Ä¢¹½Ö±²¥

• Name
• Personal identification number /Date of birth
• Contact information
• Nationality
• Gender
• Copy of passport/ID card
• Studies accomplished
• Curriculum Vitae / work experience (for Summer School applicants)
• Study rights
• Mobility programme
• Length of the mobility period
• Home university data, e.g. university’s name, country, contact person and contact information
• Contact person and contact information in case of emergency
• Bank account details (for students receiving a grant from the Ä¢¹½Ö±²¥)
• Study plan
• Language skills
• Grounds for seeking to the student mobility period
• Possible special arrangements concerning the mobility period (if the student applies for an inclusion grant)
• Degree certificate and/or a transcript of records from prior studies
• Travel insurance information (for students to whom the Ä¢¹½Ö±²¥ obtains travel insurance)
• Grant agreement or grant acceptance form (for students receiving a grant from the Ä¢¹½Ö±²¥)
• Information on applying for housing, e.g. dates, preferences
• Receipt of possible Student Union fee
• Information on possible participation in August language courses
• Information on possible dissertation supervisor at the Ä¢¹½Ö±²¥
• Grant decision (for students receiving a grant from the Ä¢¹½Ö±²¥)
• Sanctions screening (legal obligation) which are based on based on identity, nationality, domicile, or address
  Where do we get the personal data from? Sanction lists (held by international organisations such as the EU and UN, as well as national organisations such as Office of Foreign Assets Control (OFAC), registers held by credit-rating agencies and other commercial information providers providing information on e.g. beneficial owners and politically exposed persons. From the person him-/herself or from organization to which a person is connected in a manner relevant to sanctions.

Personal data are kept as follows:

• Data are kept in electronic form in the Mobility-Online system and on an online drive of the International Office.
• Erasmus+ programme for global mobility: 6 years from the approval of the final report of the financing plan, and 10 years as regards the grant decision and the final report.
• FIRST+ programme: 6 years
• Norplus programme: 5 years from the approval of the final report of the financing plan
• Other programmes: 5 years
• For grant administration, data are also kept on paper. Documents related to grant administration are kept for 6 years.

Processors of personal data

The processing of personal data has been outsourced by a data processing agreement (DPA) to the following organisations:

• Certia: A data processing agreement has been signed with Certia. Personal data are delivered for the payment of grants. Certia will receive the following data:
  • Name
  • Personal identification number / date of birth
  • Contact information
  • Gender
  • Nationality
  • Tax municipality
  • Bank account details
  • Grant sum
  • Grant period
  • Mobility programme
  • Grant decision
    
     

Delivery of personal data

• Data are also delivered to the national database of higher education institutes, the VIRTA study data service, for reporting purposes as follows:
  • Name
  • Personal identity number
  • First language
  • Contact information
  • Nationality
  • Gender
  • Study rights
  • Educational level in a Finnish higher education institute
  • Degrees accomplished
  • Mobility programme
  • Length of the mobility period
  • Direction of mobility
  • Exchange destination
• Student data for reporting and statistical purposes are delivered to the Finnish National Agency for Education, which coordinates financing schemes for student mobility. These data include, depending on the programme:
  • Name
  • Personal identity number / date of birth / age
  • Contact information
  • Nationality
  • Gender
  • Studies accomplished
  • Study rights
  • Mobility programme
  • Length of the mobility period
  • Possible special arrangements concerning the mobility period (if the student applies for an inclusion grant)
  • Number of children (if the student applies for an Erasmus grant for students with family)
  • Exchange destination
  • Grant agreement or grant reception form
  • Language used in studies or training in the host organisation
  • Exchange report
  • Transcript of records from the exchange destination
  • Certificate of the exchange period
  • Possible reason for interrupted mobility period (force majeure)
• The following data are delivered to the European Commission’s Mobility Tool system as regards Erasmus+ exchange students or interns to whom the Ä¢¹½Ö±²¥ pays a grant in order to meet the terms of the financing plan and also for reporting and statistical purposes:
  • Name
  • Date of birth
  • Contact information
  • Nationality
  • Gender
  • Field of studies
  • Level of studies
  • Distance between the home university and the host university (distance band) or an account if the distance deviates from this
  • Grant sum
  • Mobility programme
  • Length of the mobility period
  • Information about possible inclusion grant
  • Previous attendance in a mobility period supported by Erasmus programme
  • Home university information
  • Exchange or internship destination
  • Language used in studies or training in the host organisation
  • Possible reasons for interrupted mobility period force majeure
• The following data are delivered to the European Commission’s Online Linguistic Support system as regards Erasmus+ exchange students or interns in order to meet the terms of the financing plan and also for reporting and statistical purposes:
  • Email address
  • Primary and/or secondary working language during the mobility period
• The Mobility-Online portal. A DPA has been signed on the processing of personal data with SOP Hilmbauer & Mauberger GmbH & Co KG. The data are delivered for the needs of student mobility agreements and for related implementation under these agreements. If the implementation of a student mobility agreement is not concerned, the processing of personal data takes place based on data subject’s consent for one or more specific purposes (GDPR EU 2016/679, Article 6a). SOP is provided with the following data:
  • Name
  • Personal identification number / date of birth
  • Contact information
  • Nationality
  • Gender
  • Copy of passport/ID card
  • Studies accomplished
  • Curriculum Vitae/ work experience (for Summer School applicants)
  • Study rights
  • Mobility programme
  • Length of the mobility period
  • Home university data, e.g. the university’s name, country, contact person and contact information
  • Contact person and contact information in case of emergency
  • Bank account details (for students receiving a grant from the Ä¢¹½Ö±²¥)
  • Study plan
  • Language skills
  • Grounds for seeking to the student mobility period
  • Possible special arrangements concerning the mobility period (if the student applies for an inclusion grant)
  • Degree certificate and/or a transcript of records from prior studies
  • Travel insurance information (for students to whom the Ä¢¹½Ö±²¥ obtains a travel insurance)
  • Grant agreement or grant reception form (for students receiving a grant from the Ä¢¹½Ö±²¥)
  • Information on housing application, e.g. dates, preferences
  • Receipt of possible Student Union fee
  • Information about possible participation in August language courses
  • Information about a possible dissertation supervisor at the Ä¢¹½Ö±²¥
  • Number of possibly accompanying children (ISEP programme)
  • Grant decision (for students receiving a grant from the Ä¢¹½Ö±²¥)
• Housing providers (KOAS and Soihtu for exchange students, visiting postgraduate students, interns and others applying for housing within the University’s quota for KOAS and Soihtu. Summer and winter school participants if the student applies for housing through the university.) The data are delivered for booking purposes. Personal data are processed based on data subject’s consent for one or more specific purposes (GDPR EU 2016/679, Article 6a).
  • Name
  • Personal identification number /Date of birth
  • Contact information
  • Nationality
  • Gender
  • Mobility programme
  • Length of the mobility period
  • Name of the home university
  • Host department / Faculty
  • Needed housing period
  • Preferences for housing
  • Information about whether the Ä¢¹½Ö±²¥ pays the rent, a deposit or the Student Union fee
  • Information about paid rent
  • Student tutor’s name and contact information
• Student tutors. Processing is necessary in order to implement an agreement (student mobility agreement) involving you, and in order to perform necessary actions preceding this agreement based on your application (GDPR EU 2016/679, Article 6, Section 1 b). If the implementation of a student mobility agreement is not concerned, the processing of personal data takes place based on data subject’s consent for one or more specific purposes (GDPR EU 2016/679, Article 6a).
  • Mobility programme
  • Length of the mobility period
  • Name
  • Contact information
  • Gender
  • Nationality
  • Name of the home university
  • Host department / faculty
  • Degree programme at the Ä¢¹½Ö±²¥
  • Courses attended (for Summer School participants)
• Student Union. The data is provided so that the Student Union can charge the membership fees from the University. This concerns students whose fees the University is obliged to pay under the student mobility agreement or exchange programme terms. Processing is necessary in order to implement an agreement (student mobility agreement) involving you, and in order to perform necessary actions preceding this agreement based on your application (GDPR EU 2016/679, Article 6, Section 1 b).
  • Name
  • Mobility programme
  • Length of the mobility period
  • Information about the Student Union fee, if the Ä¢¹½Ö±²¥ pays it on behalf of the student

In addition, the Ä¢¹½Ö±²¥ 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 the context of student mobility to the Ä¢¹½Ö±²¥, your personal data can be delivered to the sending organisation located outside the EU/EEA area, because it is necessary for implementing an agreement between you and the exchange university or for carrying out necessary preceding actions thereof or for the conclusion or performance of a contract concluded in the interest of the data subject between the universities (GDPR EU 2016/679, Article 49, Section 1b/1c). The transferrable part of your personal data comprises a transcript of records and a certificate on the length of the mobility period, and these will be sent by mail and/or email.

Personal data processors and transfers outside the EU/EEA