BEM information system – Privacy notice
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.
Why we process your personal data?
The University of Jyväskylä (JYU) uses the BEM information system for the management of facility services and maintenance and facility and equipment data for the entire lifespan of the facilities. As part of the BEM information system the users of the facilities can make service requests related to facilities used by the University on Jyväskylä. The service requester can choose whether to address the request to other services or to facility maintenance.
Personal data are used to identify the users in order to carry out service and maintenance activities in the facilities.
JYU is committed to collect and process your personal data in a fair and transparent manner and complying with related legislation. This privacy notice describes how the University manages your personal data according to data protection regulations.
What data we process and how long?
The time we store your personal data varies from two to six months. 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.
- 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.
Who can access your personal data?
The service requester can choose whether to address the request to other services or to the facility maintenance. The data included in requests addressed to other services are processed by the University staff authorised to deal with these data.
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.
To whom we transfer your data?
Within the university, your data is transferred the University staff authorised to deal with these data.
Outside the University, your personal data is transferred to the facility service partner.
However, as an exception to the BEM requests, orders for emptying the waste disposal containers under the waste management liability of JYU are made using a plone form on the JYU intranet. The form forwards the data directly to the customer service of the University’s contract partner (Paperinkeräys Oy).
You will find more information about data transfers below.
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 information of units
Below you find the contact information of the responsible unit. If you wish, you can directly contact the 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:
