Personal Data Processing
We have compiled how the University processes the personal data of students' so that you easily can find out how it affects you.
Processing of data for all students
Application and admission
- Purpose and processing: scrutiny of your application and selection for admission.
- Type of data: name, personal identity number, contact information, grades and merits.
- IT systems: Ladok for students, (data from universityadmissions.se). MoveOn for exchange students.
- Time for erasure: Retained.
Student account
- Purpose and processing: for you to use University IT resources, and for the University to identify you in different IT systems.
- Type of data: name, personal identity number, contact information.
- IT system: accounts database.
- Time for erasure: 4 years after latest course registration.
Email etc. (Office 365)
- Processing: automatically generated account for email.
- Type of data: name and generated email address.
- IT system: Office365
- Time for erasure: 4 years after latest course registration.
Access card
- Processing: to give you access to premises, based on the courses you take.
- Type of data: name, personal identity number, contact information, course registration and photo.
- IT system: University access system.
- Time for erasure: 2 years after the latest course registration.
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.
Class lists and group lists
- Processing: making it possible for teachers to see lists of classes and student groups.
- Type of data: name, personal identity number, email and photo.
- IT system: class lists.
- Time for erasure: No retention.
Teaching
- Processing: submitting, assessment, feedback, basis for results management.
- Type of data: name, national registration number, contact information and content in each moment.
- IT systems: learning platform Blackboard and course specific IT systems.
- Time for erasure: Retained.
Exam registration
- Processing: exam administration.
- Type of data: name, personal identity number, contact information
- IT system: Ladok for students.
- Time for erasure: Retained.
Results administration
- Processing: reporting of results (grades).
- Type of data: results.
- IT system: Ladok for students.
- Time for erasure: Retained.
Course evaluation tool
- Processing: compilation of evaluations on a group level.
- Type of data: email for distribution of the form, submitted forms.
- IT system: course evaluation tool.
- Time for erasure: 2 years after the result has been compiled.
The Student Union
- Processing: distribution of information and list of members.
- Type of data: name, national registration number and contact information.
- IT system: The Student Union's register.
The Student Healthcare Centre
- 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, personal identity 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 students
Graduation project/thesis
- Processing: publishing of approved thesis (graduation project).
- Type of data: thesis and name.
- IT system: DiVA.
- Time for erasure: Retained.
Degree certificate/course certificate
- Processing: assessment of your application.
- Type of data: name, personal identity number and study results.
- IT systems: Ladok for students, archive.
- Time for erasure: Retained.
Helpdesk
- Processing: processing of your cases regarding IT, library, study administration etc.
- Type of data: name, personal identity number, contact information and your case.
- IT system: Helpdesk.
- Time for erasure: Retained.
Streamed lectures
- Processing: Attending online lectures.
- Type of data: Name/username and what is displayed from the camera.
- IT-systems: Zoom och Blackboard collaborate.
- Time for erasure: 2 years after the course has finished.
Study counselling
- Processing: comparison of study records etc., as requested.
- Type of data: name, personal identity number, contact information and study records.
- IT system: data is collected from other IT systems, i.e. universityadmissions.se and Ladok for students.
Registrations for 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.
Deferment, leave of absence or interruption of studies
- Processing: administration of the alteration you apply for.
- Type of data: name, personal identity number, contact information and your application.
- IT system: Ladok for students and the University registry.
- Time for erasure: Retained.
Credit transfer
- Processing: administration of application of credit transfer
- Type of data: name, personal identity number, contact information and application of credit transfer.
- IT system: Ladok for students, the University registry and archive.
- Time for erasure: Retained.
Disability Study Support
- Processing: assessment of application for disability study support.
- Type of data: name, personal identity 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.
Disciplinary actions (i.e. cheating)
- Processing: administration of report of offence.
- Type of data: name, personal identity number, contact information and offence.
- IT systems: the University registry and Ladok for students.
- Time for erasure: Retained.
Identity control
- Processing: ID card controls for secure identification
- Type of data: Data from ID card/passport.
- IT-system: 365id.
- Time for erasure: No retention.
