SeAMK/EPTEK personnel file's privacy statement

Articles 13 and 14 of the EU General Data Protection Regulation

Data Protection Act (1050/2018)

Articles 13 and 14 of the Combined Data Subject Information Document (EU Data Protection Regulation 2016/679)

1. Controller

Seinäjoki University of Applied Sciences, EPTEK
Kalevankatu 35, Kampustalo
FI-60100 Seinäjoki, Finland

2. Controller’s representative

Johanna Säilä-Jokinen, Director of Administration, Seinäjoki University of Applied Sciences
johanna.saila-jokinen(at)seamk.fi

2a. Official responsible for the personal data file

Sami Perälä, Developing Manager, Wellbeing Technology, Seinäjoki University of Applied Sciences
sami.perala(at)seamk.fi

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

Sami Perälä, Developing Manager, Wellbeing Technology, Seinäjoki University of Applied Sciences
sami.perala(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
jarmo.jaskari(at)seamk.fi

3. Name of the data file

SeAMK/EPTEK personnel file.

4. Purpose of processing personal data/data file use

The file is used to produce employment contracts and certificates, to pay salaries, to create user IDs for technical systems, for communications, and potentially to process employees’ travel claims and other invoices.

5. Purpose of maintaining the data file

Personnel and employment management.

5a. Data content of the file

The following personal data are collected in the personnel file: the person’s name, address, telephone number, bank account number, tax rate and personal identity code.

The personnel file may also include an employee’s: job application, information on sickness absences by personal notification, medical certificates related to absences, data on the projects in which the employee works, and images in which the employee can be identified.

5b. Information systems using the data file

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6. Regular sources of data

The person provides the data at the beginning of the employment relationship, excluding images and data on being involved in projects.

7. Regular disclosure of data

No regular disclosure of data.

8. Transfer of data outside the EU or the EEA

No data stored in the file is transferred outside the EU or the EEA.

9. Principles of data file protection

A.      Manual material

Printed documents are stored in locked cabinets and locked rooms. Access to the documents is restricted to persons processing the data.

B.      Computer-processed data

Any data processed electronically are protected from unauthorised access by personal user IDs. The file can only be accessed by the employees whose job description requires them to process the data.