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User management

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?

The purpose of processing personal data is to manage Diak’s staff and students’ user IDs and rights to Diak’s data network, information systems, and online learning environment.

What is the basis for processing the data?

The basis for processing data is to fulfil the statutory duties of a university of applied sciences (Universities of Applied Sciences Act, Government Decree on Universities of Applied Sciences, and Act on the National Registers of Education Records, Qualifications and Degrees, etc.). Additionally, the basis for processing can also be a user agreement.

Whose personal data does the register contain?

The user management personal data register contains data on Diak staff and students, Diak’s information systems suppliers and other similar operators.

Where was the data collected?

The data is mainly collected directly from the data subject. Data is also received from Diak’s HR and student services.

What personal data does the register contain?

The most important categories of personal data in the user management personal data register are: name, address, phone number, email address, personal identification number, user ID and photo (voluntary) as well as campus (students). The register also includes information regarding a student’s courses (such as group details) and the staff’s user group details (team, department, place of employment, job title).

How long is personal data stored in the register?

Staff personal data is removed from the user management register when the user ID is deleted, for example at the end of an employment relationship. Personal data is deleted six months after that. Students’ personal data is deleted ten months after a student’s studies are marked as completed in the MyDiak system. The data for information system suppliers is deleted if the partnership ends.

How is the data protected?

User management data is protected with access rights, passwords, two-factor authentication, surveillance and firewalls. Diak uses appropriate encryption techniques and access control of locked IT rooms. Paper materials are not collected.

Will the data be disclosed to external parties?

Personal data will not be disclosed outside of Diak, but Diak may contract external processors, who will process personal data. An external processor may be an IT system supplier, for instance.

Is the data subject to automatic decisionmaking?

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