Data Protection Statement for Scholarship Applicants

Articles 13 and 14 of the EU General Data Protection Regulation. Informing a data subject. Drawn up on May 22, 2018; Updated on August 11, 2020

1. Entity and person in charge of processing personal data

University of the Arts Helsinki

2. Contact persons for handling personal data 

Tuition fee reliefs: Hanna Hakala and Sanna Kotajärvi-Söderholm

Academy of Fine Arts scholarships: Ulla Tissari, doctoral education: Jukka Tuominen

Theatre Academy scholarships: Jaakko Hannula, doctoral education: Elina Raitasalo

Sibelius-Academy scholarships: the Sibelius Academy Foundation: Heli Klemelä, international scholarships: Leena Veijonsuo, doctoral education: Hannu Tolvanen and Sirpa Järvelä

Scholarships for doctoral education and steering group: Merja Sagulin

Coordinators for study centres: Michaela Bränn (CFAR), Marja Aho-Pynttäri (Cerada), Kaarina Kilpiö (network of researchers within music history)

Contacts by e-mail firstname.lastname@uniarts.fi or by telephone +358 294 47 2000 (exchange)

3. Name of register

Scholarship register

The purpose for processing personal data is to manage the various scholarships granted by the University of the Arts Helsinki and to enable applying for and granting them. Personal data are processed in preparing decisions on scholarships and tuition fee reliefs, in making decisions, in communicating about scholarship decisions, in establishing statistics, in paying scholarships, and in informing authorities (e.g. tax authorities) about scholarships and tuition fees.

Processing personal data is based on carrying out a task of public interest and on legal grounds (notifying the tax authorities of scholarships granted to students subject to tuition fees).

When processing personal data, we do not make use of automated decision-making and profiling as referred to in the Data Protection Regulation.

5. What data do we process?

For the purpose of applying and granting a fee relief for students subject to tuition fees, an applicant shall indicate

  • grounds for applying for a scholarship and a plan for financing his or her studies
  • his or her own annual income
  • his or her parents’ annual income
  • the annual income of the eventual spouse
  • other scholarships granted for the studies
  • loans related to financing the studies
  • eventual other student financial aid (e.g. aid or scholarship from his or her country of origin)
  • other factors contributing to the financial situation (e.g. children to support)
  • success in studies

When other scholarships are applied for, we process slightly different data based on the application in question but an applicant for a scholarship is typically asked to provide the following data:

  1. Name, date of birth or personal ID, nationality and gender of applicant as well as any contact information necessary;
  2. Degree programme
  3. Target university and length of the exchange period in exchange programmes
  4. Bank details for the payment of the scholarship
  5. Connection of the scholarship being applied for with the studies, success in studies, and a transcript of study records
  6. Grounds for the application and a scholarship plan
  7. Evaluation data, decision information for evaluation and for decision-making
  8. Notification to the tax authorities and to the Farmers’ Social Insurance Institution Mela (work scholarships)
  9. Research: a research plan, a letter of motivation, a statement from the supervisor, a letter of invitation from another university, and a doctoral certificate
  10. An account/a report on how the scholarship has been used
  11. Regarding staff scholarships, data are also gathered on the employment relationship (title)

A recommendation from a professor or from the head of the degree programme or of the research unit or from the person in charge of supervising the research as well as information about other eventual scholarships granted to the applicant is also generally requested.

For minors participating in Sibelius Academy’s Junior Academy, their parents’ personal and contact information and bank details are also gathered in case the scholarship granted a Junior Academy student is paid via them.

6. Where do we get information?

We mainly get information from the applicant in person. A favourable statement to the application is given by a professor, by the person in charge of the degree programme, by the head of a research unit, or by the study supervisor.  Data on underage applicants are provided by their caregivers.

When deciding about university scholarships, student register data can also be used.

7. To whom do we disclose and transfer data, and do we transfer data outside the EU or the EEA?

We disclose data to the tax authorities and to the salary office through which scholarships are paid.

In processing data, we use as help subcontractors with which GDPR-compliant agreements on processing of personal data have been concluded.

We do not transfer personal data beyond the EU or outside the EEA.

8. How long will we keep data?

We keep personal data for as long as is necessary for the purpose for which the personal data is used. The data management plan of the university is followed in data storage.

We regularly evaluate the need to preserve data in keeping with the applicable legislation. In addition, we will take such reasonable steps as are necessary to ensure that no personal information on data subjects that is incompatible with the purposes of data processing, outdated, or erroneous is kept in the register. We will rectify or erase such information without delay.

9. With whom can you get in touch?

You may present your other questions on the processing of personal data as described in this statement by getting in touch with the contact person named in Point 2 who will, in case of need, forward the matter to the data protection officer. In case you feel that your rights are not respected, you may get directly in touch with the Uniarts Data Protection Officer.