Register statement: Peppi planner’s services, Basic register and affiliates
Karelia University of Applied Sciences: Peppi designer’s services and Basic register, and Peppi’s plugins (production and test environments)
COMBINED NOTICE/EXPRESSION
Date of preparation: 13/09/2018,
EU Data Protection Regulation 679/2016, Data Protection Act (1050/2018)
updated 12.12.2023
1 Data of the data controller
Karelia Ammattikorkeakoulu Oy
Postal address: Tikkarinne 9, 80200 Joensuu, tel. +358 13 260 600, e-mail: info(at)karelia.fi
2 Person responsible for the register
President/Principal
3 The persons responsible for Peppi planner’s services, the Basic Register and Peppi’s affiliates
- Peppi designer’s services: educational technology expert Kaisa Pakkanen, Karjalankatu 3, 80200 Joensuu, tel. +358 50 518 2170, e-mail: kaisa.pakkanen(at)karelia.fi
- Basic register: head of student services Pirjo Uusoksa, Tikkarinne 9, 80200 Joensuu, tel. +358 13 260 6683, +358 50 310 9541, e-mail: pirjo.uusoksa(at)karelia.fi
- Peppi’s affiliates: educational technology expert Kaisa Pakkainen, Karjalankatu 3, 80200 Joensuu, tel. +358 50 518 2170, e-mail: kaisa.pakkanen(at)karelia.fi
4 Contact persons in matters related to Peppi planner services, the Basic Register and Peppi’s affiliates
- Peppi designer’s services: educational technology expert Kaisa Pakkanen, Karjalankatu 3, 80200 Joensuu, tel. +358 50 518 2170, e-mail: kaisa.pakkanen(at)karelia.fi
- Basic register: head of student services Pirjo Uusoksa, Tikkarinne 9, 80200 Joensuu, tel. +358 13 260 6683, +358 50 310 9541, e-mail: pirjo.uusoksa(at)karelia.fi
- c. Peppi’s affiliates: educational technology expert Kaisa Pakkanen, Karjalankatu 3, 80200 Joensuu, tel. +358 50 518 2170, e-mail: kaisa.pakkanen(at)karelia.fi
5 Contact information of the data protection officer
Karelia Ammattikorkeakoulu Oy, Data Protection Officer, Tikkarinne 9, 80200 Joensuu, tel. +358 50 525 0623, e-mail: tietosuoja(at)karelia.fi
6 Purposes of processing the personal data
Peppi planner’s services is a tool for planning and implementing teaching at Karelia University of Applied Sciences. The registered persons (Karelia UAS staff) are involved in matters related to the teaching planning of the university of applied sciences. Only the information necessary for planning and implementing the activities of the university of applied sciences is registered in the system.
Peppi Perusrekisteri is a student and study information system, and its purpose is to maintain students and their study and performance data, as well as to produce various study-related certificates and reports for own and research activities, as well as data transfers to the authorities. The basic register is the necessary tool for planning, implementing, evaluating and monitoring the activities of Karelia University of Applied Sciences. Registered persons (students, teachers, other personnel) are involved in matters related to the study administration of Karelia University of Applied Sciences. The system only registers information that is necessary in terms of managing the task of the study administration of the university of applied sciences, planning, implementing, monitoring and evaluating the activities.
The purpose of use of Peppi affiliates is to publish information related to lesson planning externally without requiring valid user IDs to use them. The following affiliates are currently in use:
- Study guide. With this, the curricula and related study courses are published.
- Education search. With the help of the education search, an external user can search for studies offered by Karelia and their contents using different criteria.
- Lukkarikone. With this, the student can plan his own work arrangements. With the help of this affiliate, an external user can find out, for example, the work arrangements of different groups.
7 Description of registered groups and personal data groups
Those registered are university of applied sciences staff and students. Peppi planner’s services include the following information.
- Study information: curricula, studies (study units and sections), course implementations
- Resource planning and reservation information: working time plans, work schedules, teaching facilities
- Basic staff information: username, last name, nickname, job title, email address, organizational unit
- Course data: Grades completed by Karelia University of Applied Sciences degree students at other higher education institutions are transferred from the Oili service produced by CSC. Processing of personal data in the Puro service .
The basic register contains the following information:
The student’s basic information
- student information: student number, username, learner’s national identifier (OID), surname, first names, calling name, (former surname), social security number, date of birth, gender, citizenship, native language, language of business, language of schooling, contact information (address, telephone number, e-mail), details of the applicant, municipality of residence, municipality of residence, country, foreigner’s passport number
- study and degree information: education classification, education program/education, group, template information, form of education, teaching campus, language of instruction, type of study, degree, degree title, scope to be completed, required scope, basic education, attendance, graduation information, distinction information, study right period, seasonal maximums , periods used, personal study plan (HOPS), credits and assessment, as well as exams, progress of studies, certificate markings, directives and qualifications, funding, organizational unit, additional information related to the right to study and the role, permissions for data disclosure
Applicant information
- Applicant data imported from Opintopolku/Oili services
- student’s personal information (first names, nickname, last name, social security number, student number)
- address information, native language and language of business, citizenship, basic education information, information related to the application destination and education, enrollment information and payment information, information related to the publication permit for student selection results
Study information
- studies (study units and courses), implementation of the study course, personal study plan (HOPS) and related information, international study and internship exchanges
Study performance information
- completed studies, evaluations of studies and exams, evaluators of studies and exams, completion dates, scopes completed, progress of studies, graduation status
Staff information
- calling name, last name, username, e-mail, supervisor, organization code, location code, cost location code, title, activity information (whether employed).
The attachments include the following information:
Study guide
- Basic information on teaching planning (objectives, content, etc…)
- Teacher information, first and last name of teachers connected to teaching
Education search
- Basic information of the studies (objectives, content, etc…)
Lukkariakone
- Basic information on teaching planning (objectives, content, etc…)
- Teacher information, first and last name of teachers connected to teaching
8 Legal basis for processing personal data
Carrying out a statutory task in the teaching position of Karelia University of Applied Sciences, a legitimate interest of the employer.
The information in the basic register is maintained to protect the student’s rights and interests. The use of the register is based on the legislation concerning universities of applied sciences.
- University of Applied Sciences Act (932/2014)
- Government Decree on Universities of Applied Sciences (1129/2014)
- Act on the student selection register, the national data reserve of higher education institutions and the matriculation certificate register (1058/1998)
- Government Decree on the joint application of higher education institutions (293/2014)
- Administrative Law (434/2003)
- Administrative Law Use Act (586/1996)
- Data Protection Act (1050/2018)
- Act on public authorities’ activities (621/1999)
- Julkisuusasetus (A1030/1999)
- Act on the protection of privacy in working life (L477/2001)
- Karelia University of Applied Sciences degree regulations
9 Basis for providing personal information
Personal data is needed to perform the duties of the controller mentioned in point 8.
10 Legitimate interests of the data controller
Managing the service relationship for own staff.
11 Security of processing
Persons handling data are subject to a duty of confidentiality. The confidentiality continues after the end of the employment relationship. Only those persons who need to process data in their work have access rights to the systems. Within the system, processing rights are limited as necessary. The Peppi designer’s services, the Basic Register and the Package are acquired for the use of Karelia University of Applied Sciences through CSC as a service.
12 Recipients or groups of recipients of personal data
The study right information, registration information, degree and credit information from the student data registers of higher education institutions are collected for centralized storage and use in the national VIRTA database, through which this content is provided in a secure technical connection for the use of the student selection register and the joint student selection services of higher education institutions (Act 1058/1998 chapter 1 a).
CSC – Tieteen tietotekniikkakeskus Oy and Eduix Oy have access to system data in their system maintenance tasks.
13 Transfer of personal data outside the European Union (EU/EEA) area
Data is not transferred outside the EU or EEA.
14 Personal data retention period
Karelia University of Applied Sciences has an archive creation plan, which defines the retention periods and responsible persons for documents. The information in the basic register is stored permanently.
15 Rights of the data subject
The rights of the registered person are determined according to the processing basis. The registered person has the right to ask the controller for access to personal data concerning him and the right to request the correction or deletion of the data in question or to limit the processing or object to the processing, and the right to transfer the data from one system to another. The registered person has the right to withdraw their consent to the processing of their personal data at any time. In addition, the registered person has the right to file a complaint with the supervisory authority. The contact person in matters related to the data subject’s rights is the data protection officer, whose contact information is in section 5 of this statement.
16 Automatic decision-making and profiling
Peppi’s performance information (date of completion, course identification information, student name and student number) is used for user-specific automatic profiling by classifying users based on the following criteria:
- the number of completed credits exceeds or falls below the set limit value in the specified period of time.
- the change in the average of performance grades during two consecutive, predetermined time periods exceeds or falls below the set limit value.
- the average of the performance grades exceeds or falls below the average performance of the user’s student group during the predetermined time period.
- the number of missing approved study periods exceeds or falls below the set limit value.
- the cumulative accumulation of completed credits exceeds or falls below the limit value accumulation selected as a reference point in a predefined period.