Outgoing student mobility - Privacy notice

This privacy notice applies to all students of the Ģ��ֱ�� who go abroad on exchange.

Published

28.9.2023

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

From the time you start your studies until you finish them, 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 processes personal data concerning outgoing student mobility. Some parts of the data come from the University’s student register, and other parts you submit yourself when seeking to a student mobility period abroad. Your personal data are used during the student mobility process for contacts with the host organisation (e.g. nomination as an exchange student at the host university, checking and submitting the application documents), and also in reporting to the financing organisation. A financing organisation refers, for example, to bodies that grant funding to universities for student mobility, such as the Finnish National Agency for Education, the Nordic Council of Ministers, and the European Commission. The data received directly from the student register include personal data and contact information, data related to the progress of studies, student achievement and study rights.

What data we process and how long?

The time we store your personal data varies from two years to ten years. To get more information about what personal data we collect and how long we keep certain information, check the sections below.

Name
Personal identity code / Date of birth
Contact information
Nationality
Gender
Study attainments
Study rights
Mobility programme
Length of the mobility period
Name and contact details of a person to be contacted in case of emergency
Bank contact information
Study plan
Language skills
Grounds for seeking to the student mobility period
Possible special arrangements for the mobility period (if the student is applying for an inclusion grant)
Number of children (if the student is applying for an Erasmus grant for students with family)
Degree certificate and/or transcript of records for previously completed studies
Exchange destination
Travel insurance information
Grant agreement or grant reception form
Language of studies or training in the host organisation
Exchange report
Transcript of records from the host organisation
Certificate of the exchange period
Reason for possible interruption of the mobility period
Grant decision

Personal data are kept as follows:

Data are kept mainly in an electronic form in the Mobility-Online system and on the online site of the Student and Academic Services.
Erasmus programme: 6 years, for grant decision and final report 10 years
Other programmes coordinated by the international services of the Finnish National Agency for Education: 6 years or until the student has graduated.
Outgoing students’ applications (other than EDUFI-funded programmes): 2 years or until the student has graduated.
For grant administration, data are kept also on paper. Documents related to grant administration are kept for 6 years.

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.
Right to withdraw consent

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.

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?

At the Ģ��ֱ��, your personal data are processed for student mobility

at University Services
at faculties and independent institutes

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��ֱ��. For more information, see the links below.

Data warehouse of the Ģ��ֱ��

We transfer your personal details to several bodies outside the university, such as the internationalisation services of the Finnish National Agency for Education.

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

Processors of personal data

Certia: A data processing agreement has been signed with Certia Oy. The data are delivered for the purpose of grant payments. Certia is submitted with the following data:
- Name
- Personal identity code / Date of birth
- Contact information
- Gender
- Nationality
- Tax municipality
- Bank contact information
- Grant sum
- Grant period
- Mobility programme
- Grant decision
Mobility-Online mobility management system. A data processing agreement has been signed with SOP Hilmbauer & Mauberger GmbH & Co KG. The data are delivered for the purpose of signing the student mobility agreements and to implement student mobility accordingly. SOP is submitted with the following data:
- Name
- Personal identity code / Date of birth
- Contact information
- Nationality
- Gender
- Study attainments
- Study rights
- Mobility programme
- Length of mobility period
- Name and contact details of a person to be contacted in case of emergency
- Bank contact information
- Study plan
- Language skills
- Grounds for seeking to the student mobility period
- Possible special arrangements for the mobility period (if the student is applying for an inclusion grant)
- Number of children (if the student is applying for an Erasmus grant for students with family)
- Degree certificate and/or transcript of records for previously completed studies
- Exchange or training destination
- Dates of the mobility period
- Information about the training organisation, e.g. size, type, field, contact details
- Travel insurance information
- Grant agreement or grant reception form
- Language of studies or training in the host organisation
- Exchange report
- Transcript of records from the exchange destination
- Certificate of the exchange period
- Reason for possible interruption of the mobility period
- Grant decision

Delivery of personal data

Data are delivered to the VIRTA study data service, the national databank for higher education institutes, for reporting purposes. Delivered data include the following:
- Name
- Personal identity code
- First language
- Contact information
- Nationality
- Gender
- Study rights
- Completed degrees
- Mobility programme
- Length of mobility period
- Exchange destination
For reporting and statistical purposes and depending on the programme, the following student data are delivered to the internationalisation services of the Finnish National Agency for Education, which coordinates funding programmes for student mobility:
- Name
- Personal identity code / Date of birth / Age
- Contact information
- Nationality
- Gender
- Study attainments
- Study rights
- Mobility programme
- Length of mobility period
- Possible special arrangements for the mobility period (if the student is applying for an inclusion grant)
- Number of children (if the student is applying for an Erasmus grant for students with family)
- Exchange destination
- Grant agreement or grant reception form
- Language of studies or training in the host organisation
- Exchange report
- Transcript of records from the exchange destination
- Certificate of the exchange period
- Reason for possible interruption of the mobility period in a force majeure case
In order to meet the terms of the funding programme and for reporting and statistical purposes, the following personal data of students participating in the Erasmus+ student exchange or internship programmes are delivered to the European Commission’s Mobility Tool system:
- Name
- Date of birth
- Contact information
- Nationality
- Gender
- Field of studies
- Level of studies
- Mobility programme
- Length of mobility period
- Possible inclusion grant
- Number of children if any (if the student is applying for an Erasmus grant for students with family)
- Previous participation in a mobility period supported by the Erasmus programme
- Home university contact information
- Exchange or training destination
- Grant sum
- Language of studies or training in the host organisation
- Reason for possible interruption of the mobility period in a force majeure case
In order to meet the terms of the funding programme and for reporting and statistical purposes, the following personal data of students participating in Erasmus+ student or intern exchange programmes are delivered to the European Commission’s Online Linguistic Support system:
- Email address
- Primary and/or secondary working language during the mobility period
The following personal data of students participating in the Nordplus programme are delivered to the Espresso system:
- Age
- Gender
- Home university
- Exchange or training destination
- Length of mobility period
- Level of studies
- Field of studies
- Number of study years before the mobility period
- Grant sum
- Type of student mobility (studying/training)
The following data are delivered to the nomination and application systems of exchange programmes and host universities.
- Name
- Date of birth
- Contact information
- Nationality
- Gender
- Study attainments
- Study rights
- Mobility programme
- Length of mobility period
- Name and contact information of a person to be contacted in case of emergency
- Study plan
- Language skills
- Grounds for seeking to the student mobility period
- Possible special arrangements for the mobility period (if the student is applying for an inclusion grant)
- Number of children (if the student is applying for an Erasmus grant for students with family)
- Degree certificate and/or transcript of records for previously completed studies
- Exchange destination
- Travel insurance information
- Language of studies or training in the host organisation
- Certificate of nomination or a reference letter
- Copy of passport or passport number
- Possible need for housing
The following data can be delivered to other students going for an exchange to the same exchange or internship destination:
- Name
- Email
- Exchange or internship destination
- Mobility programme

In addition, the Ģ��ֱ�� may disclose personal data for scientific research and statistical purposes pursuant to the Act on the Openness of Government Activities (621/1999) and to fulfil other statutory data disclosure obligations.

In student mobility to outside the EU/EEA area, your personal data can be delivered to the host organisation. The transfer of your data is based on your explicit consent (GDPR EU 679/2016, Article 49, Section 1b). The data to be transferred comprise those requested by the host organisation, which may include personal data, data on study rights and study achievements. The data can be transferred by email so that the files are encrypted where necessary and by electronic systems.

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.

The processing is necessary in order to implement an agreement (student mobility agreement) involving you and to carry out appropriate measures preceding this agreement on the basis of your application (GDPR EU 2016/679, Article 6, Section 1b). Personal data can be processed also based on your implied or specific consent (GDPR, Article 6, Section 1a, or Article 9, Section 1a). In addition, the processing of personal data may be necessary to protect the data subject’s vital interests in a crisis situation (GDPR, Article 6, Section 1d).

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

Below you find the contact information of the responsible unit. If you wish, you can directly contact the responsible unit (Student and Academic Services) 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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