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Privacy notice for career monitoring

Articles 13 and 14 of the EU Data Protection Regulation (EU 2016/679). Drawn up on 5 September 2019. Updated on 28 October 2024.

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1. Controller

University of Helsinki; University of Eastern Finland; University of Jyväskylä; University of Lapland; University of Oulu; Tampere University Foundation operating as Tampere University; University of Turku; University of Vaasa; Åbo Akademi University; Lappeenranta University of Technology; Hanken School of Economics; University of the Arts Helsinki (Uniarts Helsinki); Aalto University Foundation operating as Aalto University (each university is the controller of the personal data in its respective sub-register). 

This privacy notice describes the processing of personal data from the perspective of Uniarts Helsinki. 

University of the Arts Helsinki

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

2. Contact person for the processing of personal data

Senior Head of Academic Affairs Milla Vaisto-Oinonen
E-mail address: opiskelijarekisteri@uniarts.fi
Telephone: +358 294 47 2000 (exchange)

3. Data protection officer

Uniarts Helsinki’s data protection officer is Legal Counsel Minna Eskola. 

E-mail address: privacy@uniarts.fi
Telephone: +358 294 47 3490
Postal address: P.O. Box 1, FI-00097 UNIARTS

4. Name of register

Register for career monitoring

For those who have completed a master’s degree or a bachelor’s degree (when the right to study concludes after the first-cycle degree) and for those who have completed a doctoral degree at a Finnish university.

The purpose of career monitoring surveys is to monitor the early career stages of university graduates and their situation in the labour market (five years after graduation as regards master’s graduates or bachelor’s graduates whose right to study concludes after the first-cycle degree, for example, nursery school teachers and pharmacists, and three years after graduation as regards doctoral graduates) and utilise the monitoring data in research highlighting the early career stages of people with an academic education, in the development of higher education and student guidance, as well as for offering information for potential students, current students and graduates for planning their own studies and career. In the career monitoring survey, this information is produced and used without identification information about the respondents within a specific university, for cooperation between the universities, with cooperation partners and generally for research through the Finnish Social Science Data Archive (FSD). 

Grounds for Uniarts Helsinki’s right to process personal data: 

  • Duties in accordance with the Universities Act (2009/558, sections 2 and 87) to be carried out in the public interest or in order to exercise public power for statistical purposes. 

We do not utilise automated decision-making or profiling as referred to in the GDPR in our processing of personal data.   

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.

Information identifying the respondent (student number, name and contact information) and information about a possible date of death will only be used in connection with sending the survey and for linking the above-mentioned background information. 

7. Where do we get data?

Personal data is gathered from the following sources: 

  • The background and identification information of the group of respondents is gathered in a centralised manner from the national VIRTA study information service and, in supplementary parts, from the student information systems of universities (field of study, faculty). 

  • Address data is supplemented using the Population Information System, and the telephone number is acquired from a separate telephone number supplier (Posti/Fonecta/other). 

  • Email address data is gathered from Uniarts Helsinki’s student information system and customer and stakeholder register.

  • Response data is gathered from the answers of the participants.  

The participants have the opportunity to fill in a paper survey or an electronic online survey. Data from the paper surveys is recorded in the electronic system as subcontracted by the controllers of sub-registers. 

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

Upon commission by the sub-register controllers, the register is processed by the Research Stats Service TUPA of Tampere University and by CSC – IT Center for Science Ltd. 

CSC – IT Center for Science Ltd selects the target group, enriches the contact information, creates the survey links, collects the online answers and combines the material for reporting. CSC processes direct personal data during data collection and the survey data without the direct data when reporting the results. CSC discloses the personal data (contact information, background information and survey IDs) to TUPA so that the survey and reminders about it can be sent and so that data can be analysed. 

The Research Stats Service TUPA coordinates the implementation of career monitoring and processes personal data so that the survey can be sent and so that the results can be analysed and reported. TUPA discloses university-specific data to each university, to Career Services Network of Finnish Universities Aarresaari and to CSC for national reporting of national survey data. Data with no identifiable personal data can be disclosed to partners (such as trade unions) for research purposes, excluding any personal data from which data subjects can be directly identified.  

We have taken care of your data protection with our subcontractors by drafting processing agreements for the processing of personal data.   

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

9. How do we protect data and for how long do we store it? 

Your data is processed only by the employees of Uniarts Helsinki or by the persons working under the mandate of and on behalf of Uniarts Helsinki who have the right to process personal data. 

In the role of the data controller, Uniarts Helsinki has taken the necessary technical and organisational measures and also requires the service providers it uses to do so. 

We take reasonable steps to ensure that the data subject’s personal data being stored in the register is not outdated, erroneous or incompatible with the purpose of processing. We immediately rectify or erase such data.  

Identification information enabling the identification of respondents is retained in the register only until data is combined and later destroyed after the data has been processed. TUPA retains data from different years without any direct identification information for ten years in order to compile time series. Uniarts Helsinki retains data from different years without any direct identification information for 5 years in its sub-register in order to compile time series. 

10. What are your rights as a data subject?

Data subjects have the following rights: 

  • Right to have access to their data
  • Right to receive information on the processing of their personal data 
  • Right to have erroneous or inaccurate personal data rectified 
  • Right to have data erased
    • Not applicable if the basis for processing is a statutory duty or a duty in the public interest 
  • Right to restrict processing  
  • Right to object processing i.e. to ask that data is not processed  
  • Right to have data transferred from one system to another
    • Applicable when the processing is based on an agreement or consent 
  • Right to withdraw their consent  
    • Applicable when the processing is based exclusively on consent 
    • The withdrawal of consent does not affect the lawfulness of processing based on consent before its withdrawal. 
  • Right to receive information on a personal data breach that results in a high risk 
  • Right not to be subject to a decision based solely on automated processing  

In addition, data subjects have the right to lodge a complaint especially to the supervisory authority of their permanent place of residence or work if they find that the processing of personal data violates the EU’s General Data Protection Regulation 2016/679. Data subjects also have the right to employ administrative appeals and other legal remedies. (https://tietosuoja.fi/en/notification-to-the-data-protection-ombudsman) 

11. With whom can you get in touch?

All questions and comments on the processing of personal data as described in this privacy notice can be directed to the contact person mentioned in section 2, who may forward the matter to the data protection officer, if necessary. If you find that your rights mentioned in section 10 are not being enforced, you can contact the university’s data protection officer mentioned in section 3 directly.