Hellewi management system
Updated 10.5.2022
Contact information
Helsingin aikuisopisto
Runeberginkatu 22–24
00100 Helsinki
toimisto@helao.fi
09 41 500 300
Purpose of processing
The staff of the Helsinki Adult Education Centre processes personal data for the purpose of providing education. The management system is called Hellewi. Hellew processes, among other things, courses and students registered for them.
Only information necessary for the management of matters and the legal protection of the data subjects is recorded in Hellew. The information about group participants in Hellew is necessary so that participants can be identified with sufficient accuracy for courses/groups and so that participation fees are allocated correctly.
In addition, information necessary for customer service, operational planning and statistics is collected. The information is necessary for producing statistical information required by state and city authorities.
Processing basis
The Helsingin aikuisopisto's right to process personal data as a controller is based on the consent and/or agreement of the data subject and on legitimate interest. In addition, the centre complies with its statutory obligations. The organisation of courses, planning of teaching and handling of study matters require the existence of a register.
Recipients of personal data
Hellew's data is processed by staff whose job description includes processing student data.
If a customer registers for a Finnish language course and indicates that they are also a customer of the TE Office, the information will be reported to the Education Gateway system (KOPO) maintained by the TE Office. The system is used to transmit customer information regarding these courses between service providers and TE Offices. The education and training providers and administrators of educational institutions are responsible for the accuracy of the information they store and for the data subject's right to correct the information. The TE Office is responsible general operations and technical access for the storage, processing and disclosure of data and other obligations set out for the controller in the General Data Protection Regulation.
If the customer registers for a Moodle course, the information will also be recorded in the online learning environment Moodle maintained by the Helsinki Adult Education Center.
If the customer registers with the Open University, the registration will also be reported to each university office. If the customer applies for a discount with a union membership, the membership information will be verified with the union.
If the customer chooses a competency-based achievement and gives their consent, the information will also be recorded in the Koski data repository maintained by the Finnish National Agency for Education. Education and training providers and administrators of educational institutions are responsible for the accuracy of the information they store and for the data subject's right to correct the information. The Finnish National Board of Education is responsible the general operation of the data repository and the technical connection for storing, processing and disclosing data, and other obligations laid down for the controller in the General Data Protection Regulation.
Disclosure of personal data
The information in the register will not be disclosed to external parties, for direct marketing, market and opinion surveys, civil registry or genealogical research.
The information will not be disclosed outside the EU or EEA.
Personal data retention periods
Helsingin aikuisopisto stores personal data for as long as it is necessary for the purposes of processing personal data or to comply with legal obligations.
The educational institution complies with the general regulations of the National Archives as well as the EU Data Protection Regulation 2016/679 and the Act on Free Educational Work 632/1998.
The authority to value and destroy documents of the civic education institution is laid down in the Archives Act (831/1994). The Archives Institute determines which documents of archive creators covered by the Archives Act and the information contained in the documents are to be permanently preserved (Archives Act, Section 8.3). The retention period of documents designated for permanent preservation is based on a decision by the Archives Institute. Deviations from the permanent preservation of these documents require a separate decision by the Archives Institute. Similarly, the retention period provisions of the Accounting Act (Accounting Act 1336/1997, including Chapter 2, Section 10) and the Archives Institute's regulations on the permanent preservation of certain accounting materials must be observed.
Rights of the registrant
The data subject always has the right to request access to personal data concerning him or her from the controller, as well as the right to request rectification or erasure of such data, restriction of processing, and objection to processing. The right to erasure does not generally extend to personal data that is processed on the basis of a statutory task or for which there is another retention obligation.
The request or claim must be sent in writing and signed to the address of the Finnish Association of Professional Staff Organisations, Runeberginkatu 22–24, 00100 Helsinki. It must state the name, personal identification number, postal address and telephone number of the data subject. The response to the request will be sent to the data subject's home address. The controller has the right to carry out identification measures to the extent necessary before sending the data. A request for inspection or a claim regarding the processing of data can also be submitted in person at the above-mentioned address, in which case the data subject must present an official document for identification (identity card, driving license or passport) upon request.
Right to lodge a complaint with a supervisory authority
A complaint to the supervisory authority shall be made in the manner instructed by the competent authority directly to the authority, which in Finland is the Data Protection Commissioner (http://www.tietosuoja.fi/fi/).
Whether the provision of personal data is a statutory or contractual requirement or a requirement necessary for the conclusion of a contract, and whether the data subject is obliged to provide personal data and the possible consequences of failing to provide such data
The personal data has been obtained from the registrant regarding their participation in the course. Providing personal data is a prerequisite for handling the matter.
Automated decision-making and profiling
No automated decision-making or profiling is carried out.