addition to the personal information of the user, information about the check-out transactions of the customer are recorded.

Customer register

When you acquire a library card you commit to the terms of use of all Helka libraries. At the same time your customer information will be added to the Helka customer register.

About the information recorded in the system

Information recorded in the register includes

• personal identification number – the rights of the borrower can be realised if the borrower can be identified unequivocally
• customer group – different groups have different borrowing privileges in the library collections. The students and staff of the University of Helsinki must be prepared to present their student/staff card when acquiring a library card.
• contact informationis needed so that Helka notices reach the customer when necessary. The customer must make sure that the contact information is up-to-date. A permanent address in Finland is a requirement for Helka customership.
  • A temporary address may be added to the contact information for a fixed period. When the period ends, Helka letters are sent to the permanent address.
  • A telephone number(s) may be added to the contact information. In some special cases, the library may also serve a customer by telephone.
  • An email address may be added to the contact information. Then some of the Helka letters will be sent electronically. The functioning of email is not guaranteed: the library does not, for example, send again a message that has failed due to a full inbox.

You can check your information recorded in the register by visiting any Helka library.

Changes in customer information

You are responsible for your contact information being up-to-date in the customer register of the library system.

You can report changes in your contact information through a web form on the customer information page of the HELKA web interface. The information is updated in the system within a few working days. In urgent situations, contact one of the Helka libraries. If your name or personal identification number has changed, report it to any of the Helka libraries by presenting the appropriate documents.

Expiration of customer information

The customer information in the HELKA register is valid for two years at a time. Expired customer information prevents borrowing, renewing and requesting. You can see when your customer information expires on the customer information page of the Helka web interface.

You may continue to use the Helka libraries when you confirm your information or report changes through the web form on the customer information page of the HELKA web interface. The information is updated in the system within a few working days. In urgent situations, contact one of the Helka libraries.

You should update your customer information at least a month before the expiration of the information. The loan period always ends, at the latest, on the expiration date of the customer information. If, for example, you borrow material the loan period of which is 28 days but your customer information expires after three days, the system only gives you a three-day loan.

Removing information from the register

Addresses (also email addresses) that have proven to be incorrect are removed from the customer register.

Expired customer information is removed from the register annually. Your information remains in the register for about three years after the last check-out transaction.