Executive MBA – Privacy notice

This privacy notice applies to the Executive MBA training.

Published

23.8.2023

What should you know about the processing of your personal data?

The Ģ��ֱ�� collects personal data about you to carry out its duties. You have rights to this data, such as the right to access the data and the right to be sure that it is stored securely and only for the necessary time. Above all, you have the right to know the following:

what information we collect about youand why,
for how long, and where we keep this information, and
to whom we share this information.

All of these points are explained in this privacy notice.

How to find the information you are looking for?

We have created this privacy notice to be as easy as possible to use and understand. That is why you will find the key points summarised under each section. If you are interested in knowing more, please follow the links in the sections or contact the data protection officer of the Ģ��ֱ��.

Contact the data protection officer

Why we process your personal data?

The University has pledged to collect and process your personal data in a fair and transparent manner in accordance with the legislation on the processing of personal data. This privacy notice describes how the registry office and archives of the Ģ��ֱ�� manage your personal data in accordance with the data protection regulations.

The authorities must keep lists of matters that have been submitted and accepted for processing and matters that have been processed and finalised, or otherwise see to it that the public documents they have produced are easily accessible. This can only be achieved if the documents are registered in a case management system or otherwise reliably archived (on the basis of time, number or name) and if the archived documents are catalogued.

In registration, the correspondence and decisions on the matters processed by the University and the stages of the processing are recorded in the case management system. In the system, matters initiated by the University and documents related to them are registered on a daily basis. The case management system also serves as a tool for searching information from the documents and for monitoring the processing of matters.

What data we process and how long?

The document retention periods are specified in the Ģ��ֱ�� information management plan (and filing plan). To get more information about what personal data we collect and how long we keep certain information, check the sections below.

What rights you have and how to exercise them?

You have the following rights:

Right to access your data.
Right to have any incorrect information corrected.
Right to have your data erased (right to be forgotten), in certain situations.
Right to restrict processing.
Right to have the responsible unit inform the party to which your data is disclosed of your data being corrected, erased, or the processing being restricted.
Right to object processing, e.g. direct marketing.
Right to have your data transferred from one system to another, when processing is based on an agreement or your consent.
Right to be notified of any information security breaches resulting in a high risk.
Right to file a complaint with the supervisory authority.

You can exercise your rights by sending a request to the university's Registry Office. You can use the form on the Registry Office's website or send your request informally. Keep in mind that withdrawing your consent doesn’t change the processing that happened before the withdrawal.

You can also unsubscribe the newsletter (unsubscribe link at the end of the letter) or notify us by email at any time at viestinta@jyu.fi.

Get to know your rights

Use the form of the Registry Office

Send an informal request to the Registry Office

Who can access your personal data?

Your personal data is handled by the personnel of the Ģ��ֱ��'s academic administration, Student and Academic Services, and in some cases, employees of faculties and independent institutes. Your data can also be processed by our teaching staff. The university’s Digital Services team also has access to your personal data to improve and maintain the study information systems.

Also, the service providers we use can access your personal data in their role as data processors. However, these providers do not actively process your personal data, but they have access to it for maintenance reasons.

Learn more about data processors

To whom we transfer your data?

Within the university, your data is transferred to the data warehouse of the Ģ��ֱ��, and, with your consent, to the Jyväskylä University Library and the alumni register. For more information, see the links below.

Customer information system of the university library

Data warehouse of the Ģ��ֱ��

We transfer your personal details to several bodies outside the university, such as the Ministry of Education and Culture, Statistics Finland, the Social Insurance Institution of Finland, the Finnish Student Health Service, universities that are part of the JOO agreement, the Student Union of the Ģ��ֱ��, the National Union of University Students in Finland, and the Finnish Immigration Service.

Find more information about the transfer of your personal data outside the university below.

We transfer data about your study rights, registrations, and completed degrees and studies to the Ministry of Education and Culture for the national Virta data warehouse for higher education institutions. From Virta, the data is transferred for the use of the national student admissions register and the joint student admissions services of higher education institutions as well as the Ministry of Education and Culture.

Through Virta, your data is transferred to Statistics Finland, the Social Insurance Institution of Finland, LUMA research project, student monitoring surveys, and statistical and research use. Data about student mobility is shared with the international services of the Finnish National Agency for Education.

Personal data about students who are entitled to student health care services is transferred from Virta to the Finnish Student Health Service. This data includes personal identification number, surname, first names, gender, native language, national learner ID, type of study right, start date of study right, registration for attendance or non-attendance, institution, education code, study place (campus), and the study right's field classification for higher education steering.

Your personal data can also be shared for scientific or historical research or statistics based on a separate request for data. In connection of each data request, it is verified that the recipient has the right to process the data.

We share your personal data with higher education institutions as agreed in national agreements (e.g., the JOO agreement). We also transfer your personal data to the Student Union of the Ģ��ֱ�� (JYY) for its member and election register, and to the Jolla student register of the National Union of University Students in Finland, from which the data is used to verify student status when you are using Oy Frank Students AB services.

With your consent, we share your personal data with the customer information system of the Jyväskylä University Library and the alumni register of the Ģ��ֱ�� and/or employers for employment or training offers.

In addition, we provide information from the student admissions register and the national data reserve of higher education institutions to the Finnish Immigration Service. The Finnish Immigration Service uses information on the student’s right to study, acceptance of a study place, registration for attendance or non-attendance, and tuition fees when determining the conditions of residence and residence permit and in later monitoring.

We transfer your personal data outside the EU/EEA only in strictly defined situations. You can find a list of transfers outside the EU/EEA through the link below.

Personal data processors and transfers outside the EU/EEA

On what basis we process your personal data?

We process your personal data based on legal grounds, agreements, or your consent. If you want to dive deeper into our legal bases, such as the relevant legal provisions, you can find more information through the menu below.

Our right to process your personal data is based on:

compliance with legal obligations (EU General Data Protection Regulation Article 6.1 c, Universities Act 558/2009, Universities Decree 115/1998, Government Decree on University Degrees 794/2004, Degree Regulations of the Ģ��ֱ��, Act on Information Management in Public Administration 906/2019),
task carried out in the public interests or in the exercise of official authority (GDPR Article 6.1 e), and
a contract or consent in certain situations (GDPR Articles 6.1 a and b).

In addition, we have the right to process special categories of personal data when it is necessary for reasons of substantial public interest (GDPR Article 9.1 g) or with the explicit consent of the data subject (GDPR Article 9.1 a).

We also perform sanctions screening based on legal obligations. Sanctions screenings are based on identity, nationality, domicile, or address.

Some of the data we process, such as account numbers, medical certificates (absences during the first year, medical records appended to applications for extending the duration of studies), and decisions on special personal arrangements, are confidential (Act on the Openness of Government Activities 621/1999, Section 24).

How to contact us?

If you want more information about the processing of your personal data, do not hesitate to contact our data protection officer via email or phone (+358 40 805 3297).

Contact our data protection officer

Contact information of units

Below you find the contact information of each unit. If you wish, you can directly contact the appropriate unit instead of the data protection officer.

If you want to exercise your rights (withdraw your consent for example) you can contact the Registry Office by email:

Send a request to the Registry Office

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