Home Privacy Policy Visma InSchool Primus – Student management system Visma InSchool Primus – Student management system Privacy PolicyCamera Surveillance Runeberginkatu Visma InSchool Primus – Student management system Visma InSchool Primus – Student management system Updated 9.12.2024 Contact information Helsingin aikuisopisto/peruskoulu00100 Helsinkiperuskoulu@helao.fi Reason for processing data The staff of the Institute of Adult Education in Helsinki processes data for the purposes of organising education, teaching and student welfare. The student management system Primus processes information about applicants and students, as well as contact details of staff. Only data necessary for the management of cases and for the legal protection of data subjects is collected in Primus. In addition, data is collected for customer service, planning and statistics. This information is necessary for the production of statutory statistics by the central government and public authorities and for financial planning. Basis for processing data The Institute of Adult Education in Helsinki’s right to process personal data as a data controller is based on the data subject’s consent and/or contract and legitimate interest. The school complies with its legal obligation. The existence of a register is necessary for the planning of education, teaching and the organisation of student welfare. Recipients of personal data Primus data is processed by staff whose job description includes the processing of data. The student’s study rights, academic records and degree data are transferred from Primus to the statutory KOSKI database, which is maintained by the Finnish National Agency for Education. The education providers and administrators of educational institutions are responsible for the accuracy of the data they store and for the right of the data subject to rectify the data. Finnish National Agency for Education is responsible for the general operation of the repository and for maintaining and providing the data access service. If the customer is a customer of the TE Office, the necessary information is entered in the education portal (KOPO), which is maintained by the TE Office. The providers of education and training and the operators of educational institutions are responsible for the accuracy of the data they store and for the data subject’s right to rectify the data. The TE Office is responsible for the general operation of the education portal (KOPO) and for the technical access for the storage, processing and disclosure of data, as well as for the other obligations of the data controller under the General Data Protection Regulation. If the client is a client of the Municipal Employment Experiment, the necessary study-related information is reported to the office of the student’s municipal experiment area using a form. The personal study plan (HEOPS) is handed over to the student’s next educational institution or other partners with the student’s consent. Disclosures of personal data The information contained in the register will not be disclosed to third parties, for direct marketing, market research, opinion polls, personal data matrices or genealogical research. Data will not be disclosed outside the EU or EEA. Retention periods for personal data The Institute of Adult Education in Helsinki will retain personal data for as long as it is necessary for the purposes for which the personal data is processed or to comply with legal obligations. The school complies with the general regulations and recommendations of the National Archives of Municipal Education, the EU Data Protection Regulation 2016/679 and the Basic Education Act 628/1998; Permanently stored documents: the Archives Department’s Regulation 321/43/03 and the Archives Act L831/94; non-permanently stored records: the EU Data Protection Regulation GDPR 2016/679. Physical data Application form – study period + 1 year Enrolment form – study period + 1 year Decision on student selection, enrolment form – study period + 1 year Aptitude tests and results – study time + 1 year Graduation certificate – retained permanently Certificate of expulsion and its attachments – retained permanently Certificate of completion of initial phase studies – study period + 1 year Certificate of completed initial studies – study period + 1 year Certificate based on a special degree – study period + 1 year Study card after the academic year ends – study time + 1 year Subject selections – study period + 1 year Requests, clarifications, and decisions regarding credit transfers (recognition of prior learning) – study period + 1 year Test questions and answers – academic year + 1 year Documents about exemptions from studying– study period + 10 years Teacher’s individual student assessment logs – study period + 1 year Homework and answers – academic year + 1 year Temporary expulsion decision – study period + 10 years TEM forms – study period + 1 year Electronic data Registering as an applicant – retained permanently Registration as a student – retained permanently Grading information – retained permanently Attendance records – retained permanently Documents created during educational guidance – study period + 1 year Personal Study Plan, HEOPS – study period + 10 years Graduation certificate– 50 years Certificate of expulsion and its attachments – 50 years Certificate of completion of initial phase studies – study period + 1 year Certificate of completed initial studies – study period + 1 year Certificate based on a special degree – study period + 1 year Student card after the academic year ends – study period + 1 year Fixed-term expulsion decisions – study period + 10 years Counselor’s statements and reports – study period + 1 year Student welfare report – study period + 10 years Student-specific notes – study period + 1 year Information in the teacher and staff registry is retained permanently. Rights of the data subject The data subject always has the right to request access to their personal data from the data controller, as well as the right to request the rectification or deletion of such data, or to restrict processing and to object to processing. The right to erasure generally does not extend to personal data that is processed based on a statutory task or for which there is another retention obligation. The request or demand must be sent in writing and signed to the address Toimihenkilöjärjestöjen Opintoliitto ry/Helsingin aikuisopisto, Runeberginkatu 22–24, 00100 Helsinki. It must include the registered person’s name, personal identification number, postal address, and phone number. The response to the request will be sent to the address verified from the registrant’s population information system. The data controller has the right to carry out identification measures to the necessary extent before sending the information. A request for inspection or a requirement for data processing can also be made in person at the aforementioned address, in which case the data subject must present an official document for identification (ID card, driver’s license or passport) if requested. Right to lodge a complaint with the supervisory authority A complaint to the supervisory authority is made directly to the authority in the manner instructed by the competent authority, which in Finland is the Data Protection Ombudsman (http://www.tietosuoja.fi/en/). Is the provision of personal data a statutory or contractual requirement, or a requirement for entering into a contract, and is the data subject obliged to provide personal data and what are the possible consequences of failing to provide such data. The personal data has been obtained from the data subject themselves. Providing personal data is a prerequisite for handling the matter. Automated decision making and profiling Automated decision-making or profiling is not done.
