Access to education on an equal basis - individual arrangements – Privacy notice

These privacy notice matters are stipulated nationally in the Non-discrimination Act (2014/1325, Section 15), according to which the University has to make appropriate and contextually necessary reasonable adaptations, so that persons with disabilities can, for instance, have access to education on an equal basis with others

Published

23.8.2023

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

From the time you start your studies until you finish them, the University of Jyväskylä 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 University of Jyväskylä.

Contact the data protection officer

Why we process your personal data?

We process your personal data you have submitted so that we can take care of individual arrangements related to entrance examinations. The processing of data is based on the data you give in your application and related attachments (such as a medical certificate and expert statements). Based on your consent, your data can also be used for contacts in order to plan individual study arrangements when you accept the study place.

What data we process and how long?

You submit the personal data in your application and related attachments. These include: Applicant’s data, a description and justification of the arrangements needed, and other considerations. Additionally, the attachments may include, for example, a copy of a medical certificate. Your application and related attachments will be kept in Admission and Student Services for a year after the entrance examination, if they are needed as justifications for individual study arrangements. After this the data will be erased safely in terms of data protection.

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.

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 application will be processed by the staff of Student and Academic Services. A recommendation on the need for special arrangements is submitted to persons in charge of administering the faculties’ entrance examinations, who will take care of the practical arrangements.

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?

If you apply for individual arrangements for the time of your studies, your data will be processed in collaboration with you.

In other respects, data about special arrangements can be used for statistical purposes, and they are not delivered outside the University in any form enabling personal identification.

Personal data can be transferred outside the EU/EEA, if you expressly ask for it so as to have equivalent arrangements in the place of your exchange study period. In such situations, it will be investigated case-specifically and in collaboration with you as to whether the transfer can be made in compliance with the GDPR, that is, ensuring adequate data protection in the host country.

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 university’s right to process personal data as a controller is based

on the necessity to perform a task carried out in the public interest or in the exercise of official authority (Article 6(1)(e))
on the necessity to comply with a legal obligation (General Data Protection Regulation, Article 6(1)(c))
on the consent given by the data subject (Article 6(1)(a).

The university has a right as controller to process special categories of personal data when

the processing is necessary for reasons of substantial public interest (Article 6(2)(g)), or the processing of data is provided by law or derives directly from a statutory duty set out for the controller by law (section 6(1) of the Finnish Data Protection Act (1050/2018)).

Main statutes

Universities Act (558/2009) and the decrees given under it
Government Decree on University Degrees (794/2004)
Act on the National Registers of Education Records, Qualifications and Degrees (884/2017, chapter 5)
General Data Protection Regulation (EU) 2016/679 and supplementary national legislation
Act on the Openness of Government Activities (621/1999)
Non-Discrimination Act (1325/2014), section 15

The applications for and decisions are confidential (Act on the Openness of Government Activities, 621/1999, Section 24.1, Subsection 25).

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 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