Applicant register

Information to the data subject in accordance with the EU General Data Protection Regulation (2016/679) articles 13-14.

1. Controller

Arcada University of Applied Sciences Ltd
Jan-Magnus Janssonin aukio 1
00560 Helsinki
Business ID: 2553871-2

3. Contact person for the register

Head of Student Affairs Lilian Sjöberg
Tel. 0294 282 671

Vice Dean Pamela Gray
Tel. 0294 282 575

E-mail addresses in the format firstname.surname@arcada.fi

5. Purposes of processing personal data

The data is used for the following purposes:

  1. For applying and signing up for studies at Arcada
  2. For student admissions
  3. For accepting study places
  4. For statistics and reports
  5. For other functions necessary in relation to student admissions

The processing of personal data is based on Arcada’s role as organizer of higher education. The basis for processing is Arcada’s legal obligation as well as performance of tasks carried out in the public interest or in the exercise of official authority (General Data Protection Regulation, article 6).

Data that belongs to special categories of personal data (according to the General Data Protection Regulation, article 9) are processed in the register. Data about an applicant’s state of health is processed in order for Arcada to be able to assess the applicant’s suitability for degree programmes for which suitability requirements are stated in the legislation as well as well as to assess prerequisites for registrations of absence. Data about the state of health is processed with the applicant’s consent in order for Arcada to be able to accommodate the need for special arrangements in entrance examinations.

7. Categories of personal data and the duration of storage

  1. The applicant’s name, social security number/date of birth, student number (OID), application number (OID), nationality, gender, mother tongue, language of education and necessary contact information. For applicants who do not have a Finnish social security number, also data on place and country of birth, passport number and national ID number
  2. Chosen option for application
  3. The applicant’s education, degree and work experience
  4. The applicant’s state of health that may have an impact on his or her choice of career
  5. Other information relating to the application
  6. Information about admissions results (results from entrance exams and other information relating to the admission, for example admission points)
  7. Information about accepting the study place and registrations for the academic year
  8. Information about the new student’s military or civil service, parental leave or state of health, if the student has registered him- or herself as absent for the first academic year (time of storage 1 year)
  9. Information about the student’s state of health, if he or she has applied for individual arrangements in the entrance exam (time of storage 1 year)
  10. The applicant’s consent or refusal for publishing results on the internet
  11. The applicant’s consent or refusal for transferring name and contact information to third parties for marketing purposes
  12. The applicant’s consent or refusal for transferring contact information to Arcada’s library
  13. Information about tuition fee payments
  14. Information about how the applicant got information about the degree programme

The data is stored for five years, with stated exceptions above.

8. IT systems used when processing personal data

Studyinfo – electronic application and registration service 
OILI – electronic service for registrations for the academic year
E-Lomake - electronic service for applications, handling of applications, submitting attachments relating to application and admission, accepting study place and registering for the academic year
Mira CRM - electronic application and registration service and communication tool
Flywire - electronic service for payment and administration of tuition fees  

9. Data sources

The data is received from the applications, sign-ups and attachments to these provided by the applicants, and from the registrations for the academic year and attachments to these provided by the admitted students.

The basis for requesting the data from the applicants or the new students is the necessity to fulfill Arcada’s legal requirements and requirements as an organizer of higher education. If the applicant or the new student does not provide the necessary information, the application or sign-up cannot be processed and the person cannot study at Arcada.

10. Recipients of the personal data

Data from the applicant register is transferred to the student register when the applicant has been admitted to a degree programme and accepted his or her study place or when an applicant has been admitted to a course.

If the applicant has given his or her consent, data from the applicant register can be disclosed to third parties for information and promotion of degree programmes and educational courses.

11. Transfer of personal data outside the EU and the EEA and the basis for the transfer

Personal data is not transferred outside the EU or the EEA without the applicant’s consent.

12. Principles for the protection of personal data

Material in electronic format is stored in IT systems and on computers protected from unauthorized use with security measures including firewalls and passwords. The systems have different user levels, and users are granted access to the data only to the extent the user’s work tasks require.

Material in paper format is stored in locked rooms with limited access and access control.

13. Automated decision-making

Automated decisions and profiling are not made based on personal data within the register.