Privacy Notice: Processing of Personal Data of an Applicant for Studies

(EU General Data Protection Regulation 2016/679, Articles 13 and 14)

In this notice, we inform you about the collection and processing of your personal data when you apply for studies at Vaasa University of Applied Sciences (degree or postgraduate studies, international student exchange, specialization or further education, preparatory training, or open university studies).

What is the basis for processing your personal data?

The processing of your personal data is based on Vaasa University of Applied Sciences’ (VAMK) exercise of official authority and fulfillment of a legal obligation. Additionally, some processing is based on the consent provided by the applicant (granted in Studyinfo portal / Opintopolku.fi service).

The processing is based on following laws and regulations:

• Universities of Applied Sciences Act (932/2014)
• Government Decree on Universities of Applied Sciences (1129/2014)
• Government Decree on Joint Application (A293/2014)
• Act on the National Registers of Education Records, Qualification and  Degrees (884/2017)
• EU General Data Protection Regulation (679/2016)

For what purpose do we process your personal data?

We process your personal data to carry out the student selection process.

Through the processing of personal data, we ensure the protection of the rights of applicants and a fair selection process, as well as the fulfillment of the university’s statutory data collection obligations.

What personal data do we process?

We only process necessary data for the purpose of student selection:

• Applicant information (e.g., name, personal identification number/date of birth, national learner identifier (OID))
• Contact information
• Educational background
• Work experience
• Program choices
• Information based on selection criteria
• Information regarding the outcome of the selection
• Information about accepting a study place
• Enrolment information
• Permissions for data disclosure

In addition, the student selection process may involve the processing of special categories of personal data (sensitive data) related to the applicant:

• Information related to personal special arrangements
• Explanations of exceptional situations related to student selection and their consequences
• Information related to the appeals process for student selection
• Information related to the applicant’s health in relation to applying for studies

Where do we obtain your personal data?

The personal data and other relevant information of applicants are primarily provided by the applicants themselves during the application phase.

Data of applicants for degree programs are obtained from the national student selection register, the Studyinfo portal (Opintopolku), maintained by the Finnish National Agency for Education (EDUFI). Information about applicants participating in separate admissions processes is also obtained from the Studyinfo portal.

Data of applicants participating in electronic entrance examinations are obtained from the entrance examination system used by Finnish universities of applied sciences.

For other types of education (specialization or further education, preparatory training, international student exchange, inter-institutional cooperation studies, open university studies), data of applicants are obtained through application, online payment, and registration services used in VAMK. Additionally, the data is received through international application and selection systems, and from foreign higher education institutions.

To whom do we disclose your personal data?

We disclose applicant personal data to parties with a legal right to access information in accordance with applicable legislation.

Data is disclosed to:

• National VIRTA Study Information Service
• Anonymized data to the Finnish National Agency for Education’s statistical service (Vipunen) and background information of applicants to the Continuous Learning and Employment Service Center (JOTPA)
• Data of exchange student applicants to the Finnish Ministry of Education and Culture’s KOTA data collection

Do we transfer your data outside the EU or EEA?

Personal data is transferred outside the EU and EEA only when necessary, and such transfers are conducted in compliance with the requirements of the General Data Protection Regulation.

Data transfers may occur in the following cases, for example:

• Applicant name and contact information may be transferred to universities of applied sciences outside the EU/EEA to initiate the application process.
• The validity of an applicant’s degree certificate from an educational institution outside the EU/EEA may be verified.

How long do we retain you personal data?

Regarding the retention of collected personal data, Vaasa University of Applied Sciences follows national legislation, decisions by the National Archives of Finland, and defined retention periods in its own records management plan.

Following data are retained permanently: Decisions regarding student selection, selection criteria, information about accepting a study place, and decisions related to correcting the results of student selection.

Information in the Studyinfo portal (Opintopolku) is retained by the Finnish National Agency for Education.

How do we protect your personal data?

When processing personal data, we ensure the privacy of applicants and maintain  data security to meet legal requirements.

Only employees of Vaasa University of Applied Sciences or its partners who have the right to process personal data are involved in processing applicant data in relation to application and selection processes. Access rights to data are defined and granted to individuals in a scope required by their work tasks, and only to those who need the data to fulfill their assigned duties.

Do we use automated decision-making?

Automated decision-making does not occur in the processing of personal data.

This privacy notice has been updated on 9 August 2023.