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Library and information services

Register controller and contact information

Diaconia University of Applied Sciences, P.O. Box 12, 00511 Helsinki

Data protection officer’s e-mail:

What is the purpose of processing personal data?

Personal data is processed to allow customers to use Diak’s library services, such as borrowing library materials and using its digital services. Personal data is also processed when managing borrowing privileges. Furthermore, the library compiles statistics on the use of services, carries out customer communications and offers interlibrary services.

What is the basis for processing the data?

Processing is based on an agreement between the library and the customer.

Whose personal data does the register contain?

The library’s customer data register contains data from the following groups:

  • Diak’s students who are library customers or have given consent to transfer their data from the student register to the library’s customer register.
  • Diak’s staff members who are library customers.
  • Library customers not affiliated with Diak.

Where was the data collected?

Data is collected from customers themselves and from Diak’s student register.

What personal data does the register contain?

The library’s personal data register contains the following personal data:

customer name, e-mail address, postal address, phone number, personal identification number, library card number and card PIN code. The register also includes information on customers’ current loans, borrowing history, unpaid charges and contacts, and interlibrary service requests.

How long is personal data stored in the register?

The library’s customer data is mainly stored for the duration of the customer relationship. If a customer has not borrowed any material for 3 years and has no outstanding payments, their data will be deleted from the register.

How is data protected?

Digital data is protected with personal user IDs, limitations of access rights, passwords, two-factor and strong authentication, and guidelines.

Paper materials are not collected, but if paper materials are created, they will be disposed of in a locked trash container (“data protection bin”).

Will the data be disclosed to external parties?

Data will be disclosed to Diak’s financial administration and an external debt collection agency for the purposes of invoicing and debt collection. Diak may also contract external processors, who will process personal data. An external processor may be an IT system supplier, for instance.

Borrowing data is disclosed to the joint library statistics, but the statistics do not contain personal data.

Is the data subject to automatic decision-making?

Systems using the register do not have automatic decision-making functions.

Will data be transferred outside of the EU/EEA?

Data will not be transferred outside the EU/EEA.

Data is transferred or disclosed outside the EU/EEA, where and to whom:


As a rule, the personal data contained in the register is not transferred outside the European Union or the European Economic Area or to international organisations. However, due to the international nature of the operations, Diak may use resources, applications and servers located outside the EU or EEA when providing the services. In these cases, Diak ensures that there is a legal basis for the transfer of data and that personal data is protected, for example by requiring standard contractual clauses approved by the EU Commission and compliance with appropriate technical and organizational security measures. In addition, where appropriate, a TIA assessment will be carried out in connection with such data transfer, as well as monitoring the overall level of data protection in known countries. In all cases, the data transfer is carried out in accordance with the General Data Protection Regulation and only to the extent strictly necessary.

What rights do I have?

You have the right to information on how and for what purpose your personal data will be processed. You can also request access to records of your personal data, and request that incorrect information be rectified.

You can also submit a request to delete your data or restrict its use. However, in some cases the data cannot be deleted or its use restricted, for example if the personal data is being processed to fulfil a legal obligation, complete a task in the public interest orexercise public authority vested in Diak.

In certain situations, you also have the right to transfer the personal data you have provided to us to another controller or to object to the processing of your personal data, i.e. to request that we do not process them at all. In addition, you may request that we do not make a decision on your part based solely on automated processing of personal data.

If you would like to know more about the processing of your data or exercise your rights, you can contact Diak’s Data Protection Officer ( or submit a request using the form found on Diak’s website

You also always have the right to lodge a complaint with a supervisory authority. If necessary, you can also contact the Data Protection Ombudsman, a government official who supervises the processing of personal data in Finland.

Contact information:
Office of the Data Protection Ombudsman
P.O. Box 800, 00531 Helsinki
Tel. +358 29 566 6700

General advice for individuals: Tel. +358 29 566 6777