Registry office and archive – Privacy notice

This privacy notice applies to the Registry office and archive of the University of Jyväskylä.

Published

23.8.2023

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

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?

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. This privacy notice describes how the registry office and archives of the University of Jyväskylä manage your personal data in accordance with the data protection regulations.

The authorities must keep lists of matters that have been submitted and accepted for processing and matters that have been processed and finalised, or otherwise see to it that the public documents they have produced are easily accessible. This can only be achieved if the documents are registered in a case management system or otherwise reliably archived (on the basis of time, number or name) and if the archived documents are catalogued.

In registration, the correspondence and decisions on the matters processed by the University and the stages of the processing are recorded in the case management system. In the system, matters initiated by the University and documents related to them are registered on a daily basis. The case management system also serves as a tool for searching information from the documents and for monitoring the processing of matters.

What data we process and how long?

The times we store your personal data are specified in the University of Jyväskylä information management plan (and filing plan). 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 comprises the documents received by the University of Jyväskylä and the documents created in the University. The documents are supplied by customers, University staff members, and organisations in and outside Finland.

The following data is entered in the case management system:

The party initiating the matter (customer), which can be a natural person (name of the person).
Contents and type of the document (title and description).
Document arrival/preparation date.
Interim measures taken.
The documents may contain personal data that has been submitted/requested during the processing of the matter.
The documents may contain sensitive personal data and these parts of the documents are kept secret.

The document retention periods are specified in the University of Jyväskylä information management plan (and filing plan). The National Archives decides which documents of the University of Jyväskylä must be permanently archived.

Documents and material retained for a specific period are destroyed at the end of the retention period set out in the filing plan/information management plan if they are no longer needed by the University or for legal or other reasons.

Documents and material for which no retention periods have been specified in the filing plan or otherwise, are destroyed or transferred to the permanent archives after the responsible University archivist has, in cooperation with the University Museum and the relevant unit, determined the archival value of the material.

Documents selected for permanent archiving are transferred to the University of Jyväskylä permanent archives or electronic archives.

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?

The University’s case management system is used by the registry office and the office staff has access to the personal data. Relevant University staff members or user groups are provided with reading rights to the documents if they must have access to them on account of their work tasks.

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?

The case management system registry is a publicly accessible document. However, the system itself is not freely accessible, which means that the registry can only be viewed in the University’s registry office. Under the Act on the Openness of Government Activities, public documents stored in the case management system or the permanent archives can be viewed in the manner agreed with the registry office staff.

Access to the permanent archives and the day-to-day archives is managed by means of access control. Staff members of the registry office and archives have access to the facilities.

Public documents kept in the archives can be loaned to public authorities and University staff members for work-related purposes. The registry office and archives keep a list of the loans. Documents are not loaned to private persons. Outsiders may only enter the archive facilities when accompanied by staff members.

Most of the documents listed in the registry are public documents. However, among them there may also be documents that are confidential in full or in part. Designating documents as confidential is based on the Act on the Openness of Government Activities (621/1999).

The details of the processing carried out by the processor must be specified in a written agreement, which is binding on the processor in relation to the controller and which sets out the object of processing, duration of the processing, type and purpose of the processing, type of personal data and the groups of data subjects concerned, as well as the rights and obligations of the controller. The University of Jyväskylä has concluded an agreement with Innofactor on the development and maintenance of the information systems.

The registry office and archives of the University of Jyväskylä do not transfer personal data 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.

The University of Jyväskylä observes the Archives Act (831/1994), Act on the Openness of Government Activities (621/1999), Administrative Procedure Act (434/2003), Act on the Protection of Privacy in Working Life (759/2004), and the Act on Electronic Services and Communication in the Public Sector (13/2003) and good information management practices. The purpose of the document administration and archives of the University of Jyväskylä is to serve the University organisation, other public authorities, private parties seeking information, and scientific research as an information source.

The following requirements also apply as the legal basis for processing personal data:

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.
The processing is necessary so that the controller can fulfil its legal obligations.
The processing is necessary to perform a task carried out in the public interest or to exercise public authority vested in the controller.
The processing is necessary on the basis of the data subject’s consent or explicit consent.

The case management system of the University is used by the registry office. Documents of the University, documents pertaining to key administrative decision-making and documents requiring concrete action are entered in the system.

The case management system comprises a registry, a document database and an agreement management system. Matters submitted for processing, matters in processing, and relevant documents are entered in the registry.

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 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

Registry office and archive – Privacy notice

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

How to find the information you are looking for?

Why we process your personal data?

What data we process and how long?

Personal data we process

Time we store your data

What rights you have and how to exercise them?

Who can access your personal data?

To whom we transfer your data?

On what basis we process your personal data?

More information about the basis of processing

How to contact us?

Registry office

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