Personal Data Form Please fill in this form and send it to Haaga-Helia UAS together with the confirmation form. Personal Data The degree diploma will be issued on the name given in this form, unless the student has an official change of name during the studies. Family Name Finnish Identity Number (or in lack thereof, date of birth) Given Names (underline name normally used) Educational Background Information may be given further to: marketing educational information Internet the customer register of Haaga-Helia Library Information for the Study Programme Code of the Group (office fills in) Study Programme Student Union Helga, for the acquisition of the Student Card Address during the studies in Finland Street Address Telephone: mobile / home /work Email Postcode and City Place of permanent residence Home address Street Address, Postcode, City and Country Birth and Origin Mother tongue Nationality Contact Person in Case of Emergency Name Telephone The student s personal, contact and study details are registered in WinhaPro, which is the student and study register of Haaga-Helia. I have studied Haaga-Helia s online learning agreement as well as the rules of use, set by IT-services, and I undertake to follow them. When producing any texts related to my studies I will follow the rules of Haaga-Helia designed for this purpose. When needed the texts which I have written may be checked through a web based service which helps to detect and deter plagiarism. Place and date Signature
1(4) Student Register System Register information description Updated 1.2.2016 Personal Data Act (523/1999) 10 and 26 1. Registrar The registrar of the Student Register System ( Register ) is Haaga-Helia University of Applied Sciences ( Haaga-Helia ) and register shall be used inside the Haaga-Helia corporation. The Administrator of the register is: Haaga-Helia University of applied Sciences Ratapihantie 13 00520 Helsinki Finland 2. Person in charge of the Register Student Register System Hanna Kosteila (main user of the Register) Tel. +358 40 488 7406 E-mail: hanna.kosteila@haaga-helia.fi 3. The purpose of Register/ the purpose of using the personal data The purpose of the Register is to maintain and use the applicant and student related personal data/information within Haaga-Helia as it is allowed and stipulated by relevant laws and regulations. Among others, the Register is based on following legislation: (Please note that translations of act names are unofficial) Ammattikorkeakoululaki (University of Applied Sciences Act) 2014/932 Valtioneuvoston asetus ammattikorkeakouluista (Government Statute on University of Applied Sciences) 2014/1129 Opintotukilaki (Student aid Act) 1994/65 Hallintolaki (Administrative Act) 2003/434 Henkilötietolaki (Personal data Act) 1999/523 Haaga-Helia ammattikorkeakoulun tutkintosääntö (Haaga-Helia degree regulations) 4. Register contains following information - Student information (4.1) - Applicant information (4.2) - Degree information (4.3) - Study credit information(4.4) - Personnel information (4.5)
2(4) 4.1. Student information - Student number - Given names, first name, last name, earlier names - Identity number, birthday, gender - Contact information (address, phone, e-mail) - Place of domicile, town of residence, language, language of basic education, citizenship - Student type (full time, part time) - Basic education - Field of study, degree program, intake group - Organization, branch - Degree, degree name, scope of degree - Education type (young, adult, bachelor/master, special education, open education, exchange, education subject to fee) - Attendance, date of graduation, date of resignation, reason for resignation - Information on granted study time per semester and used study time - Curriculum and personal study plan - Study credit and evaluation - Study progress - Diploma information - Note on given student warning - Additional information - Given consent related to information transfer from the Register 4.2. Applicant information - Applicant round and number - Given names, first name, last name, earlier names - Identity number, birthday, gender - Contact information (address, phone, e-mail) - Place of domicile, town of residence, language, language of basic education, citizenship - Applied degree ja acceptance information 4.3. Degree information - Curriculum - Degree information (themes, courses etc.) - Personal study plan 4.4. Study credit information - Credits taken including quantity and accomplishment date - Credit evaluation and name of the instructor - Study situation including progress and graduation data 4.5. Personnel information Basic information on personnel using the Register. 5. Source of information
Applicant and Student information (4.1. ja 4.2.): - From nationwide register (among others information on application phase, student attendance etc.) - From applicant/student (by given consent) 3(4) Degree and study credit information (4.3.) - From Haaga-Helia student services and/or education units Personnel information (4.5.) - From personnel information system 6. Data disclosure and transfer Act on the Openness of Government Activities (Julkisuuslaki 621/1999) applies to the Register. The Registered data shall not be disclosed outside the EU or European Economic Area countries. 6.1. It is allowed to disclose /transfer information from Register to following officials and/or purposes: - Statistic Finland (TilastoL 62/1994) - Ministry of Culture and Education - Social Insurance Institution of Finland (KELA) - Employment officials (TyöttömyysturvaL 1290/2002) - Unemployment officials - Police and immigration officials - Based on any other relevant law - Academic research 6.2. According to given consent from applicant/student/person it is allowed to disclose /transfer information from Register to: - Haaga-Helia student body (HELGA) client register - Haaga-Helia library client register - Marketing purposes (name and address information) - Haaga-Helia alumni register A person is allowed to cancel the given consent by informing it personally or by e-mail to the Applicant/Student services. 7. Prohibition on disclosure and transfer If a person has a registered personal data prohibition in the national Population Information System, the person is oneself responsible for informing it to Register. 8. Register and data protection
4(4) 8.1. Electronic The register locates on a secured server. The register is secured with usernames and passwords and it is used only by authorized personnel who has the right to do so by their related job description. 8.2. On paper In case there exists paper version of the Register it is deposited on a secure locked place on Haaga- Helia premises and it is used only by authorized personnel who has the right to do so by their related job description. Documents containing personal data are destroyed appropriately. 9. Right to check and review the Register information This Register information description is available on Haaga-Helia internet and student Mynet pages. Applicants and students are informed that here described information is registered to Haaga-Helia Student Register system. The registered data shall be corrected without delay when requested. Upon request a registered person has a right to check the correctness and validity of the stored data concerning him/her. The request has to be made in a written form to the person in charge of the register who shall check the identity of the person in question. The deletion process of the stored data operates the same way.