{"id":1151,"date":"2026-08-12T10:38:45","date_gmt":"2026-08-12T07:38:45","guid":{"rendered":"https:\/\/help.jamk.fi\/tietosuoja\/?page_id=1151"},"modified":"2026-08-12T10:38:45","modified_gmt":"2026-08-12T07:38:45","slug":"privacy-statement-electronic-archiving","status":"publish","type":"page","link":"https:\/\/help.jamk.fi\/tietosuoja\/en\/privacy-statement-electronic-archiving\/","title":{"rendered":"Privacy Statement \u2013 Electronic Archiving"},"content":{"rendered":"\n<p><strong>Privacy Statement \u2013 Electronic Archiving<\/strong><\/p>\n\n\n\n<p><a href=\"https:\/\/eur-lex.europa.eu\/legal-content\/EN\/TXT\/HTML\/?uri=CELEX:32016R0679&amp;from=FI\">GDPR&nbsp;(2016\/679)<\/a><\/p>\n\n\n\n<p>Update&nbsp;28.8.2025<\/p>\n\n\n\n<p><strong>1 Name of the register<\/strong><\/p>\n\n\n\n<p>Case Management Electronic Archive<\/p>\n\n\n\n<p><strong>2\u00a0Controller<\/strong><\/p>\n\n\n\n<p>Jamk University of Applied Sciences<br>P.O. Box 207<br>FI-40101 Jyv\u00e4skyl\u00e4, Finland<\/p>\n\n\n\n<p><strong>3 Contact person in matters concerning the register, contact information during office hours<\/strong><\/p>\n\n\n\n<p>\u2022 Director in charge of the register: Director of Administration<br>\u2022 Administrators: Case Management Specialist and Systems Specialist<\/p>\n\n\n\n<p>firstname.surname[a]jamk.fi<\/p>\n\n\n\n<p><strong>4 Purpose of the processing of personal data<\/strong><\/p>\n\n\n\n<p>The case management electronic archive acts as a registry for archivable official affairs and documents of Jamk and as an electronical archive solution for documental information. The system enables controlled preservation, managing information request services, destruction of information with storage time expired as well as possible data transfers to national archive solutions for documental information and metadata concerning it. &nbsp;The system acts as a storage location for permanent and temporary documentary data at the passive and archive phases of their lifecycle according to the information management plan.<\/p>\n\n\n\n<p><strong>5 Data contents of the register<\/strong><\/p>\n\n\n\n<p>The register records only the relevant personal data, the recording of which is necessary to deal with the case. The register contains metadata, processing steps and issues related to the issues of official affairs and related documents defined in the information management plan and document files.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Mandator who may be a natural person (address information, email address, student number)<\/li>\n\n\n\n<li>The document may contain personal data that has been transmitted \/ requested when processing the file<\/li>\n\n\n\n<li>The document may contain sensitive personal information, in which case the documents are confidential<\/li>\n<\/ul>\n\n\n\n<p>The access rights are assigned to the staff who process archived documental information, of which the following information is stored:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Name<\/li>\n\n\n\n<li>Title<\/li>\n\n\n\n<li>e-mail address<\/li>\n\n\n\n<li>Responsible department<\/li>\n<\/ul>\n\n\n\n<p><\/p>\n\n\n\n<p><strong>6 Legal bases for processing personal data<\/strong><\/p>\n\n\n\n<p>The controller\u2019s legal obligation and&nbsp;a&nbsp;task carried out in the public interest or the exercise of public authority.<\/p>\n\n\n\n<p><strong>7 Regular information sources<\/strong><\/p>\n\n\n\n<p>Information is obtained directly from the&nbsp;mandator and from various support services<\/p>\n\n\n\n<p><strong>8 Regular information disclose and information transfer outside the EU or the European Economic Area<\/strong><\/p>\n\n\n\n<p>Information is not regularly rendered to third parties. Data is not transmitted outside the EU or EEA, or international organizations.<\/p>\n\n\n\n<p><strong>9 Register protection principles<\/strong><\/p>\n\n\n\n<p>Only secure network connectivity can be accessed. All servers are located in&nbsp;locked and access-controlled data centers of the system provider. Access to servers is only allowed for administrators. The system requires a personal username and password.<\/p>\n\n\n\n<p><strong>10 Retention period or criteria for determining<\/strong><\/p>\n\n\n\n<p>Documents and registers are stored in accordance with the Jamk information management plan, and the data has specified retention periods.<\/p>\n\n\n\n<p>(Decision of the National Archives of Finland&nbsp;&nbsp;<a href=\"https:\/\/kansallisarkisto.fi\/documents\/141232930\/151200857\/AMK+paatos+AL+20757+2016.pdf\/f946d98b-8c19-5875-57f0-65a695e48279\/AMK+paatos+AL+20757+2016.pdf?t=1681365096445\">AL\/20757\/07.01.01.03.02\/2016 )<\/a><\/p>\n\n\n\n<p><strong>11 Automatic decision-making\/profiling<\/strong><\/p>\n\n\n\n<p>Automated profiling related to personal data is not conducted.<\/p>\n\n\n\n<p><strong>12 Rights of the Data Subject<\/strong><\/p>\n\n\n\n<p>The Act on Openness of Government Activities provides for different ways of obtaining information. Under the Act everyone has the right to obtain information from official documents in the public domain. Official documents are in the public domain unless specifically otherwise provided for.<\/p>\n\n\n\n<p>Read more information about the\u00a0<a href=\"https:\/\/www.jamk.fi\/en\/data-protection-in-jamk\" target=\"_blank\" rel=\"noreferrer noopener\">Jamk\u2019s Privacy Policy<\/a>, Data Protection Officer and the\u00a0<a href=\"https:\/\/www.jamk.fi\/en\/data-protection-in-jamk#rights-of-the-data-subject\">rights of the data subject<\/a>\u00a0and their implementation.<\/p>\n\n\n\n<p><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Privacy Statement \u2013 Electronic Archiving GDPR&nbsp;(2016\/679) Update&nbsp;28.8.2025 1 Name of the register Case Management Electronic Archive 2\u00a0Controller Jamk University of Applied SciencesP.O. Box 207FI-40101 Jyv\u00e4skyl\u00e4, Finland 3 Contact person in matters concerning the register, contact information during office hours \u2022 Director in charge of the register: Director of Administration\u2022 Administrators: Case Management Specialist and Systems [&hellip;]<\/p>\n","protected":false},"author":471,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_acf_changed":false,"_relevanssi_hide_post":"","_relevanssi_hide_content":"","_relevanssi_pin_for_all":"","_relevanssi_pin_keywords":"","_relevanssi_unpin_keywords":"","_relevanssi_related_keywords":"","_relevanssi_related_include_ids":"","_relevanssi_related_exclude_ids":"","_relevanssi_related_no_append":"","_relevanssi_related_not_related":"","_relevanssi_related_posts":"","_relevanssi_noindex_reason":"","footnotes":""},"categories":[],"tags":[360],"class_list":["post-1151","page","type-page","status-publish","hentry","tag-tietosuojaseloste-en"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v28.2 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Privacy Statement \u2013 Electronic Archiving - Tietosuoja<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/help.jamk.fi\/tietosuoja\/en\/privacy-statement-electronic-archiving\/\" \/>\n<meta property=\"og:locale\" content=\"fi_FI\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Privacy Statement \u2013 Electronic Archiving - Tietosuoja\" \/>\n<meta property=\"og:description\" content=\"Privacy Statement \u2013 Electronic Archiving GDPR&nbsp;(2016\/679) Update&nbsp;28.8.2025 1 Name of the register Case Management Electronic Archive 2\u00a0Controller Jamk University of Applied SciencesP.O. 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