REGISTRAR

Musiikkiopisto Juvenalia ry and Music Institute Juvenalia
Soittoniekanaukio 1 B
02600 ESPOO

CONTACT PERSON

Sanna Saarinen
sanna.saarinen@juvenalia.fi
044 717 0981

NAME OF THE REGISTRY

Student register

PERSONAL DATA USE AND PURPOSE OF REGISTRATION

Student register

The purpose and use of personal data in the Juvenalia student registry:

• • storing data regarding students’ music studies for the purpose of giving feedback and awarding certificates
  • communication between Juvenalia and students’ guardians
  • invoicing and possible collection of tuition fees
  • in the event of an accident, submitting an accident report to the insurance company
  • filling vacant student places
  • compilation of statistics requested by public authorities; the statistics do not show data on individual pupils or guardians

USE OF THE REGISTRY IS BASED ON

• • the law on basic art education L 633 / 1998
  • personal data law L 523 / 1999 (13§)
  • act on the enforcement of taxes and fees L 706 / 2007
  • association law L 503 / 1989
  • the basics of the basic arts curriculum; Board of Education regulations and instructions 2017:12a
  • The rules of Musiikkiopisto Juvenalia ry
  • The statute of Musiikkiopisto Juvenalia ry

REGISTERED STUDENTS

Students

A student is considered as registered at Juvenalia when

• • their guardian has signed them up and accepted the student’s place at early childhood music education
  • A student has obtained a place on the basis of an entrance exam and their guardian has accepted their place
  • an applicant, who upon taking the Juvenalia entrance exam has been left without a study place wishes to stay on a waiting list for a year, after which their personal data will be deleted

DESCRIPTION OF REGISTRY DATA SETS

Information and data entered in the student registry

Information about students

• • first name(s), last name, nickname
  • sex
  • phone number, email address
  • first language
  • date of birth
  • personal identification number
  • student number
  • address
  • municipality
  • names of possible siblings
  • information regarding their Juvenalia studies
  • present / absent
  • date of commencement of studies
  • department
  • student identification number
  • main instrument or subject
  • length of class
  • group studies (e.g. orchestra, choir, ensemble, musicianship)
  • invoicing group (department, sibling discount)
  • student exam data
  • certificates
  • instrument hires
  • continuation notice
  • concert program information

Information about guardians

• • first name(s), last name, nickname
  • phone number, email address
  • first language
  • date of birth
  • address
  • municipality
  • same information is required about optional second guardian

SOURCES OF INFORMATION

data is collected from the registrants and from the guardians of students and applicants who are minor.

RELEASE OF PERSONAL DATA

Personal data is shared as follows

• • Juvenalia teachers are shared with the contact details of the student and their guardian, as well as the age of the student
  • teachers are shared with information about the student’s studies for feedback and study guidance purposes
  • collection agencies in the case of unpaid student fees

USE OF PERSONAL DATA OUTSIDE THE EU OR THE EUROPEAN ECONOMIC AREA

Personal data will not be released outside the EU or the European Economic Area

PRINCIPLES OF DATA PROTECTION

• • data protection measures are taken to ensure that any personal data is not unjustifiably compromised
  • data is stored in an encrypted cloud service where file protection is managed accordingly
  • the location and protection of the storage devices are managed accordingly
  • the devices are located in locked rooms
  • terminals require login
  • users of the registry are required to be identified and access to the registry is carefully monitored
  • the links between the registry data and the workstations are protected to ensure that no one unauthorised can access the data
  • access is granted to staff only in active employment with Juvenalia
  • employees have the right to view and edit student information only where it’s necessary in order to perform their duties
  • the contact, registration and performance information on students can only be edited by a Music Institute Juvenalia employee who has been granted access to the registry
  • third party persons must be authorised to access the system’s database in order to develop, maintain and update it
  • copies of students’ certificates signifying the completion of the syllabus will be kept permanently
  • all personal data shared with Juvenalia is confidential
  • all out-of-date and obsolete documents are deleted from Juvenalia’s electronic registers
  • out-of-date and obsolete paper records are destroyed by shredding

RIGHTS OF REGISTERED PERSONS

Penalties for criminal offenses on the personal data register, breaches of information against the personal data register and violation of professional confidentiality obligation are provided in section 48 of the Personal Data Act.

The right to inspect personal data for mistakes and making corrections:

• • students and guardians of minor students have the right to view and inspect their personal data
  • the request to view personal data must be made in person, by a signed letter, or a special form provided by Juvenalia
  • the request must specify the information to be corrected, what is considered to be the correct information and how should the correction be made
  • students and the guardians of minor students have the right to request for a free, informal transcript of study records via the eepos-system
  • students and the guardians of minor students can update their contact details with their Juvenalia student identification number. Students and guardians are responsible for the storage and use of their student identification numbers

The student’s right to be forgotten:

• • students and the guardians of minor students can submit a written request to be forgotten
  • at the end of their studies at Juvenalia students’ personal data is made unavailable for Juvenalia’s staff
  • at the end of their studies at Juvenalia students and the guardians of minor students will be provided with a code should they wish to access their study records in the future
  • the link between study records and personal data is interrupted and all personal data is hidden behind the code
  • the study records cannot be accessed without the code
  • students and guardians are responsible for the storage of the code
  • this action cannot be undone