Privacy notice for teaching and staff visits abroad
What should you know about the processing of your personal data?
Ä¢¹½Ö±²¥ collects personal data about you to carry out its tasks regarding international visits if its staff. You have rights to this data, such as the right to access the data and the right to be sure that it’s 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’s why you'll find the key points concisely summarized under each section. If you're interested in knowing more, follow the links in the sections or contact the Data protection officer.
Why we process your personal data?
The purpose of the processing of personal data in connection with visits abroad is to determine whether the planned visit meets the criteria set for the particular funding, define the amount of travel funding, and maintain visit-related statistics required by the financer. The data also enable due payment of travel claims and, as far as Erasmus+-funded travels are concerned, appropriate reporting as required by the financer.
What data we process and how long?
The Ä¢¹½Ö±²¥ (International Office) processes personal data of staff members who make international teaching visits or participate in staff training mobility abroad. A person involved in such a visit submits the personal data when filling in the related application form for travel funding as well as the Erasmus+ Mobility Agreement form.
The financer requires that the forms pertaining to staff mobility within the Erasmus+ programme be kept for 6 years as counted from the date of the agreement’s closing letter that will be sent after the final report has been approved and thus ending the contract period. The travel funding application forms intended for JYU’s internal use are kept for two years after which they are destroyed. Some parts of the data are archived in the JYU Registry Office and some parts in an electronic archiving system with identification information.
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 departments 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 from the Registry office's page or send your request informally.
Keep in mind that withdrawing your consent doesn’t change the processing that happened before the withdrawal.
Who can access your personal data?
The personal data connected to staff visits abroad may be processed only by specified persons for whose work tasks this is necessary. Access to personal data is protected by user IDs and passwords as well as user profiles in secured data transfers and information networks. Paper documents and printouts are stored in locked facilities and cabinets.
To whom we transfer your data?
Personal data related to staff visits are transferred within the University
- to the travel management system
- to the European Commission’s MobilityTool reporting system
- to the data warehouse
In addition, personal data are transferred to Excel worksheets that the International Office has designed for monitoring funding allocated to international staff mobility.
Find more information about the transfer of your personal data outside the university below.
How to contact us?
If you want more information about handling your personal data, don't hesitate to contact our Data protection officer via email or phone (040 805 3297).
You can directly contact the department in charge of your issue, instead of the Data protection officer. The JYU International Office acts as the responsible unit.
If you want to exercise your rights (withdraw your consent for example) you can contact the Registry office by email: