Processing personal data for doctoral students
We have compiled how the University processes the personal data of PhD students so that you easily can find out how the processes affect you.
Processing of data for all doctoral students
Application for admission
- Purpose and processing: administration of your application and decision on your admission.
- Type of data: form of application, other documents that are needed (i.e. proof of necessary resources, and degree certificates).
- IT system: University registry.
- Time for erasure: retained.
Documentation of admission
- Purpose and processing: documenting decision on admission to doctoral education.
- Type of data: name, national registration number, contact information, subject, eligibility.
- IT system: Ladok.
- Time for erasure: retained
Register of all doctoral students’ contact information
- Purpose and processing: to give an overview of all doctoral students and their contact information.
- Type of data: name, contact information, subject.
- IT systems: SiteVision/insidan.hh.se, University registers.
- Time for erasure: updated continously.
Student account/user account
- Purpose and processing: for you to use University IT resources, and for the University to identify you in different IT systems. Many doctoral students have one student account and one account as an employee.
- Type of data: name, national registration number, contact information.
- IT system: accounts database.
- Time for erasure: 2 months after the School has ordered removal.
Email etc. (Office 365)
- Processing: automatically generated account for email.
- Type of data: name and generated email address.
- IT system: Office365.
- Time for erasure: 2 months after the School has ordered removal.
Access card
- Processing: to give you access to premises, based on the courses you take and the assignments you have.
- Type of data: name, national registration number, contact information, course registration and photo.
- IT system: University access system.
- Time for erasure: 2 months after employment ends.
Library support (books, journals etc.)
- Processing: loan administration.
- Type of data: Personal identity number, access card, contact information, loans, reservations and purchase requests.
- IT system: ExLibris Alma
- Time for erasure: 5 years after latest activity.
Classes
- Processing: submitting, assessment, feedback, basis for results management.
- Type of data: name, national registration number, contact information and content in each element.
- IT system: learning platform Blackboard and course specific IT systems.
Results administration
- Processing: reporting of results (grades).
- Type of data: results.
- IT system: Studentladok.
- Time for erasure: retained.
Follow-up of studies
- Processing: different kinds of statistics etc. Some data is transferred to other authorities (i.e. Statistics Sweden and the Swedish Higher Education Authority) for follow-up on a national level.
- Type of data: contact information, national registration number, information regarding the studies, i.e. results and international mobility.
- IT systems: University registry, Ladok and University register.
Individual study plan
- Processing: administration and follow-up on study plan, and approval of the study plan.
- Type of data: contact information, information regarding the studies and the progression, other things affecting the studies.
- IT systems: University registry and Ladok.
- Time for erasure: retained.
Student Union
- Processing: distribution of information and list of members.
- Type of data: name, national registration number and contact information.
- IT system: Student Union’s register.
Student Healthcare Center
- Processing: list of all students, medical records for the student contacts which are regulated by the healthcare law (hälso- och sjukvårdslagen, SFS 2017:30).
- Type of data: name, national registration number, contact information and medical records.
- IT system: Prorenata.
- Time for erasure: medical records are retained, other records are erased after 2 years.
Processing of data for some doctoral students
Doctoral students who are also employed at the University – see the University staffnet for more information.
Doctoral thesis and licentiate thesis
- Processing: publication of approved thesis.
- Type of data: Thesis and name.
- IT system: DiVA.
- Time for erasure: retained.
Report of a licentiate seminar or a public defence of the doctoral thesis
- Processing: administration of your report, deciding on the seminar/public defence, inform internally and externally about the seminar/time of your public defence.
- Type of data: name, contact information, subject, thesis title.
- IT systems: University registry, Sitevision/hh.se and the University newsletter.
- Time for erasure: retained.
Degree certificate
- Processing: assessment of your application.
- Type of data: name, national registration number and study results.
- IT system: Ladok and the University archive.
- Time for erasure: retained.
Helpdesk
- Processing: processing of your cases regarding IT, library, study administration etc.
- Type of data: name, national registration number, contact information and your case.
- IT system: Helpdesk.
Registrations to events and activities
- Processing: administration of participation.
- Type of data: what each event requires for registration.
- IT system: Sitevision/hh.se.
- Time for erasure: erased at the latest one year after the event.
Approved leave
- Processing: administration of the application.
- Type of data: name, national registration number, contact information and reason for application.
- IT systems: Ladok and the University registry.
- Time for erasure: retained.
Credit transfer
- Processing: administration of the application.
- Type of data: name, national registration number, contact information and application.
- IT systems: Studentladok, the University registry and archive.
- Time for erasure: retained.
Disability study support
- Processing: assessment of application for disability study support.
- Type of data: name, national registration number, contact information and certificate from an expert, such as a doctor or speech therapist, certifying that you have a disability.
- IT system: Nais.
- Time for erasure: retained.
- Support in connection with the employment is managed by the HR department
Disciplinary actions (i.e. suspicion of fraudulence in research)
- Process: administration of the report of suspicion.
- Type of data: name, national registration number, contact information and suspicion.
- IT systems: University registry. Ladok and other systems if the suspicion results in suspension.
- Time for erasure: retained.
