Humak University of Applied Sciences

Humak University of Applied Sciences Transparency and Document Access

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Humak University of Applied Sciences Transparency and Document Access

This transparency document outlines (in accordance with section 28 of the Act on Information Management in Public Administration, 906/2019) how Humak University of Applied Sciences (Suomen Humanistisen Ammattikorkeakoulu Oy) manages its data repositories and case registers and the extent to which it processes information when providing services or dealing with cases. By maintaining this transparency document, we make it easier for the public to direct their information requests and we uphold the principle of administrative openness.

A University of Applied Sciences is considered a public authority under the Act on the Openness of Government Activities, and its documents are generally public. Citizens have the right to access public UAS documents. For documents containing confidential information, the grounds for confidentiality can be found in section 24 of the Act on the Openness of Government Activities.

According to the right of access, individuals have the right to access information about matters that concern themselves.

 

1. Information requests

Document access requests should describe the document in as much detail as possible. If the information relates to a confidential matter, we will check the identity of the person requesting the information and their right to access the information.

Requesting information

Complete an information request. Include your name, address, email and phone number. We require this personal data to ensure that you are entitled to access the information you have requested. If the information you are requesting is public, you do not need to provide any personal information other than a delivery address.

Describe the information you are requesting in as much detail as possible. This will facilitate the processing of your request. Details such as your name, personal identification number, case number, and programme-related information may help us process the request more quickly.

Indicate whether you are asking for your data on the grounds of public interest or you want to check your own personal data. If possible, please specify which of the institution’s data repositories your request relates to.

You can also indicate how you would like to receive the information, e.g. copy, printout, verbally, etc.

Submitting your request

Information requests should be sent, preferably by email, to the Humak Registrar’s Office (kirjaamo@humak.fi). Requests will then be directed to the person responsible for each data repository. If your request contains confidential information, please send it by secure email.

You can also submit an information request in person or by mail to:

Suomen Humanistinen Ammattikorkeakoulu Oy
Ilkantie 4
00400 Helsinki

Processing Times

We respond to information requests within 14 days. If processing the request requires more work than usual, the information will be provided within one month of our initial response. If you have made a number of requests and assembling the requested information is complex, you will be notified of the additional processing time. The extended deadline for information disclosure will be three months from the receipt of the initial request.

Processing Fees

There is no fee associated with processing requests for personal information or for the information itself. If you request multiple copies, however, the registrar may charge a fee to cover administrative costs (GDPR, article 12, 5a).

For information requests based on public access, the information is provided free of charge when it is given verbally or by email, made available for inspection and copying at the office of the organisation, or when the information provided is part of the organisation’s duty to provide advice, consult with or notify the individual concerned. In other cases, a fee may be charged on a cost-basis under the Act (Act on the Openness of Government Activities, section 34 Fees and the Act on Criteria for Charges Payable to the State) (separate annex).

You can find further information about Humak operations on our website www.humak.fi/en/. Information requests are handled by the Office of the Registrar. The Registrar’s Office can help you find the information you need. For more information on your request, contact kirjaamo@humak.fi.

Personal Information

In line with the Data Protection Act and regulation, Humak is the data controller of the data repositories in which we store personal data as part of our work. The data subject has a number of rights in relation to personal information held in the various registers.

You can read more about our handling of personal information on our website.

Information for students can be found here: Data protection statement for students (in Finnish). This data protection statement describes the registers in which student data is stored.

Humak has a dedicated Information Management page: https://tietohallinto.humak.fi/ (in Finnish) where you can read about information security and data protection.

The privacy statements detail the controller of each register, the contact person, the purpose of each register, security measures and the rights of data subjects. To access the Data Protection page, you will need to log in with your Humak ID.

For all data protection matters, contact Humak’s Data Protection Office (security@humak.fi).

Decisions on information requests are subject to appeal.

 

2. University of Applied Sciences Data Repositories

Data Repositories at Humak UAS by administrative area:

Administrative Information Pool (data repository) 

  • Managing administrative affairs
  • Domestic cooperation
  • Organising, managing, planning and developing operations (quality system, quality management)
  • Decision-making and management
  • Auditing
  • Supervision of legal interests

Human Resources Management Information Pool (data repository)

  • Personnel management
  • Employment relations
  • Payment of salaries, wages and allowances
  • Skills development
  • Promoting well-being at work
  • Cooperation

Financial Management Information Pool (data repository)

  • ProcurementAccounting and payments
  • Asset management
  • Finance and fundraising
  • Financial planning, implementation and monitoring

Internationalisation (data repository)

  • Planning and steering international affairs
  • International participation and mobility

Information Management and the Information Management Unit (data repository)

  • Development and supervision of information management and archiving
  • Development and steering of the Information Management Unit
  • Information management and information services
  • Information security and data protection

Library and Information Services (data repository)

  • Library planning and development
  • Provision of library services 

Education and Training Information Pool (data repository)

  • Alumni activities
  • The Open University and further education
  • Organising specialist education
  • Academic advising
  • Teaching
  • Student Affairs

Research, Development and Innovation Information Pool (data repository)

  • Planning, organising and carrying out research and development activities
  • Research ethics
  • Research approval
  • Publications

Commercial Activity (data repository)

  • RDI projects
  • The Open University

Facilities and Security Services (data repository)

  • Facility use and services
  • Data including: key management, ID, premises, access control etc.