Document publicity description

Personnel

• The description of the processing of staff members’ personal data is available in the Privacy statement for staff.
• The data is stored in the payroll and travel management system.
• Information on staff is searchable on the public SeAMK website. No other data is available through any open interface.
• Searches can be done from the data resource with variables such as name and personal identity code.

Recruitment

• The description of the processing of staff members’ personal data is available in the Recruitment privacy statement.
• The data is stored in the recruitment system.
• The data is not available through any open interface.
• Searches can be done from the data resource with variables such as the open position.

International student, teacher and staff mobility

• The purpose of the processing of personal data is to advise students, teachers and other staff members who are leaving for or arriving from international mobility periods and to implement the processes of mobility periods and the related practical measures and statistics related to mobility. The description of the processing of personal data is available in the SoleMOVE and SoleGrant systems’ privacy statement
• The data is stored in the SoleMove mobility management system, the Peppi system, the International Mobility Services’ network drive folders and/or the International Mobility Services’ physical folders. The data is stored in accordance with archiving regulations and the regulations related to various projects.
• The data is not available through any open interface.
• Searches can be done from the data resource with variables such as name, personal identity code and national learner identifier (OID).

Mobility and teaching development projects

• The data is stored in the International Mobility Services’ network drive folders and/or the International Mobility Services’ physical folders. The data is stored in accordance with archiving regulations and the regulations related to various projects.
• Project data is stored in Project Database – SeAMK Projects.
• Data on project contents is not available through any open interface.

Agreement management

• International partner institution agreements are stored in the International Mobility Services’ SharePoint workspace, the International Mobility Services’ physical folders and the SoleMove system. Under the new Erasmus+ programme period, the agreements that will be renewed with higher education institutions operating in the EU will also be processed and recorded in the IIAM system on the Erasmus+ dashboard.
• Project-related agreements are stored in the International Mobility Services’ physical folders and network drive folder.
• Information on the names of agreement partnerships is published on the SeAMK website and on the intranet, but there is no open interface to the agreements.
• The data is stored in accordance with archiving regulations and the regulations related to various projects and/or according to the validity period of each agreement.

Facilities and properties

• Data stored on facilities and properties: basic data, usage data, etc.
• The data is stored in the property management system.
• The data is not available through any open interface.
• Searches can be done from the data resource with variables such as facility address/name.

Key management

• The description of the processing of personal data related to key management is available in the key management privacy statement.
• The data is stored in the key management system.
• The data is not available through any open interface.
• Searches can be done from the data resource with variables such as name and key ID.

Camera surveillance

• The description of the processing of personal data related to camera surveillance is available in the camera surveillance privacy statement.
• The data is stored in the camera surveillance system.
• The data is not available through any open interface.
• Searches can be done from the data resource with variables such as time and place.
• The contents of the data resource are confidential.

Access management

• The description of the processing of personal data for access management is available in the access management privacy statement.
• The data is stored in the access management system.
• The data is not available through any open interface.
• Searches can be done from the data resource with variables such as name, access ID number.

Library customer register

• A library customer register is maintained for customer service purposes. The processing of personal data in the customer register is described in the privacy statement of the library system.
• The customer data is not available through any open interface.
• Searches can be done from the data resource with variables such as name and email address.

Library materials

• The metadata of the materials included in the library collection are stored in the library system for the management of collections and for customer service.
• Data can be retrieved openly from the SeAMK Library information search service.
• The metadata of the materials is also available via the information search service through the open interface.
• Theses, SeAMK publication series publications and parallel records of publications are stored in an open publication archive. The processing of personal data is described in the privacy notice of the publication archive.

SeAMK publication activities

• The description of the processing of personal data related to publication activities is available in the publication activities privacy statement.
• The data is stored in a publication management information system.
• The data is not available through any open interface.
• Searches can be done from the data resource with variables such as author’s name and publication name.

SeAMK staff publications

• Information on publications by SeAMK staff members is stored in the publication data reporting service for the publication data collection purposes of the Ministry of Education and Culture.
• The processing of personal data is described in the publication information reporting service’s privacy statement.
• The metadata of publications can be searched for with variables such as the name of a person and publication in the scientific portal research.fi which will also contain a link to the publication if it is openly available.

Plagiarism detection system

• The plagiarism detection system compares an electronic text document submitted by a SeAMK student or employee to publications, databases and websites available in the internet.
• The work submitted by a student for review is stored in the internal reference material of the system if the student gives permission to do so.
• Data is not available through any open interface.
• The processing of personal data is described in the plagiarism detection system’s privacy statement

• The description of the processing of personal data for paid company services is available in the Dynamics 365 CRM and Marketing stakeholder management systems’ privacy statement | SeAMK.fi
• The data is stored in the management system of continuing education participants.
• The data for other paid company services is stored in the CRM system.
• The data is not available through any open interface.
• Searches can be done from the data resource with variables such as name and email address.

Student applicants

• The description of the processing of applicants’ personal data is available in the Privacy statement for students.
• The data is stored in the applicant register.
• The data is not available through any open interface.
• Searches can be done from the data resource with variables such as name, personal identity code and national learner identifier (OID).

Student

• The description of the processing of students’ personal data is available in the Student administration system’s privacy statement.
• The data is stored in the student administration system.
• The data is not available through any open interface.
• Searches can be done from the data resource with variables such as name, personal identity code, student number.

Data on the organisation of teaching

• This data includes course information, curriculum information, course implementation information and status information.
• The data is stored in the student administration system.
• Courses, curricula, course implementation information and status information are available through an open interface.
• Searches can be done with variables such as the course name or code, name and time of a course implementation, curriculum name curriculum and facility location.

Financial management

• Intended use: Processing of matters related to financial management.
• The description of the processing of personal data by customers and suppliers is available in the Financial management and financial reporting software’s privacy statement and Online Payment Interface – Privacy Policy.
• The data is stored in financial management systems.
• The data is not available through any open interface.
• Searches can be done from the data resource with variables such as customer’s or supplier’s name and personal identity code or business ID.

Procurement

• Intended use: Tendering and procurement.
• The description of the processing of personal data is available in the Hilma privacy statement and the Document management system’s privacy statement
• The data is stored in procurement management systems.
• The data is not available through any open interface.
• Searches can be done from the data resource with variables such as topic and time of the tendering process.

Funds, scholarships and fundraising

• Intended use: Processing of matters related to funds, scholarships and fundraising.
• The description of the processing of personal data is available in the E-form system’s privacy statement and the Financial management and financial reporting software’s privacy statement
• The data is stored in financial management systems.
• The data is not available through any open interface.
• Searches can be done from the data resource with variables such as donor’s or scholarship recipient’s name and personal identity code or business ID.

User management system

• The description of the processing of personal data related to user management is available in the privacy statement for the User management system.
• The data is stored in the SeAMK user management system, Active Directory.
• The data is not available through any open interface.
• Searches can be done from the data resource with variables such as the customer’s name.

Ticketing system

• The description of the processing of personal data related to tickets and support services is available in the Ticketing system privacy statement.
• The data is stored in the Service Manager information system.
• The data is not available through any open interface.
• Searches can be done from the data resource with variables such as ticket number or person’s name.

Data protection and data security activities

• The data is stored on a network disk.
• The data is not available through any open interface, but statements are available at seamk.fi/en/privacy-policy/.
• Searches can be done from the data resource with variables such as the content of a data protection case or a person’s name.

Research, development and innovation activities (RDI)

• The description of the processing of personal data related to RDI activities is available in the privacy statement for research, development and innovation.
• The data is stored in RDI registers.
• The data is not available through any open interface.
• Searches can be done from the data resource with variables such as name and email address.

RDI projects and the research materials accumulated in them

• The following main data groups are stored for RDI projects: Project identifier, financial information, implementation information, etc.
• The data is stored in the Project management and working time system’s privacy statement.
• Project descriptions are also available on the project websites.
• Searches can be done from the data resource with variables such as project name, funding organisation, timetable.
• The descriptions of the research materials accumulated in projects are also stored in the Reportronic system, and this data is available on the website as well.
• Searches can be done from the data resource with variables such as the method of collecting data and the field of science.

Marketing and communications

• The description of the processing of personal data related to marketing and communications is available in the Privacy statement for SeAMK’s marketing and communications.
• The data is stored in the marketing and communications register.
• The data is not available through any open interface.
• Searches can be done from the data resource with variables such as name and email address.

Alumni activities

• The description of the processing of personal data related to alumni activities is available in the Privacy statement for SeAMK’s alumni activities and the Privacy statement for the alumni register.
• The data is stored in the alumni activities management system.
• The data is not available through any open interface.
• Searches can be done from the data resource with variables such as name, graduation year, degree and email address.

Stakeholder cooperation

• The description of the processing of personal data related to stakeholder cooperation is available in the Privacy statement for stakeholder cooperation and the CRM stakeholder management systems’ privacy statement.
• The data is stored in the stakeholder cooperation system.
• The data is not available through any open interface.
• Searches can be done from the data resource with variables such as name and email address and company/organisation name.

Events

• The description of the processing of personal data for events is available in the Privacy statement for SeAMK events.
• The data is stored in the event information system.
• The data is not available through any open interface.
• Searches can be done from the data resource with variables such as registrant’s name and email address and event name and time.

Audiovisual and visual materials register 

• The description of the processing of personal data related to photographs, videos and other audiovisual materials is available in the Privacy statement for audiovisual and visual register of material for communication purposes.
• The data is stored in the visual material management system.
• The data is not available through any open interface.
• Searches can be done from the data resource with variables such as performers’ names, shooting situation and time.

Decisions

• The main data groups related to decisions include the basic information about a decision (title, date, decision-maker) and the content of the decision.
• The description of the processing of personal data is available in the Document management system’s privacy statement.
• The data is stored in the document management system.
• The data is not available through any open interface.
• Searches can be done from the data resource with variables such as the date and title of a decision.

Meeting matters

• The data is stored in the document management system
• The data is not available through any open interface
• Searches can be done with variables such as meeting topic.

Agreements

• The data is stored in the document management system
• The data is not available through any open interface
• Searches can be done with variables such as contracting partner’s name or agreement title