Data Protection
ÅBO AKADEMI
www.abo.fi
DATA PROTECTION
in accordance with Art. 13 and 14 of the EU’s General Data Protection Regulation (GDPR)
The notice applies to:
Processing of personal data in the context of human resources services (excluding study psychologist activities)
Data Controller
Åbo Akademi University
Tuomiokirkontori 3
20500 Turku
Finland
Åbo Akademi University is the data controller for the personal data that is collected and processed in the University’s activities – in teaching, supervision, research, administration and collaboration, internally and externally.
Responsible entity for the processing described in this document: Human Resources Service
Contact: Mika Wulff, mika.wulff@abo.fi, 0500787794
Data Protection Officer at Åbo Akademi University: dataskydd@abo.fi, +358 2 215 31 (switchboard)
Why do we process your personal data?
Åbo Akademi University processes your personal data to carry out activities related to human resources administration and employment affairs, as well as to fulfil its duties and obligations as an employer. The data is used to carry out the duties of the data subjects who are the responsibility of the University in accordance with laws, collective agreements and separate decisions and regulations. Such information includes:
- Internal and external recruitment
- Personnel planning and budgeting of personnel costs
- Internal communication
- Orientation, management of tools and work facilities
- Working time monitoring and allocation of working hours
- Work plans for employees within total working hours
- Planning of teaching
- Administration of employment data
- Determination of salary and evaluation of individual work performance
- Payment of salaries, fees and scholarships
- Skills development and training
- Handling performance appraisals
- Occupational health care and promotion of well-being at work
- Occupational safety and health tasks (equality, non-discrimination, accidents at work, investigations)
- Rewarding and acknowledging employees (badges of merit, etc.)
- Handling of issues related to working abroad, such as telework and assignments abroad
- Management of personal insurance
- Tasks related to termination of employment
- Statistics and reporting
- Audit, including in the context of project audits
- Storage of professorship applicants’ data for research purposes
- Marketing of your own business
What data do we process?
Employees
- Personal data: name, social security number, date of birth, personal identity code, gender, nationality, workplace address, work email address, work phone, photos and photographs
- Educational information, information on decorations of merit and decorations
- Employment and payroll information, tax information, bank account details
- Evaluations of the difficulty of the task and personal performance
- Working time monitoring and absence data
- Data used for user management and restriction of access rights in the systems
Fee recipients and scholarship holders, persons with contracts for non-employees and professors emeriti
- Name, personal identity code, date of birth, personal identity code, gender, nationality, workplace address, e-mail address
- Education data
- Information on the grounds for remuneration, scholarships and salaries, tax information, bank account details
- Data used for user management and restriction of access rights in the systems
Non-military service
- Name, personal identity code, date of birth, personal identity code, gender, work unit
- Working time monitoring and absence data
- Data used for user management and restriction of access rights in the systems
External persons participating in training
- Name, personal identity code, date of birth, personal identity code, gender, nationality, workplace address, email address, telephone number
- Education data
- Data used for user management and restriction of access rights in the systems
Special (sensitive) personal data: Human resources systems process data on health and trade union membership.
What is the legal basis for the processing?
Employees at Åbo Akademi University
- A contract to which the data subject is party
- Compliance with a legal obligation
1. Legislation on which the processing is based: Employment Contracts Act Occupational Safety and Health Act
2. Collective agreement - Information carried out in the public interest/in the exercise of official authority vested in the controller: scientific or historical research purposes or compilation of statistics
- Legitimate interests of the controller or a third party – the nature of the legitimate interest: reporting required by external funders, competence mapping
- Consent of the data subject
Other than employees, e.g. grant-funded researchers, docents, fee recipients:
- Compliance with a legal obligation
- Performance of a contract to which the data subject is party
- Consent of the data subject
For special (sensitive) personal data: Data about trade union membership is used with the person’s consent to collect membership fees and data about health is processed in order for Åbo Akademi University to be able to fulfil its obligations and the employees to be able to exercise their special rights (such as occupational health care).
Where is your personal data collected, i.e. what is its origin?
- The data subject themselves
- Authorities and insurance companies
- Personnel management decisions
- Information system for Study Administration
- User management system at Åbo Akademi University
How long is the data stored?
The storage periods are based on the Archives Act and other legislation, as well as Åbo Akademi University’s guidelines and archive formation plan. Personal data is stored only for as long as it is needed. The most common retention periods: Employee contract data is stored for at least 10 years after the end of the employment relationship, payroll card data 50 years, but time reporting data, for example, only 2 years. The application documents of applicants for professorships on whom an expert opinion has been requested will be stored permanently for scientific research.
To whom is your data disclosed?
The information can be made available to other university units if necessary. Personal data at Åbo Akademi University may be collected and processed by those whose duties require it, e.g. supervisors, managers, personnel in human resources services, staff in ICT and financial services.
The information is disclosed to authorities, employers’ and employees’ organizations, insurance companies, banks, subcontractors and consultants to the extent permitted by applicable law, to the extent that the provision of services is required.
Will data be transferred to countries outside the EU?
Data is transferred outside the EU/EEA only in cases where the employer’s obligations under legislation, tax treaties or social security agreements are to be carried out outside the EU/EEA.
If you have any questions about your rights, please contact the responsible contact person (see above) or Åbo Akademi University’s Data Protection Officer (dataskydd@abo.fi). See also the general information on the processing of personal data on Åbo Akademi University’s website
You have the right to lodge a complaint with the data protection authority if you believe that your personal data has been unlawfully processed in accordance with the EU’s General Data Protection Regulation (GDPR).
Contact details of the Data Protection Authority:
Office of the Data Protection Ombudsman
P.O. Box 800
00531 Helsinki
+358 29 566 6700 (switchboard)
tietosuoja@om.fi
tietosuoja.fi