PRIVACY NOTICE/STATEMENT
EU General Data Protection Regulation 679/2016 Effective from May 25, 2018
Date of Preparation: May 4, 2018, updated 27.11.2023
Karelia University of Applied Sciences Draft Program® (description at www.draftprogram.com)
1. Data Controller’s Information
Karelia University of Applied Sciences Ltd, Postal Address:
Tikkarinne 9, PL 256, 80101 Joensuu, phone +35813260600
email: info@karelia.fi
2. Responsible Person of the Data Controller
CEO/Principal
3. Responsible Person for the Draft Program
Director of Research and Development Anne Ilvonen, phone 050 311 6314,
email: anne.ilvonen(at)karelia.fi, Tikkarinne 9, 80200 Joensuu
4. Contact Person for Matters Related to the Draft Program
Principal lecturer of entrepreneurship Heikki Immonen, phone +358 50 310 9657,
email: heikki.immonen(at)karelia.fi, Karjalankatu 3, 80200 Joensuu
5. Contact Information of the Data Protection Officer
Karelia University of Applied Sciences Ltd, Data Protection Officer, Tikkarinne 9, PL 256, 80101 Joensuu, phone ++358 50 525 0623, email: tietosuoja@karelia.fi
6. Purposes of Processing Personal Data
According to the Universities of Applied Sciences Act, the mission of the university is to provide higher education based on the requirements of working life and its development as well as research, artistic and educational principles for professional expert tasks and to support the professional growth of students. The university also conducts applied research, development and innovation activities as well as artistic activities serving university education and promoting working life and regional development, renewing the regional economic structure. In carrying out its tasks, the university must promote lifelong learning. These are statutory tasks.
Draft Program® (www.draftprogram.com) is a program offered by Karelia University of Applied Sciences to promote the emergence of entrepreneurship originating from higher education institutions. The program supports selected teams in producing knowledge that supports the commercialization of their business ideas and in conducting various experiments and coaching workshops. Personal data is collected for the implementation of the team application process and to inform selected teams about new calls and coaching workshops. Purchases made in the program are linked to the team contact person for tracking the development budget allocated to the team’s project. In addition, anonymized personal data are used in activity reports intended for program partners and in developing the program’s operations. Anonymized data collected in the program may be used, for example, in research activities studying entrepreneurship and innovation activities, but this requires a separate research permit from the university.
7. Description of Registered Groups and Categories of Personal Data
Information has been collected for the following groups related to the Draft Program®: team leaders who can be students, alumni, or staff representatives of the University of Applied Sciences or partner institutions of the Draft Program, and other team members. The categories of personal data processed include: name, email, phone number, employer, field of study, role or task of the person. In addition, the person is linked to descriptions of the team’s business idea, points generated in the application process, judges’ comments, and purchases related to the team’s development project during the program.
8. Legal Basis for Processing Personal Data
The Draft Program® is a voluntary program in which the applying individual consents to the processing of personal data by giving consent.
9. Basis for Providing Personal Data
Data of those applying to the Draft Program® are needed for the implementation of the program’s application phase and the provision of program services (purchases, coaching workshops).
10. Legitimate Interests of the Data Controller
Implementation and development of the Draft Program® operations.
11. Security of Processing
Data about individuals who have applied to and been selected for the program is collected via a Webropol form and stored in electronic format in the DRAFT folder on the university of applied sciences’ server. Access to the folder is restricted to only those employees of the university of applied sciences who are central to the implementation of the program. Descriptions of ideas in paper form, including personal information, as well as judges’ forms for applications, are kept in a locked cabinet in the office of the university entrepreneurship senior lecturer. On the day of the application, external judges who have signed a confidentiality agreement receive information about the applicants participating in the application day on a special judges’ form. These forms are collected from the judges at the end of the application day.
12. Recipients or Categories of Recipients of Personal Data
As part of the application process, applicants’ data are displayed in a closed meeting room from a separate screen or via screen sharing technology in a Teams meeting, or similar, to representatives of the Draft Program® partners. Partners include the University of Eastern Finland and Riveria. The purpose of displaying the data is for pre-selection of applicants and for creating the final scoring.
13. Transfer of Personal Data outside the European Union (EU/EEA)
Personal data is not transferred outside the EU/EEA area.
14. Retention Period of Personal Data
For individuals whose team is selected for the Draft program, their information will be retained for 6 years following the end of the last fiscal year during which their team received compensation from the Draft program, in accordance with the Accounting Act. Personal data of individuals who are not selected for the Draft program will be deleted at the end of the selection process.
15. Rights of the Data Subject
The rights of the data subject are determined according to the basis of processing. The data subject has the right to request access to personal data concerning him or herself from the data controller and to request the correction or deletion of such data or restriction of processing or to object to processing, as well as the right to transfer data from one system to another. The data subject has the right to withdraw his or her consent to the processing of personal data at any time. In addition, the data subject has the right to file a complaint with the supervisory authority. The contact person for the data subject’s rights is the data protection officer, whose contact details are in section 5 of this statement.
16. Automated Decision-Making and Profiling
Not in use.