Privacy Policy of Merikarvia-Siikainen adult education center
Registrar
Merikarvian municipality (business ID 0135202-4))
Kauppathie 40, Merikarvia
Contact person for matters concerning the register: Anu Kauraoja, secretary of the community college, anu.kauraoja@merikarvia.fi
Contact person for data protection matters concerning the register Merikarvian municipality's data protection officer tietosuojavastaava@merikarvia.fi
The controller will ask the data subject to clarify their request, if necessary. The data subject's identity will be verified before taking any further action. MerikarviaThe municipality will respond to the customer within the time period stipulated in the EU Data Protection Regulation (generally within one month).
Name of the register
Civic College Operations Management
Purpose and basis for processing personal data
The purpose of liberal arts education is to organize education that supports the integrity of society, equality and active citizenship based on the principle of lifelong learning. Liberal arts education emphasizes independent learning, community spirit and participation.
Merikarvia-The task of the Siikainen Community College is to organize liberal education training in its area of operation. The activities are guided by the Liberal Education Act (21.8.1998/632).
The civic college's enterprise resource planning system is called Hellewi. Hellew handles, among other things, courses and students enrolled in 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 essential for producing statistical information required by government administration and authorities.
Information content of the register
The following information about course participants is stored in Hellewi operations management: Last name, first name, personal identification number, address, telephone number and email address.
The following information is also recorded for the National Board of Education for statistical purposes: Municipality of residence, educational background, main activity, mother tongue and gender.
If the participant is a minor, the following information will also be recorded: the guardian's name, guardian's personal identification number, guardian's address, telephone number and email address.
If the employer contributes to the costs of the course, the following information is also recorded: Employer's contact information and billing address.
The following information is also recorded about the teacher: Academic grade, profession, presentation title, salary category, and criminal record check information.
Regular sources of information
Course participant information is maintained using information received from the parties involved when registering. Teacher information is obtained from the teacher themselves when hiring.
Data compliance
transfers and recipient groups
The information in the register will not be disclosed to third parties, such as for direct marketing, market and opinion research, civil registry or genealogical research.
The information required for invoicing is provided to the invoicer.
Transfer of data outside the EU or the European Economic Area (EEA)
No data transfer outside the EEA.
Principles of Registry Security
and retention period of personal data
System providers maintain the register and the data contained therein in accordance with good data processing practice and comply with an absolute obligation of confidentiality and non-disclosure.
Permissions and their management
Use of the information systems requires a personal user ID. Access rights are granted by user groups, which are administration, full-time teachers, tutors and registration recipients.
Only those employees of the controller who need the information for their work have access.
Processors are subject to an absolute obligation of confidentiality and non-disclosure. The right of use ends when the person moves away from the tasks for which the right of use has been granted. The obligation of confidentiality and non-disclosure continues after the end of the work tasks or employment relationship involving the processing of customer data.
Usage monitoring
The use of the register and attempts to use it in accordance with job duties are monitored by generating log data. Log files are stored in a file system with access rights limited (read or write rights) to the persons responsible for maintaining the service.
The information stored in the database can be used to monitor and report on the appropriate use of the registers. The data is used to produce reports necessary for monitoring use.
Technical maintenance
System providers are responsible for ensuring that the register remains technically intact. Technical information related to the system is needed to maintain and ensure the technical usability and integrity of the system. Technical information stores events generated by the device. No personal data is collected or stored as technical information.
Ensuring availability
Data is protected from intentional and unintentional destruction (e.g. central equipment is in locked premises with access control and file backups in a separate fire safety department) and data integrity is maintained by protecting it through technical maintenance data and event data. The system's internal data connections are implemented using closed networks. External connections are protected by firewalls. The system and its data connections are monitored 24 hours a day.
Personal data retention period
No information will be deleted from the civic college's operations management register.
Other personal data processing
related data subject rights
The data subject's right to access information (right of inspection)
The registered person can view some of the information that the service contains about him or her through Hellew's electronic services.
The registered person also has the right to check what is stored about him/her in the community college's operations management register. A request for verification must be made by contacting the register's contact person, section 2 or 3. Exercising the right to verify is in principle free of charge.
If the data subject's requests are manifestly unfounded or unreasonable, in particular if they are made repeatedly, the controller may either charge a reasonable fee taking into account the administrative costs of providing the information or communication or of carrying out the requested action; or refuse to carry out the requested action. In such cases, the controller must demonstrate the manifest unfoundedness or unreasonableness of the request.
The data subject's right to request correction of information, erasure or restriction of processing
To the extent that the data subject can act on his/her own initiative, he/she must, without undue delay, after being informed of the error or after having discovered the error himself/herself, rectify, delete or supplement the incorrect, unnecessary, incomplete or outdated information in the registers. A request for rectification is made by contacting the contact person, section 2.
The data subject's right to object to the processing of personal data
The data subject has the right, on grounds relating to his or her particular personal situation, to object to profiling and other processing activities concerning him or her, which MerikarviaThe municipality targets the personal data of the data subject to the extent that the basis for processing the data is Merikarvian customer relationship between the municipality and the data subject. The data subject may submit their objection request by contacting the contact person of the register, points 2 and 3. The activities of the Civic Institute do not include profiling of customers.
In connection with the request, the data subject must identify the specific situation on the basis of which he or she objects to the processing. MerikarviaThe municipality may refuse to implement a request for objection on the grounds provided for by law.
The data subject's right to transfer data from one system to another
The Citizens' College register does not have a procedure in place that would allow the data subject to transfer their own data to another system.
The data subject's right to lodge a complaint with a supervisory authority
The data subject has the right to lodge a complaint with the competent supervisory authority if the controller has not complied with applicable data protection regulations in its operations.
Other rights
If personal data is processed based on the consent of the data subject, the data subject has the right to withdraw their consent by notifying Merikarviato the municipality in accordance with section 2 of this privacy policy.
Automated decision-making
The civic college's operational management information system does not include reasoning based on automatic decision-making.
Changing the privacy statement
The data controller will update the privacy policy if the content changes as a result of legal changes or if the characteristics of the register change. Last reviewed and updated 8/2025