Register Description and Data Protection Notice for the Registration Database of the Open University at Åbo Akademi University
Register Controller
The Open University at Åbo Akademi
Tehtaankatu 2
20500 Turku
Phone: +358 2 215 4666
Email: opu@abo.fi
Contact Person for Register Matters
Education Manager Majlen Saarinen
The Open University at Åbo Akademi
Tehtaankatu 2
20500 Turku
Phone: +358 2 215 4500
Email: majlen.saarinen@abo.fi
Contact Information
The Open University
Phone:+358 2 215 4666
Email: opu@abo.fi
Data Protection at Åbo Akademi
Data Protection Officer at Åbo Akademi University: dataskydd@abo.fi, +358 2 215 31 (switchboard)
Name of the Register
Registration database for the Open University at Åbo Akademi University
Purpose of Processing Personal Data
The registration database is needed for management of study administrative tasks.
Examples of tasks where the database is used:
- determinationofthenatureofaperson’srightto study
- the contact informationofthestudentsisusedtoadministercourseinformation,coursematerialsand/orinvoices
- personal identity codeisneededforICTServices’administrationofuserrights
- registrationofstudentsandtheirachievements
- statistics.
Legal Basis for Processing according to Article 6 of the General Data Protection Regulation (GDPR)
( ) The data subject has given consent
( ) A contract with the data subject can be fulfilled
( ) The data controller can fulfill a legal obligation
( ) Vital interests of the data subject should be protected
(X) A task of general interest should be able to be performed
( ) A task in connection with the exercise of official authority should be able to be performed
( ) Legitimate interest for the processing outweighs the data subject’s interest in protection against infringement of personal integrity
Content of the Register
The following information is stored in the register:
- course for which you sign up
- name
- citizenship
- mother tongue
- municipality of residence
- personal identity code, or date of birth
- address
- telephone number
- e-mail address
- information on previous education
- information about other educations.
Regular Data Sources
The information in the register is provided by the students in connection with registration for courses.
Retention Period of Personal Data
The data is deleted from the registration database after each academic year. However, participant lists for courses can be saved at the Open University office and by Education Planners for three years.
Processors of Personal Data
The personal data in the registration database is processed by the Open University’s Education Planners and Office. The Education Planners use the contact information in the registration database to convey information about courses. The Open University Office uses the information in the database to register participants in courses, register students for attendance, create documentation for invoicing and, if necessary, transfer the information to the ICT service to create user rights.
Regular Disclosure of Personal Data
- Contact information can be provided to external lecturers for communication regarding courses to course participants.
- The necessary information to create user rights and accounts is disclosed to the ICT service at Åbo Akademi University.
Regular Transfer of Personal Data outside the EU or EEA
The data is not transferred.
Regular Transfer of Personal Data to a Third Country or an International Organization
The data is not transferred.
Principles of Register Protection
When processing the data in the register, the Open University ensures that the privacy of students is not compromised without justification.
The Public Interest on which the Processing of Personal Data is based
Personal data is collected to enable participation in Open University courses and to have these performances registered.
Right of Access
Everyone has the right to view their data in the personal data register. The information can be checked by sending a written signed request to the Open University Office.
Correction of Data
Incorrect information can be reported to the Open University Office where it will be corrected immediately. Deletion of information can take place in connection with cancellation of course participation.
Basis for Processing Personal Data
- Regulation (EU) 2016/679 of the European Parliament and of the Council on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation)
- Data Protection Act 1050/2018
- Universities Act 558/2009
- Decree on University Degrees 794/2004
- Degree regulations for Åbo Akademi University
- Åbo Akademi University’s instructions for examination and assessment
- Management instructions for Åbo Akademi University.