Atomi - Automated student office service

Combined Data Subject Information Document (EU GDPR 2016/679) Articles 13 and 14.

Description of personal data processing operations and the data subject rights of the data subject/privacy statement
EU General Data Protection Regulation (2016/679)
Data Protection Act (2018/1050)

1. Controller

Seinäjoki University of Applied Sciences
Kampusranta 11, Frami F
FI-60320 Seinäjoki, Finland
tel. +358 20 124 3000
seamk(at)seamk.fi

2. Controller’s representative

Päivi Vähäsalo, Student Affairs Manager
+358 40 830 4185
paivi.vahasalo(at)seamk.fi

2a. Official responsible for the personal data file

Maria Hemminki, Coordinator, Student Services
+358 40 680 7016
maria.hemminki(at)seamk.fi

2b. Contact persons in matters relating to the data file

Maria Hemminki, Coordinator, Student Services
+358 40 680 7016
maria.hemminki(at)seamk.fi

Annika Karhu, System Designer, Student Services
+358 40 830 4002
annika.karhu(at)seamk.fi

2c. Contact details of the Data Protection Officer

Jarmo Jaskari, Data Protection Officer, Seinäjoki University of Applied Sciences
tel. +358 40 868 0680
tietosuojavastaava(at)seamk.fi

3. Name of the data file

Atomi – Automated student office service

4. Purpose of processing personal data/data file use

Atomi – The purpose of the automated student office service is to provide students with electronically verified certificates (certificate of study, study progress report, transcript of records) and electronically signed degree certificates. The Atomi service is part of the Peppi study management system and is used through the Peppi student and university services desktops. Access rights are determined according to Peppi’s access rights.

Electronically verified certificates are stored in the student’s Peppi desktop documents folder until the student themselves deletes the downloaded or uploaded certificates. The links provided by the electronic degree certificate and Atomi’s mass service are retained for 14 days from their creation. Permanently retained student documents (degree certificates and transcripts of records) are transferred to Seinäjoki University of Applied Sciences’ electronic archive via the Atomi service.

The basis for processing personal data is the fulfillment of a statutory obligation in the educational activities of Seinäjoki University of Applied Sciences.

5. Purpose of maintaining the data file

The use of the file is based on legislation applicable to the University of Applied Sciences.

• Universities of Applied Sciences Act (932/2014)
• Government Decree on Universities of Applied Sciences (1129/2014)
• Administrative Procedure Act (434/2003)
• Administrative Judicial Procedure Act (586/1996)
• Archives Act (831/1994)
• The Data Protection Act (1050/2018)
• Act on Information Management in Public Administration (906/2019)
• General Data Protection Regulation (GDPR, EU 2016/679)

In accordance with Article 6(1)(c) of the EU General Data Protection Regulation, in order to comply with the controller’s legal obligation.

5a. Data content of the file

Student’s information content

Transcript of Records

– Names (first name, last name)
– Date of birth
– Student number
– Degree programme
– Validity of the right to study
– Scope of the degree or the training program
– Credits completed
– Credits completed with assessments
– Assessment date
– Name of the grading teacher (first name, last name)

Certificate of Study

– Names (first name, last name)
– Date of birth
– Student number
– Home municipality
– Duration of studies
– Degree Programme
– Faculty
– Degree
– Degree title
– Mode of delivery of the Degree Programme
– Study entitlement category
– Language of tuition
– Attendance data

Study Progress Report

– Names (first name, last name)
– Date of birth
– Learner ID
– Student number
– Estimated duration of study
– Degree
– Degree Programme
– Used attendance/absence periods and term limits
– Credits completed
– Previous credit transfers
– Studies completed during the current studies
– Average progress rate/attendance period
– Attendance and achievements per semester
– Annual achievements

Degree Certificate

– Names (first name, last name)
– Personal identity code
– Degree
– Degree Programme
– Degree title
– Scope of the completed degree
– Date of completion
– Student number
– Validity of the right to study
– Scope of studies, grades, and assessment dates

Information content of the signatory of the diploma (President, Vice President, Faculty Dean or Head of Degree Programme)
– Names (first name, last name)

5b. Information systems using the data file

Electronic Signature Service (Atomi Sign) ja Case and Document Management System (Tweb)

6. Regular sources of data

User authentication for the Atomi service is conducted through the Peppi study management system. The information required for certificates is retrieved from the Peppi study management system.

7. Regular disclosure of data

Studyo Oy is the data processor that maintains the service and to whom the information is disclosed.

8. Transfer of data outside the EU or the EEA

The data will not be transferred outside the EU or the European Economic Area.

9. Principles of data file protection

A. Manual material

None.

B. Computer-processed data

Login to the register is done using SeAMK’s user management username and password. Users have access only to the part of the register they need during their current employment. Access rights are checked daily. Data processing and connections between technical subsystems are properly secured.