Why do we process your personal data?
We process your personal data for the following purposes:
- Salary and fee payments, the reception of salary calculation data and the transfer of salary calculation data to different stakeholder groups. The planning, management, monitoring and statistics related to staff, salary and employment relationship matters as well as the handling of an employer’s statutory and voluntary tasks.
- Development of forms of work, working methods, and support services
- Monitoring and allocation of working hours of the staff (for distribution of wage costs of projects).
- The management of the evaluation process that is conducted according to salary system for Finnish universities (YPJ)
- Evaluation of the requirement level of a job
- Evaluation process for personal performance
- Occupational wellbeing of staff: Occupational wellbeing surveys and reports
- Remembering staff
Do we use automated decision-making or profiling?
We do not use automated decision-making or profiling.
Why are we allowed to process your personal data?
The processing of personal data is based on the EU General Data Protection Regulation. The more precise legal bases are:
- Data controller’s compliance with a statutory obligation. Statutes: Universities Act (558/2009), Government Decree on Universities (770/2009), Employment Contracts Act (55/2001)
- Implementation of the data controller’s or third party’s legitimate interests (the legitimate interest in question: the significant relationship between the data controller and the data subject (employment relationship)
Data controller responsible for processing your personal data:
University of Eastern Finland
Joensuu: Yliopistokatu 2, P.O. Box 111, 80101 Joensuu
Kuopio: Yliopistonranta 1, P.O. Box 1627, 70211 Kuopio
Phone 0294 45 1111 (PBX)
Representative of data controller
Director of Administration Tuomo Meriläinen
Director of Human Resources and Staff Well-being Ulla Hurskainen
Data controller’s contacts
Head of Human Resources Jenni Varis
Human Resources Specialist Minna Kuosmanen
What kind of personal data do we process?
The following data from people in an employment relationship with the University is collected while managing human resources and employment relations (employees, fee earners, elected officials, and grantees):
- Basic information of the person (name, date of birth, personal identity code, contact information etc.)
- Performance review data
- Early support memorandums
- Payment information (account number, salary determinants, trade union membership)
- Salary and fee payment data
- Employment relationship data
- Education data
- Working hours allocation data
- Working hours monitoring data
- Data required for occupational health and safety
- Occupational wellbeing surveys: unit of work as a requisite information, gender, campus, age bracket, years of work experience, role, employment contract (temporary/permanent)
- In the surveys regarding development of the forms of work and working methods, you can voluntarily give your contact information. Otherwise the surveys are answered anonymously
- Evaluation process data in accordance with salary system at universities: job description and assessment data in accordance with the salary system, assessment data of personal performance
How long do we retain your personal data?
The data retention periods are determined according to the filing system of the university as follows:
- Retained permanently: Staff list
- Retained permanently/10 years: Distant work and employment contracts
- Period of validity + 10 years: Documents regarding permissions for secondary occupation
- Period of validity:
- Applications for enabling annual holidays, period of validity
- authorisation for employee association membership fees, period of validity
- Access control and working hours monitoring reports, period of validity
- Staff education data, period of validity
Determined by the validity of the document
- 50 years:
- Pay slips and other related documents
- Resolution/certificate of the termination of the employment relationship
- 13 years: Working hours allocation reports
- 10 years:
- Accounts of trade union member charges
- Performance review memorandums
- Job descriptions
- Work plans
- Forms and resolutions regarding the evaluation of the requirement level of work duties
- Forms and resolutions regarding the evaluation of personal performance
- Occupational wellbeing surveys and reports
- Job certificates with attachments
- 5 years:
- Holiday bonus exchange contract
- Carried-over leave contract
- Documents related to the verification of the annual leave
- 2 years:
- Medical certificates (Certificate A)
- Lists of those who participated in staff training
- Absence notifications
- Notifications of annual leave, carried-over leave, and leave in lieu of holiday bonus
- Surveys related to the development of forms of work: answers are retained for one year at most.
How do we obtain the personal data for processing?
The personal data required for processing is obtained as follows:
From the person themselves: personal data (on a form), the payment of remuneration data (on a form), working hours monitoring (to Timecon or Promid system), working hours allocation (to SoleTM allocation system), education data (on a form), performance review data, the background information of the occupational wellbeing survey
From the person in charge of the unit’s personnel matters: the proposal to employ a person on a contract (a form), the data of the person’s immediate superior
The person themselves, the person’s immediate superior, the director of the unit, the head of department, the dean if need be, university salary system assessment team and the employer’s representative (the rector, the human resources director, the director of administration): the data for the evaluation of the difficulty of the job and personal performance
From tax authorities: the data regarding tax rate (electronic data transfer)
From population register: updates regarding the person’s name data (electronic data transfer)
The data subject must deliver the necessary personal data for the management of the employment relationship. If the data subject does not deliver the necessary information, the employment relationship cannot be verified, and the salary payment will be prevented.
If the data subject gives their personal data for processing, the bases for giving the personal data are both the data controller’s statutory obligation and an agreement between the data controller and the data subject.
Regular transfer and disclosure of personal data
Personal data is transferred from the Human Resources system Mepco to the following internal services of the University of Eastern Finland:
Abloy KeyControl, users
Maintenance of Dynamics 365 contact information, users + employment relationships
HelpNet phone book, users
IDM user management, users
Chemical register, users
M2 travel control system, users + employment relationships
Miilu databank, users + employment relationships + absences
Peppi study information system, teachers
Proha project management, users
Raindance financial administration system, users + salary transactions
Recycling and filing of Rondo invoices, payslips
SoleCRIS research administration’s system, users + employment relationships
SoleTM working hours allocation system, users + employment relationships
UEF Connect, users
Vakka election system, users
Financial administration and human resources service center Certia Ltd. acts as the processor of the university’s calculation of payments. The university has a contract of service with Certia Ltd. that also includes an accord of the processing of personal data. Other service providers can also be used as the processers of personal data in one-off acquisitions or projects for example, in the context of remembering staff. With these service providers, a separate sales contract or a separate contract of service is made on a case-by-case basis.
Personal data is disclosed as follows: statutory disclosures to tax administration’s incomes register, notifications to pension insurance companies, a notification of employee association membership fees to the employee associations, statistics to ministry, other statutory disclosures, salary payment data to banks and accounting, and transferring data to the occupational health care and the public employment and business services to manage a person’s benefits.
Transfer or disclosure of personal data outside the EU or EAA and the basis for it
Personal data will not be transferred outside the EU or EEA.
Read more about how we protect your personal data.
Read more about your rights as a data subject.