JyU-guest network – Privacy notice

This privacy notice applies to the JyU-guest network of the University of Jyväskylä.

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?

In connection with the access management of the JyU-guest network, personal data is stored on staff members using the network who have created IDs and contact information for the guests.

The system and the data contained in it are used for granting access rights for users of the JyU-guest network.

The system is also used for customer service, dealing with problem situations, and for collecting log data in accordance with the University’s information security and data protection policy..

What data we process and how long?

The time we store your personal data is usually 18 months. To get more information about what personal data we collect and how long we keep certain information, check the sections below.

The data stored in the register consists of the data entered in the register and the system-generated user ID data. The data subjects on whom data is stored in the register are University staff members and JyU-guest network users.

The register contains the following information on the data subjects:

User ID of the persons who have created the ID
ID creation time stamp
Party hosting (sponsoring) the guest
Name of the person for whom the ID is generated
User ID and passwords required for the login.
Start and end date of the ID validity
The system stores in the log status data on ID creation events and any deletions.

All data is entered manually in the information system register. The personal data is retained in the system for 18 months after the expiry of the ID and after that date the information system removes the data automatically. The customer service supervisor or administrator can also remove the user ID via the service user interface before the above deadline and the measure is entered in the log. Log entries are automatically removed after 18 months.

The backup copies made from the information system and its register are retained for 180 days. No separate archive copies are produced. When separately requested, backup copies can be used for information security work so that the data integrity can be reviewed for a sufficiently long period and when reacting to information requests submitted by the criminal investigation authorities.

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?

Your personal data is handled by the personnel of the University of Jyväskylä's academic administration, Student and Academic Services, and in some cases, employees of faculties and independent institutes. Your data can also be processed by our teaching staff. The university’s Digital Services team also has access to your personal data to improve and maintain the study information systems.

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?

No data stored in the system is transferred to third parties.

No personal data is transferred 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.

1. The processing is necessary to implement a contract to which the data subject is a party, or to carry out the measures preceding the conclusion of the contract at the data subject’s request.

2. The processing is necessary to safeguard the legitimate interests of the controller or a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child.

The University has pledged to collect and process your personal data in a fair and transparent manner in accordance with the legislation on the processing of personal data. The manner in which the University administers your personal data in compliance with data protection regulations is described in this privacy notice.

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

Contact information of units

Below you find the contact information of the responsible unit. If you wish, you can directly contact the responsible 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