Data Protection Statement for the career follow-up survey register

Articles 13 and 14 of the
 EU Data Protection Regulation (EU 2016/679). Drawn up onJune 6, 2018

1. Controller

University of Helsinki, University of Eastern Finland, University of Jyväskylä, University of Lapland, University of Oulu, University of Tampere, University of Turku, University of Vaasa, Åbo Akademi University, Lappeenranta University of Technology, Hanken School of Economics, University of the Arts Helsinki, Aalto University Foundation active as Aalto University, and TTY Foundation active as Tampere University of Technology (each university is the controller of the personal data in its respective subregister).

University of the Arts Helsinki
Telephone: +358 294 47 2000 (exchange)
Postal address: P.O. Box 1, FI-00097 UNIARTS

2. Contact person in register matters

Sanna Kotajärvi-Söderholm, Senior Head of Academic Affairs 

E-mail address: opiskelijarekisteri@uniarts.fi

Telephone: +358 294 47 2000 (exchange)

3. Data protection officer

Specialist Antti Orava works as Data Protection Officer at the University of the Arts Helsinki.

E-mail address: privacy@uniarts.fi

Telephone: +358 294 47 3568

Postal address: P.O. Box 1, FI-00097 UNIARTS

4. Name of register

The career follow-up survey register for those who have attained a higher degree or a so-called final bachelor’s level degree in Finnish universities and for those with a doctor’s degree.

The purpose of the career follow-up surveys is to follow the early career stages and the job-market situation of university graduates (five years as of graduation for people with a higher university degree or a so-called final bachelor’s level degree, e.g. kindergarten teacher or pharmacist, and three years for those with a doctorate) and to use the follow-up information in studies on the early work careers of people with academic education, in developing higher education and study counselling, and in providing prospective students, students, and graduates with information for planning studies and careers. In career follow-up surveys, these data are produced and used without respondent-specific information on a university-by-university basis, in inter-university co-operation, with partners, and, generally, in research via the Finnish Social Science Data Archive. 

Grounds for processing: public interest or use of public power for statistical purposes in order to perform a task in accordance with the Universities Act (Sections 2 and 87 of the Act 2009/558).

6. Data content of register

For the target group (respondent group) of the career follow-up survey, the following data are entered in the register: 

  • Background information: university, year of graduation, year of start of studies, gender, age, nationality, mother tongue, field of education, subject, level of degree, scope of degree, year of admission, municipality of residence, date of graduation, study location, length of period of enrolment in student registers, length of period of presence, grade and grade scale of final project, eventual date of death, moving out of Finland, date of moving, home municipality, subject of studies, and faculty. 
  • Person-specific data: name, postal address and postal code, state, student number, answer code, and telephone number.
  • Answers to surveys: For respondents to the career follow-up survey, the data in question are complemented with the information given by them about their insertion in working life, about factors related to the quality of employment, and about graduate satisfaction with studies from the point of view of working life.

The person-specific data of a respondent (student number, name, and contact details) and information about his or her date of death are only used in sending out the survey and in combining the aforementioned background information.

7. Regular sources of information

The background and person-specific data of the respondent group are gathered centrally from the national study information service VIRTA and, complementarily, from the universities’ student information systems (subjects studied and faculty). Address data are complemented from the Population Information System and the telephone numbers from a separate telephone number provider (Posti/Fonecta/other). Answer data are obtained from respondents’ answers. The respondents have the possibility to answer via a paper survey form or via an electronic e-form. Data on paper forms are gathered in the electronic system as assigned by the sub-register controllers.

8. Regular disclosures of data and recipient groups

The processing of the personal data in the register has been outsourced by a commission agreement:

☐ No

☒ Yes, further information about outsourced processing:

Upon commission by the sub-register controllers, the register is processed by the Statistics Service of the University of Tampere (TUPA) and by Tieteen tietotekniikan keskus Oy (CSC).

Tieteen tietotekniikan keskus Oy (CSC) is in charge of selecting the target group, enriching contact information, creating answer links, gathering e-answers, and reporting on the combined material. CSC processes the direct personal data during data gathering and the survey materials without direct data in reporting on results. CSC discloses personal data (contact information, background information, and answer IDs) to TUPA for sending out surveys and reminders and for analysing the materials.

The Statistics Service of the University of Tampere (TUPA) co-ordinates the execution of career follow-ups and processes personal data for the purposes of sending out, analysing, and reporting the survey. TUPA hands over the respective materials to each university and the nation-wide materials to the Aarresaari network (a working-life and career service network of the universities) and to CSC for reporting nationally on the survey. Additionally, the materials are disclosed, without identifiable personal data, to the Finnish Social Science Data Archive for archiving and for a more accurate anonymization in view of further research use. Public reporting on the materials is conducted in such a way that no person can be identified in the results.

9. Transfer of data outside the EU or the EEA

Are register data transferred into a third country or to an international organization outside the EU or the EEA?

☒ No

☐ Yes, where:

10. What are your rights as a data subject?

A manual material

B data to be processed electronically

– 

11. Period of retention for personal data or criteria for determining a period of retention

ID data enabling the identification of a respondent is only kept on file in the register until the materials are combined and destroyed after processing. TUPA keeps materials from various years on file without direct ID data during a period of 10 years for the purpose of creating time series.

The data are entered in the Finnish Social Science Data Archive in anonymized form so that they cannot be linked with any specific person.

12. Information about automated decision-making or profiling, about the logic of the processing, and about its meaning to the data subject

The register data is used for automated singular decisions including profiling:

☒ No

☐ Yes, for what?

13. A data subject’s rights

The data are used for statistical purposes. A data subject has, pursuant to the EU Data Protection Regulation (2016/679), the right to inspect and rectify data concerning him or her, to restrict and to object to processing, and to lodge a complaint with the supervisory authority. 

  • Right to inspection (right of access to personal data)
    • A data subject has the right to know whether his or her personal data will be processed or not and what personal data on him or her have been stored.
  • Right to rectification
    • A data subject has the right to obtain rectification or completion of erroneous, inaccurate or incomplete personal data concerning him or her without undue delay. Additionally, a person has the right to demand erasure of unnecessary personal data.
  •  Right to restriction of processing
    • A data subject has, in certain situations, the right to demand restriction of the processing of personal data concerning him or her until such time as his or her data have been appropriately inspected and rectified or complemented.
  • Right to object
    • A data subject has, in certain situations, the right on the basis of his or her personal and particular situation to object to the processing of his or her personal data at all times.

Upon the entry in force of the national data protection law, these rights may be restricted in order to enable collection of statistical materials (Government Bill 9/2018).