PRIVACY STATEMENT 25th April 2018, updated 18th June 2024
EU Data Protection Regulation 679/2016, Data Protection Act (1050/2018)
Customer Relationship Management (CRM) system of Karelia University of Applied Sciences
1. Register controller
Karelia Ammattikorkeakoulu Oy / Karelia University of Applied Sciences Ltd.
Address: Tikkarinne 9, 80200 Joensuu, Finland
Tel. +358 13 260 600, Email: info(at)karelia.fi
2. Person in charge of the register
CEO / President of Karelia UAS
3. Person in charge of customer relationship management
Head of Continuous Learning Pälvi Malinen, Tikkarinne 9, 80200 Joensuu, tel. +358 50 479 3310, email: palvi.malinen(at)karelia.fi
Katja Hirvonen, person responsible for alumni activities and coordinator of continuous learning, Tikkarinne 9, 80200 Joensuu, tel. +358 50 566 0278, email: katja.hirvonen(at)karelia.fi
4. Contact person in matters related to customer relationship management
Service Business Coordinator, Ms Anne Prepula, Tikkarinne 9, 80200 Joensuu, tel. +358 50 311 9168, email: anne.prepula(at)karelia.fi
5. Person in charge of data protection
Karelia Ammattikorkeakoulu Oy, Tietosuojavastaava, Tikkarinne 9, 80200 Joensuu, Finland, tel. +358 50 477 7983, email: tietosuoja(at)karelia.fi
6. Purpose of processing personal data
The customer relationship management system (CRM) supports the fulfilment of the statutory tasks of the University of Applied Sciences and the promotion of continuous learning. According to the Universities of Applied Sciences Act, a university of applied sciences is responsible for:
- providing higher education based on the requirements of work life and its development as well as on research, artistic and cultural foundations for professional expert tasks and supporting the professional growth of students.
- carrying out applied research, development and innovation activities and artistic activities that serve UAS education, promote work life and regional development and renew the economic structure of the region.
The customers are those of the University of Applied Sciences’ research and service business and RDI activities. The UAS supports the various skills needs of the work world, continuous learning and research and development (RDI) activities. The main focus of the UAS service business is to provide high quality, productised or customised expert services and further education to companies, communities and individuals locally, nationally and internationally. In addition to teaching, the statutory tasks of universities of applied sciences include the implementation of applied research, development and innovation activities and artistic activities in support of university education, working life and regional development.
The partners are the university of applied sciences’ network of cooperation with working life. Partnership is a long-term and organised cooperation. The UAS implements an action plan with strategic partners and key partners based on a partnership agreement, which defines the nature and forms of cooperation. The partner may also be a partner for research and development activities or for the implementation of a thesis or traineeship.
Alumni are a network of graduates from the University of Applied Sciences. The aim of alumni activities is to develop Karelia’s proximity to the world of work and to support students’ connections to the world of work. For alumni, the UAS provides a channel for multi-sectoral professional and social networking and for developing and maintaining their own professional skills. Alumni can act as expert lecturers in the classroom, invite groups of students to visit their workplace, offer students internships, projects and thesis topics, act as mentors and introduce them to the world of work. Alumni can register for Karelia’s alumni activities at the graduation stage (when applying for a diploma) or via the online Webropol form.
The Karelia Talent Pool is a network of experts from outside Karelia. A person registered in the Karelia Talent Pool offers his/her knowledge to the UAS for use in education or expert tasks.
The role of the customer relationship management system
The CRM system is used in the UAS for the following purposes:
- Verification and statistics on the effectiveness of Karelia’s statutory tasks
- Foresight and compilation of labour market needs
- Managing customer, partnership and other network relations
- Communication to Karelia UAS target groups
- Implementing the business process with customers
The CRM system is a centralised and structured information system for customer service and for maintaining customer, partner, network and stakeholder data and business processes.
The CRM system is used by business process and customer service staff working with the target groups mentioned above, who have a licence based on a defined user role.
The CMR system is used to implement the business process, which involves the preparation of quotations, sales orders and invoices to be sent to the customer.
7. Description of Registered Groups and Categories of Personal Data
The CRM system stores personal data of the following groups of individuals:
- Contact persons of service business customers
- Contact persons of strategic and key partners
- Contact persons for internship and thesis collaboration of organizations
- Contact persons for research, development, and innovation activities of organizations
- Individuals who have participated in continuing education and events
- Alumni of the university of applied sciences
- Individuals registered in the talent pool of the university of applied sciences
- Users of the Karelia University of Applied Sciences customer relationship management system
- Individuals who have participated in research and development events
The personal data to be processed include:
name, address, e-mail, telephone number, employer, role or function of the person in the organisation, role in cooperation with the UAS (customer, partner, alumni, talent pool, RDI contact person).
The personal data to be processed in Alumni activities are:
personal data: family name, former family name, first names, call name, date of birth, address, postal code, post office, e-mail (personal), telephone, graduation and professional life: education/ degree programme, starting year of studies, degree obtained, year of graduation, workplace/company, job, forms of alumni cooperation of interest to the registered person: visiting/sharing knowledge in courses/lectures, study visits to one’s workplace, offering an internship, offering project and/or thesis topics, project cooperation, networking with other alumni, continuing education and training, other skills development, alumni events.
8. Legal basis for processing personal data
The management of statutory duties is the legal basis for processing personal data in applied research, development and innovation activities and in artistic activities in promoting business and regional development and the local industrial structure.
- Partnership activities are based on agreements and the legal basis is contractual.
- As regards the service business of Karelia UAS, the basis for processing personal data is a legitimate advantage.
- For the research and development activities of the UAS, the basis for the processing of personal data is a legitimate interest.
- Alumni information is obtained from data subjects by their own consent, so the legal basis for the processing of personal data is the consent of the data subject him/herself.
- The data of the participant pool is obtained from the registered person, so the legal basis for the processing of personal data is the consent of the person concerned.
9. Grounds for providing personal data
For a contract-based partnership, contact details are needed to manage the partnership. In service business, research and development, alumni and talent pool activities, personal data are needed to provide the service.
10. Legitimate advantages of the register controller
Managing a service business and/or providing a service. Employment-related issues of the staff of Karelia UAS.
11. Security of processing personal data
The CRM system of Karelia University of Applied Sciences and its data is a Microsoft Dynamics 365 cloud service. The use of the customer relationship management system is based on access rights that depend on the person’s role and duties at Karelia UAS. Appropriate protection technologies are used for the transfer of data. Secure email is available to be used for confidential messaging.
12. Recipients or recipient groups of personal data
Communications (Liana Mailer Oy)
The customer relationship management system uploads email lists in Excel format to the Liana Mailer Oy service for communication between the Karelia UAS President’s Office and the Communications Department. GDPR consents and forms of marketing communication and their blocking are managed in the customer relationship management system. Among other things, Karelia sends a newsletter once a month to Karelia’s partners.
Registration and feedback surveys and event management (Webropol)
The personal data of those who have registered and participated in further training courses or events and the organisation they represent are transferred to the CRM system as an Excel transfer via a Webropol questionnaire. The personal data is used to organise successful training or events and to collect feedback.
The personal data of those registered as Karelia alumni and their possible forms of cooperation with Karelia, collected through the Webropol form, will be transferred to the CRM system as an Excel transfer.
The personal data of Karelia’s alumni registered as a Karelia talent pool member and the forms of cooperation and description of competences with Karelia collected through the Webropol form will be transferred to the CRM system as an Excel transfer.
13. Transfer of personal data outside the European Union or the European Economic Area
Personal data will not be transferred outside the EU or EEA.
14. Retention of personal data
Karelia University of Applied Sciences has a partnership programme in which the partners’ contact information is actively updated. Specific persons have been appointed in charge of the strategic and key partners of Karelia UAS and they are responsible for maintaining the data on respective partners and contact persons.
The Customer Relationship Management system manages customerships, partnerships and networking by tracking the status of the cooperation between partners. The system allows you to passivate/activate customer relationships or contact persons if necessary. Passive status means that the record cannot be edited or shared with other records. Deactivated user accounts can be reactivated if necessary. The system also manages the consent of the originator of the personal data. The alumni themselves can request the deletion of their data using the web form. The documents of the customer management system (partnership agreements, partnership data) are stored in accordance with the Karelia UAS archiving plan.
15. Rights of the registered person
The rights of the registered person are determined according to the purpose of processing personal data. The registered person has the right to inspect the data concerning him/herself stored in the register. The request for the inspection has to be made to the controller of the register. The registered person has the right to request correction or removal of data, set limitations for the handling of his/her personal data, object the handling of the data, and s/he has the right to transfer data from one system to another. The registered person has the right to withdraw his/her consent to the handling of his/her personal data at any time. In addition, the registered person has the right to file a complaint with the supervisory authority. The contact person concerning the rights of the registered person is the person in charge of data protection, whose contact details are in section 5 of this statement.
16. Automatic decision-making and profiling
Not in use.