Privacy statement of the electronic exam system

The Police University College uses the electronic exam system in cooperation with other universities.

We process your personal data in compliance with the European Union’s General Data Protection Regulation (2016/679).

1. Controller

Police University College
P.O. Box 123 (Vaajakatu 2), FI-33721 Tampere, Finland
[email protected]
+358 295 480 121 (switchboard)

2. Controller’s contact person in data protection matters

Kimmo Lehtimäki, Lawyer
Petri Hankaniemi, Lecturer

Contact information for contact persons can be found in part 1.

3. Data subject

Student or teacher of the Police University College

4. Purpose of personal data processing

We process personal data for the purpose of organising electronic exams.

5. Legal basis for personal data processing

Teaching at the Police University College is exercise of official authority (General Data Protection Regulation, Article 6, paragraph 1, subparagraph e).

6. The personal data we process and sources of data

We receive the following information from other personal data systems of the Police University College: name, email address, user ID, user role (student and teacher) and information about the data subject being a student and teacher at the Police University College.

In the electronic exam, the following information attributable to the data subject is created: reservation for an exam (time, place, computer used in the exam), exam performance, assessment and feedback information of the exam, and the log entry in the system of the activity performed by the exam computer.

The electronic exam is supervised with a recording video that comprises image and sound. Entry into the exam room is supervised with access control that records the name of the data subject and the time of access.

Information of users external to the Police University College is obtained through the HAKA log-in from the user’s home university, when Polamk joins the exam visit agreement.

7. Personal data recipient groups

Students can only view their own exam performance data.

Teachers can only view the exam performances of their own students.

The system administrator can view all data saved in the system.

The video surveillance and access control system data are accessible to the persons authorised to use them. The information is only used for the purpose of investigating misconduct in the electronic exam.

Assessment data is transferred to the student information system.

8. The period of storage of personal data

The user’s data saved in the exam system will be stored for the duration of the student’s right to study or the teacher’s employment relationship. The data will be erased within three months of the end of the right to study or employment relationship.

Exam data saved in the exam system will be retained in the system for 12 months.

Videos saved in the video surveillance system will be retained in the system for 2 months.

Data saved in the access control system will be retained in the system for 12 months.

9. Right to obtain access to the data

You have the right to receive information from the Police University College of whether your personal data is being processed, and to receive a report of the personal data of you that we hold. The information request must be submitted to the controller in writing.

10. Rectification of one’s own personal data

You have the right to request rectification of your personal data saved in the student information system. The rectification request must be submitted to the controller in writing.

11. Erasure of data

Once you have started studying or working at the Police University College, you have no right to demand erasure of your personal data.

12. The right to object to the processing of data and to require restriction of processing

You have the right to object, on grounds relating to your particular situation, to processing of your personal data and require restriction of their processing until the question whether the Police University College has the right to process your personal data has been resolved.

You cannot work at the Police University College or study or complete degrees at the Police University College in case you have objected to the processing of your personal data and required restriction of their processing.

13. Automated decision-making

Personal data will not be used for the purposes of automated decision-making or profiling.

14. The right to refer the case to the Data Protection Ombudsman for processing

If you are of the opinion that the processing of your personal data by the Police University College is unlawful, you have the right to refer the case to the Data Protection Ombudsman for processing.

Contact information of the Data Protection Ombudsman:

Office of the Data Protection Ombudsman
P.O. Box 800 (Lintulahdenkuja 4), FI-00531 Helsinki, Finland
+358 295 666 700 (switchboard)
[email protected]