Information about cookies and the processing of personal information on our website can be found on the page website and cookies.
For questions about data processing, contact details are available in the relevant data protection statement. The data protection officer of the University of Helsinki can be reached at firstname.lastname@example.org.
The University of Helsinki must process your personal data for purposes including the following:
In addition, the University can process your personal data for the following purposes:
The use of personal data is primarily based on legislation concerning the University of Helsinki and the organisations operating in the University community. In specific cases, the basis for processing data is consent given by the student.
Therefore, the right of the University as the controller of the data file is based on
As a rule, the University has the right to process sensitive data as the controller of the data file in the following cases:
Universities Act (558/2009)
Government Decree on University Degrees (794/2004)
Act on national study and degree registers (Laki valtakunnallisista opinto- ja tutkintorekistereistä) (884/2017)
EU General Data Protection Regulation (2016/679) and supplementing national regulations
Personal Data Act (523/1999) and the Data Protection Act (XXX/2018), which will supersede the former
Act on the Openness of Government Activities (621/1999)
Regulations of the University of Helsinki
Regulations on Degrees and the Protection of Students’ Rights at the University of Helsinki
Decisions by the University and the rector concerning teaching and studying at the University of Helsinki
Standing regulations of the University of Helsinki faculties
The University of Helsinki processes personal data from which you can be identified directly or indirectly. Direct identifiers include the personal identity code and student number. We will also process your name and contact details, in addition to which the University processes other information related to your studies from which a third party may identify you by connecting the details.
The details most commonly processed in conjunction with studying and completed studies are the student’s name, student number and contact details, as well as details on the degrees pursued and the content of studies.
Here are examples of the data processed by the University of Helsinki:
Some required personal details come from yourself, which makes you responsible for their validity. A right to study is personal. Thus, your personal details must be valid.
Certain details have been collected from other parties, including:
The storage period for personal data stored in University of Helsinki systems and data processed manually is based on legislation in force and the archiving plan of the University of Helsinki.
In observance of the legislation concerning universities (Sections 25 and 27 of act 884/2017), the University of Helsinki stores the following personal details related to teaching permanently:
Information on storage periods for other data is available in the archiving plan of the University of Helsinki.
Personal data is primarily processed by the staff of Teaching and Learning Services and the teaching staff. In addition, personal data can be processed by the following units: IT Centre, HR Services, Financial Services, as well as Communications and Community Relations.
The University of Helsinki may also use external parties to process personal data, such as businesses that provide system services and process personal data on behalf of the University of Helsinki on the basis of a mandate.
The University of Helsinki discloses required student personal data to the following recipients, either through the national data warehouse for higher education or directly:
In addition, the University of Helsinki can disclose students’ personal data
The primary source of transferred data is the academic administration system Oodi and the Mobility Online mobility system. Student data to be permanently stored and the mobility periods of student exchange will be transferred to Virta, the national data warehouse for higher education.
According to its data protection policy, the University will exercise particular care if personal data is to be transferred outside the EU or the European Economic Area to countries where data protection regulations do not conform to the EU’s General Data Protection Regulation.
The transfer of personal data outside the EU or the EEA must be carried out in compliance with the requirements of the GDPR.
p. 02941 24140, email: email@example.com
Personal data are processed in conjunction with the application procedure to the international master's degree programmes of the University and as part of completing the student admission process. The data file is used for the production of statistical data for the purposes of disseminating information about educational opportunities, as well as for planning, evaluating and developing education.
Documents attached to applications can be used also for training the Admissions Services staff in the application process. No documents are disclosed outside Admissions Services.
Data pertaining to an applicant:
Data obtained from the applicant and study right register of Finnish higher education institutions (Studyinfo):
Lawful basis for the processing of personal data:
Task carried out in the public interest and exercise of official authority vested in the controller
Compliance with a legal obligation to which the controller is subject
Applicants use the system user interface to independently store their application data.
Data on higher education studies completed after 1995 by applicants with a Finnish personal identity code are transferred from the VIRTA student information system by automated means. Data are verified directly from the relevant controllers of data files who have given their permission. From the VIRTA database, personal data and data on study rights as well as on completed degrees and studies required for the admissions process are transferred via a technical interface.
Data provided by the applicants in their application or its attachments pertaining to international studies and degrees completed outside Finland can be verified from the awarding institution or from another relevant party
Applications and their attachments submitted by the deadline are stored in the University of Helsinki archives for 10 years.
Applicants’ identification data and data pertaining to student admissions are transferred to the Studyinfo system. Data and documents are disclosed to experts who assess applications.
With the applicant’s consent, data pertaining to them can be transferred to other third parties.
Address details can be disclosed to be used for marketing purposes by the University of Helsinki only with the consent of the data subject.
If the applicant has employed an official education agency partner of the University of Helsinki in the application process, data pertaining to the processing of the application can be disclosed to that partner.
Data on applicants are not regularly disclosed outside the European Union or the European Economic Area. However, the disclosure of data may be necessary, for example, for the verification of studies completed outside Finland when making decisions related to student admissions. We observe special care in conjunction with any disclosure of data. Data can be transferred to third parties outside the EU or EEA also with the express consent of the applicant.
Data stored in the University of Helsinki counselling psychologists’ client data file are processed for the purpose of maintaining the counselling psychologists’ client relationships. In addition, contact details and anonymised statistical data stored in the data file will be used to monitor the quality of the counselling psychologists’ services and to develop them further.
first name, last name, personal identity code, gender, faculty, degree programme, first year of current studies, student number, address, phone number, email address, details provided by the student when booking an appointment, appointments made with counselling psychologists and cancellations, consultation records made by counselling psychologists on sessions as well as on related events and tasks, summaries, recommendations and statements.
Counselling psychologists of the University of Helsinki maintain a client data file on individual consultations and comparable work, in addition to which they draw up consultation records on consultation sessions as well as related events and tasks. The counselling psychologists do this in their role as healthcare professionals, and in their work as psychologists they observe the following laws: the Act on Health Care Professionals (559/1994), the Act on the Status and Rights of Patients (785/1992) and the decree of the Ministry of Social Affairs and Health on patient records (298/2009). These records often contain information related to clients’ health.
As healthcare professionals, psychologists are obliged to observe the following legislation when providing consultation to individuals: the Act on Health Care Professionals (559/1994), the Act on the Status and Rights of Patients (785/1992) and the decree of the Ministry of Social Affairs and Health on patient records (298/2009). Consultation records related to group sessions outside individual counselling are based on students’ consent.
Methods of collecting personal data: data obtained from the data subject, consultation records on consultation sessions as well as related events and tasks, summaries, recommendations, statements
Data created in individual consultation sessions are stored in accordance with the laws concerning patient data. Group consultation data that are not considered patient data are stored for four years. Booking data collected through electronic forms and the Vihta system are erased every academic year. Details relevant to the counselling provided by the counselling psychologists, such as students’ personal data and other preliminary information provided by students, are transferred from the booking data associated with individual consultations to the Diarium booking system. In the case of groups, data obtained through the booking system are erased, with the relevant information stored in the counselling psychologists’ digital archive.
The client’s data can be disclosed to the client at their request. Information can also be disclosed, with the consent of the client, to officials with the statutory right to obtain information. In this case, the official must submit a written request, indicating the legislation on which the right to obtain information is based. Information may be disclosed without the consent of the client in cases with existing separate legislation on disclosing information or on the right to obtain information.
Statistical data where an individual’s personal data are not identifiable can be forwarded and used, for example, in reports and presentations which discuss the nature and extent of students' psychological counselling. In addition, information on clients who have provided a written consent for research use can be used in scientific studies and publications in unidentifiable form.
The data in the University of Helsinki counselling psychologists’ client data file will not be transferred outside the European Union or the European Economic Area.
The teacher training schools of the University of Helsinki need your personal data for the following purposes:
GENERAL UPPER SECONDARY EDUCATION
We store data pertaining to pupils’ and students’ school attendance, teaching arrangements and learning outcomes. The University of Helsinki teacher training schools are part of the University, and the schools conduct research with participation based on consent given by parents/carers and/or pupils and students.
GENERAL UPPER SECONDARY EDUCATION
Data processed in special categories of personal data:
The processing of personal data is necessary to carry out the statutory duties of the controller of the data file. The teacher training schools are part of the University of Helsinki, and personal data can also be processed for the purposes of scientific research in the public interest. Pupils and students or their parents and carers are always asked to give their consent for participating in a study.
Legislation pertaining to the operations of the teacher training schools:
For basic education:
For general upper secondary education:
Personal data are collected from pupils and students themselves and their parents and carers. Other key sources of data include the following:
We comply with the archiving plan of the University of Helsinki. Examples of stored data and storage periods:
Regular disclosure of data includes
We do not transfer or disclose personal data outside the EU.
The mission of the University of Helsinki is to promote independent academic research and interact with the surrounding society. In fulfilling its mission, the University processes the personal data of researchers and specialists active in the University community.
The University of Helsinki processes your personal data for purposes including the following:
In the case of the special responsibility area of the Helsinki University Central Hospital, we will process your publication data for the purposes of national publication data collection.
We process information that describes your activities as a university researcher or expert, research resources and outputs, and societal interactions. Directly identifiable information includes personal identifiers in the university's information systems and international researcher identifiers. We also process your name, unit, discipline (subject) and contact information.
Primarily, the basis for processing your personal data is legislation concerning the University of Helsinki, processing is necessary for the performance of a task carried out in the public interest or in certain special cases you have given your consent for the processing.
Some of the personal data are collected from you.
Certain details have been collected from other parties, including certain details pertaining to publications and social activity.
Information on storage periods for archived data is available in the archiving plan of the University of Helsinki behind this link (in Finnish, link takes you to Flamma).
Information on research activities are public, excluding e.g. confidential research plans or information separately agreed with the funder.
All data are normally stored within the European Economic Area (EEA).
The transfer of personal data outside the EU or the EEA must be carried out in compliance with the requirements of the GDPR, which means that we for example use EU Commission standard contractual clauses. We may also ask your consent, which may occur in conjunction with submitting a research funding application to a funding party located outside the EEA.
Helsinki University Museum and Art Room: firstname.lastname@example.org
Observatory customer service: email@example.com
At the Helsinki University Museum, personal data are processed for the following purposes:
Customers and collaboration partners
Customers and collaboration partners
Data relating to collections, including
Data on donors and lenders:
User data in the collection management system:
The processing of personal data relating to customers and collaboration partners is based on consent, a contractual relationship or legitimate interests.
In the case of collections, the processing of personal data is necessary for archiving purposes in the public interest.
In the case of staff, the processing of personal data is based on consent or a contractual relationship.
Museum customers, collaboration partners or donors provide their data independently (e.g., by filling a form or by email).
Data relating to the collections can be obtained from other archives, customers, collaboration partners or public sources. Donors provide information on the person whose property the donated material originally was.
Contact details relating to on-demand employees as well as events, prize drawings, feedback, communication, facility booking and invoicing are stored for as long as they are necessary for the planning and organisation of operations.
Data relating to collections are stored permanently.
As a rule, data on customers and collaboration partners are not disclosed outside the Museum. Data can be disclosed to collaboration partners, for example, for the purpose of organising joint events.
Data relating to the collections and donor data are disclosed in accordance with the general practices of museum operations. With the consent of donors, their contact details can be disclosed for research use or to another party requesting further information.
The names and contact details (phone number) of on-demand employees can be disclosed to other on-demand employees.
As a rule, personal data are not disclosed outside the EU. Personal data may be disclosed outside the EU when using an external service provider, for example, for surveys or registration. In such cases, the applicable safeguards are implemented (e.g., standard contractual clauses approved by the European Commission).
Copies of material included in the collections and data relating to the collections can be disclosed outside the EU as well.
Processing of applications, assessment of aptitude, and communication related to appointee selection.
We also wish to promote equality in our recruitment as well as ensure smooth integration into Finnish society for employees arriving from abroad.
Applicant’s personal data (name, gender, date of birth, nationality)
Applicant’s address and contact details (street address, country, locality, postcode, email and phone)
Applicant’s internet addresses (e.g., applicant’s LinkedIn profile)
Applicant’s educational background
Applicant’s prior work experience
Applicant’s language skills, IT skills and other skills relevant to the position
Applicant’s employment preferences
Attachments related to the application (e.g., CV, list of publications)
Other details the applicant considers relevant to the position
Certain data are required for related processes and communication. The rest, provided voluntarily by the applicant, help us assess the applicant’s aptitude for the position in question.
For external assessors involved in University of Helsinki recruitment processes, names and email addresses are stored in the system.
The processing of applicants’ personal data is based on consent given by the data subject.
Data are collected from the data subject.
In the case of persons employed by the University of Helsinki, their name, date of birth and contact details are transferred to the recruitment system from the University of Helsinki’s SAP HR human resources information system.
In certain recruitment processes, data are also collected with the applicant’s consent from separate external assessors in, for example, aptitude assessments or, in professor recruitment, external academic assessments.
In the case of applicants from outside the University, applicant profile data are stored for 24 months from the last login to the recruitment system. As a rule, application documents (attachments and personal profiles) are stored for 24 months from the appointment decision, with the exception of shortlisted applicants to professorships, whose data are stored permanently for archiving purposes. In the case of applicants employed by the University, personal data are stored for the duration of employment, and for no longer than 12 months from the termination of employment.
Data subjects have the right to access their personal data stored in the system by logging in to it. Data subjects can update and rectify their personal profile data at any time.
In the case of recruitment processes including an aptitude assessment or another assessment by experts, personal data can be disclosed to the assessors involved in the process. In such cases, data can be processed by the assessors within or outside the European Union.
As an institution under public law, all recruitments made by the University are public. This means that, when requesting data from applicants, the Act on the Openness of Government Activities (621/1999) requires the University to disclose application documents and any data pertaining to the recruitment process.
The data contained in the data file are stored within the European Union, and they are not transferred outside the EU or the European Economic Area. As an exception, personal data can be processed by external assessors outside the EU in conjunction with assessments associated with recruitment. When disclosing data outside the EU, we employ the protective measures required by law, such as the standard contractual clauses provided by the European Commission.
HR lawyer: firstname.lastname@example.org
The University of Helsinki processes your personal data to carry out activities related to human resources administration and employment affairs, as well as to fulfil its duties and obligations as an employer. The University of Helsinki utilises the data included in the data file when performing duties concerning data subjects required by legislation, collective agreements and separate decisions and regulations. Such duties include:
Data subjects employed by the University of Helsinki
Fee and grant recipients, researchers, docents, visiting professors and professors emeriti
Persons performing non-military service and agency contract workers
External parties attending training
Sensitive personal data: Health data and trade union membership data are processed in the HR systems.
Data subjects employed by the University of Helsinki:
Data subjects not employed by the University of Helsinki, such as grant-funded researchers, docents and fee recipients:
Personal data originate from the following sources:
Storage periods for data are described in the archiving plan of the University of Helsinki: https://flamma.helsinki.fi/content/res/pri/HY358990 (in Finnish only).
The storage periods are based on the Archives Act (831/1994) and other relevant legislation, as well as the University of Helsinki's guidelines and archiving plan. Personal data are only stored for as long as they are needed. Most common storage periods: Employees’ employment contract data are stored for at least 10 years after the termination of employment and payroll data for 50 years. However, working hour monitoring data are only stored for two years. In the case of applicants to professorships for whom assessor statements have been requested, application documents are stored permanently for scientific research purposes.
Data may be disclosed to other university units when needed. At the university, personal data can be collected and processed by those whose job duties require it, eg supervisors and HR personnel, IT Center.
Data is also disclosed to authorities, employer and employee organisations, insurance companies, banks, subcontracted companies and consultants within the limits set by valid legislation and to the extent required by the provision of services, f.ex. Kela, providers of occupational health and travel agency services and the Finnish Education Employers association.
Data will only be transferred outside the EU or the EEA in cases where legislation, tax treaties or social security agreements stipulate that employer obligations pertaining to the employee are to be implemented outside the EU or the EEA.
email@example.com, tel. 0294140855
The purpose of processing your personal data is election of members for the administrative bodies of the University of Helsinki.
The lawful basis for processing is that the processing is necessary to comply with a legal obligation. We process sensitive data if the data subject has manifestly made the data public.
The Universities Act, chapter 3 prescribes on the administrative bodies of the university and electing members for them. The regulations and electoral regulations for the University of Helsinki, decreed on the basis of the Universities Act, sections 13, 15, 27, 28 and 29, give more detailed instructions on elections. In addition the University organizes elections on the basis of the Act on Occupational Safety and Health Enforcement and Cooperation on Occupational Safety and Health at Workplaces.
The University of Helsinki processes the following data:
The following sensitive data may be processed, as candidates may make this data public in their presentations should they so wish:
The list is not exhaustive, even other data will be processed if processing is necessary for organizing elections.
The persons themselves:
The University staff data system
Minutes of the University Elections Committee
The University elections data system Vakka
Retention times for data are determined in the University Archiving plan (AMS). The archives institution orders which data or documents are retained permanently. In accordance with an order of the archives institution the University Archiving plan determines that elections documents are retained permanently.
Data on members elected to administrative bodies (name, staff group) is published on the University external webpages. Results of elections (name, staff group, number of votes) and data on members elected to administrative bodies is published on the University internal webpages. Publishing of the data is based on
If the processing of personal data is based on your consent, you have the right to withdraw your consent. Withdrawal of consent shall not affect the lawfulness of the processing carried out on the basis of the consent prior to its withdrawal.
You have the right to know whether your personal data is being processed and what data is processed. You may also request us to give you a copy of your personal data.
If there are inaccuracies or the personal data processed about you are incomplete you have the right to request us to rectify or complete your personal data.
You have the right to request the deletion of your personal data in the following cases:
a) the personal data are no longer necessary in relation to the purposes for which they were collected or otherwise processed
b) You withdraw your consent on which the processing was based and there is no other legal ground for the processing
c) You object for the processing and there are no overriding legitimate grounds for the processing
d) The personal data have been unlawfully processed
e) 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
You do not have the right to erasure, if the processing is necessary:
a) For compliance with a legal obligation which requires processing by law
b) For the performance of a task carried out in the public interest or in the exercise of official authority
c) For archiving purposes in the public interest, scientific of historical research purposes or statistical purposes if the erasure is likely to render impossible or seriously impair the achievement of the objectives of that processing
d) For the establishment, exercise or defense of legal claims
You have the right to restrict the processing of your personal data. This means that we retain your information but do not process it in any other way.
You have this right in the following cases:
a) The accuracy of the personal data is contested by you. Then the processing will be restricted until the accuracy of the data is verified.
b) The processing is unlawful and the data subject opposes the erasure of the personal data and requests the restriction of their use instead
c) The university no longer need the data for the purposes of the processing, but you need the data for the establishment, exercise or defense of legal claims
d) You have objected to processing that is based on legitimate interest. Then the processing will be restricted for the time it is verified whether the legitimate ground for the controller override those of the data subject
When the processing is done by automatically means and the processing is based on your consent or a contract between you and the University, you have the right to have your data that you have provided, in a structured, commonly used and machine-readable format and have the right to transmit this data to another controller.
When it is technically feasible, you have the right to have the data transmitted directly to the other controller.
You have the right to object for the processing of your personal data. Then we shall no longer process the data unless we demonstrate compelling legitimate grounds for the processing which overrides the interests, rights and freedoms of the data subject or for the establishment, exercise or defense of legal claims. University can also continue to process your personal data if it is necessary for the performance of a task carried out in the public interest.
You have the right to lodge a complaint with the Data Protection Ombudsman’s Office if you think your personal data has been processed in violation of applicable data protection laws.
Office of the Data Protection Ombudsman
Visiting address: Ratapihantie 9, 6. krs, 00520 Helsinki
Postal address: PL 800, 00521 Helsinki
Switchboard: 029 56 66700