About the privacy policy

This privacy statement describes what personal data and other information we collect and how we process this information. This privacy policy is applied to the online services provided by the Finnish National Agency for Education (Oph.fi, Europass.fi and the newsletter service of the Finnish National Agency for Education).

Personal data means information in which an individual person can be identified.

The user should read this privacy statement before beginning to use our services and accept the practices concerning the processing of personal data and use of cookies according to this privacy policy. If the user does not accept this privacy policy or the terms and conditions of use of the service, he or she does not have the right to use the service.

The Finnish National Agency for Education complies with the legislation concerning data protection and processes personal data according to good data management and data processing practices.

What information do we collect and from what sources?

Personal data is primarily collected from the users themselves in connection with subscription, feedback or enrolment for training.

Data provided by the user:

  • contact details such as name and e-mail address when subscribing to the newsletter and when completing the feedback form to Oph.fi
  • information required for enrolling on training courses, such as name, telephone number and e-mail address
  • other information collected with the user's permission

Data obtained when observing service usage:

  • usage and browsing data related to service features
  • website usage is analysed with Google Analytics. Google Analytics sets cookies to the computer to be able to analyse website usage. The cookies provide information on how you use the website (including your IP address). The information is used to assess website usage, to compile usage reports for the owner of the website and to offer other services related to the activities on the website and internet usage.
  • word searches will log the IP address of the user conducting the search. The logged data will be stored for 21 days after acquisition.
  • other data collected with the user's permission.

For what purpose is data collected?

Personal data may be processed by the Finnish National Agency for Education for the following purposes:

  • contacting users based on feedback received from them
  • sending a newsletter
  • enrolling for training
  • producing, maintaining, protecting and developing services

Do we disclose personal data?

The Finnish National Agency for Education does not normally disclose any personal data. However, your personal data may be disclosed in the following situations:

  1. Your consent
    a. with your explicit consent, personal data can be disclosed, for example, to a third party for a service provided by it
  2. Communities
    a. as a rule, personal data is not displayed to other users of the services of the Finnish National Agency for Education, but it may be possible for the users themselves to share their personal data with other users, for example, by using an alias (commenting on a blog)
  3. Subcontractors and service providers
    a. The Finnish National Agency for Education uses subcontractors and service providers for the technical maintenance of its services and for customer services, customer communication and research. Personal data can be disclosed to subcontractors and service providers only to the extent they participate in the implementation of the services of the Finnish National Agency for Education and for the purposes described in this privacy policy statement.

    Subcontractors and service providers must not use the personal data disclosed to them for any other purposes than those described in this privacy statement and those determined by the Finnish National Agency for Education. The Finnish National Agency for Education obliges subcontractors and service providers to maintain the confidentiality of the data and to ensure that appropriate data security and data protection are implemented to protect personal data.
  4. International data transfers
    a. The Finnish National Agency for Education makes efforts to always implement the services and to process personal data primarily within the EU and the EEA, using operators and services established in these areas. If this principle is exceptionally and on a case by case basis deviated from, thorough reports regarding the implementation of data protection and data security in the service concerned are required from the service.
  5. Use in research
    a. We may disclose data for scientific or other studies, provided that the data concerned has first been changed into a form in which individual persons can no longer be identified.
  6. Disclosures due to mandatory legislation
    a. under the law, your personal data can be disclosed to other authorities for official use.
  7. Data transfer to third countries
    a. Apart from exceptional cases, we do not transfer data outside the EU or the EEA. If data is transferred outside the EU or the EEA, we will ensure the adequate level of protection for personal data, for instance, by agreeing on matters related to the confidentiality of personal data and its processing as required by legislation, for example, by using model contract clauses approved by the European Commission and in other ways so that personal data is processed in accordance with this privacy policy.

How do we process personal data?

Our personnel may process personal data according to the legislation concerning data protection in force at the time. We may also partly outsource the processing of personal data to a third party, in which case we will through contractual arrangements guarantee that personal data is processed in accordance with the Personal data act and appropriately also in other ways.

What do we do to protect personal data?

The registers are maintained and protected through different technical and organisational measures. We ensure that our system is fault tolerant and that it is possible to recover data. These protection measures include access control, physical access control, technical solutions such as firewalls, and password protection. These measures enable access to the stored data only for named employees of the Finnish National Agency for Education and for service providers with a contractual relationship with the Agency.

We inform the police and the National Cyber Security Centre Finland of possible data security threats and possible data security violations directly through the services. We may also temporarily close services to protect personal data.

How do we use cookies?

The Finnish National Agency for Education uses cookies to improve the user experience of the online services. You will find more information about the use of cookies in our cookie policy.

How long do we store your personal data?

The Finnish National Agency for Education stores the user's data in accordance with the legislation in force at the time and only as long as necessary to fulfil the purposes described in this privacy statement. When the grounds for processing your personal data no longer exist, we will remove your personal data.

What rights do you have?

You have a legal right to inspect what data we have collected about you. You also have the right to demand that incorrect, incomplete, unnecessary or outdated personal data be corrected or removed.

You can exercise your rights by contacting the controller mentioned below.

Changes to the privacy policy

The Finnish National Agency for Education constantly develops its services and may from time to time make changes to this privacy policy without prior notice. However, if this privacy policy is substantially altered, the Finnish National Agency for Education will display a notification of it at the beginning of this privacy statement for a duration of at least 30 days. Changes may also be based on a change in legislation. We recommend that you view this privacy statement from time to time to find out about the possible changes that have been made to the privacy policy.

Who is the controller and who can you contact?

Do not hesitate to contact us if you have any questions about our privacy policy.

The Finnish National Agency for Education (Business identity code 2769790-1) acts as the controller and you can contact us in the following ways:

Finnish National Agency for Education / Communications
PO Box 380 (or Hakaniemenranta 6)
FI-00530 Helsinki, Finland

e-mail: webmaster(a)oph.fi or kirjaamo(a)oph.fi
telephone number (switchboard): +358 29 533 1000

The privacy policy has been published on 8.1.2019