Descriptions of the University of Helsinki access right indexes

Descriptions of the University of Helsinki access right indexes

University of Helsinki IT Center
1 September 2016

Controller

University of Helsinki
IT Center
P.O. Box 28 (Koetilantie 3)
FI-00014 University of Helsinki
Telephone: +358 (0)2 941 911

Person responsible for the indexes

Päivi Pääkkö
University of Helsinki
IT Center
P.O. Box 28 (Koetilantie 3)
FI-00014 University of Helsinki
Telephone: +358 (0)50 4309126
E-mail: paivi.paakko@helsinki.fi

Names of the indexes

Access rights index and limited user account index

Intended use of the index

The primary intended use of the indexes is to administer the user accounts and e-mail addresses used within the IT systems of University of Helsinki. The indexes are used for the electronic identification of users. The access right index contains the standard user accounts of the university. The accounts stored in the limited user account index have limited access rights.

Data content of the access rights index

Basic user information

Username, mandatory
Personal identity number
Student number
First and last names, mandatory
Position at the university, mandatory
Phone number, private
Phone number, at work
Invoicing ID of the department, mandatory
Education programme
Presence status of students, mandatory
Employment end date for staff, mandatory
Mail system
E-mail name
Consent to publish the e-mail address in the mainari service
Contact language
Username of the person who saved the information
Saving date
Username of the person who edited the information
Editing date

 
 

 
 

 

 
 

 

 
 
 
 

Access rights information (on each access right)

Username, mandatory
The system to which the right is granted, mandatory
Current state of the access right
Access right expiry date, mandatory
ID of the person who saved the record
Creation date
ID of the person who edited the access right
Editing date

 

 

 
 
 
 

Data content of the limited user account index

Limited user account information             

Username, mandatory

Personal identity number
Student number
First and last names, mandatory
Gender, only for the sports facility application 
E-mail address
Mobile phone number
Invoicing ID of the department, mandatory
Current state of the access right
Validity period of the access right
Expiry date
ID of the person who saved the information
Saving date
ID of the person who edited the information
Editing date

 
 

 
 
 
 
 

 
 
 
 

Regular sources of data

Data is obtained from users through access rights forms. Users can also update their own details themselves.
The presence statuses of students and the basic information of new students are retrieved from the student register.
The employment end date for staff is retrieved from the HR system.

Regular transfer and disclosure of data

Personal data are not regularly disclosed to outside the University of Helsinki.

Personal data may be transferred to outside the EU or the EEC for the purpose of accessing the cloud-based Office365 service, using the standard contractual clauses as adopted by the Commission and referred to in section 23(8) of the Personal Data Act.

Security principles

Manual material:
The access rights forms are stored in locked premises.
Electronically saved data:
Only designated persons may access all the information.
The administrators of external systems that use the indexes may view individual data elements that are transferred to the system in question.