Processing of personal data
On this page you will find information on how Halmstad University, as a public authority, processes personal data, for example data collected through our websites. The University complies with the General Data Protection Regulation (GDPR).
Halmstad University is responsible for all processing of personal data within its operations. This web page describes how your personal data is processed at the university.
Halmstad University processes personal data in accordance with regulation (EU) 2016/679 of the European Parliament and of the Council, see link below. These provisions are often referred to as the General Data Protection Regulation (GDPR).
How do we use your personal data?
Halmstad University processes personal data in order to fulfill our assignment as a public authority and university, i.e. to provide first-class research and education, and assessment and collaborate with society. We also do it to review and develop our operations, and to comply with Swedish law.
All processing of personal data at Halmstad University occurs in order to promote these purposes in some form. Processing must also have a legal basis. Only the personal data needed for a particular purpose is processed.
Your contact, course coordinator, manager or head of research at Halmstad University can provide you with more information on how your personal data as an employee, student or outside party is processed. If you have not received any information, you can contact the Privacy and Data Protection Function at Halmstad University. Contact information can be found at the bottom of this page.
What personal data do we collect?
At Halmstad University, there are various reasons for collecting personal data. The most common reasons are that you are a student, researcher, study participant, employee, participant in a conference or other event, job applicant or that you have contacted or collaborated with the university for some other reason.
Most of this information will be collected directly from you. In certain cases, we also collect data from other sources such as the Swedish Tax Agency or the Swedish Board of Student Finance (CSN).
What personal data we process depends on the information we need. The following information is often necessary:
- Contact information such as your name, address, phone number and email.
- Personal identity numbers are processed when we need to ensure your identity or to coordinate your information between systems to ensure uniform information.
- Bank or other financial information in order to disburse a payment or send an invoice.
- Personal data that has been collected within the framework of participation in a research study.
- Study results or other information regarding your studies at Halmstad University.
- Information on how to use our websites, for example cookies, which are used to improve user-friendliness.
- Information for conference or course participants.
- Personal data which is necessary for an employment or if you have applied for a job.
How is your personal data protected?
Halmstad University must ensure that all processing of personal data is protected through technological and organisational measures. The measures must ensure a security level appropriate to the risk. The security aspects must include confidentiality, integrity and availability as well as adequate technological protection. This may involve only giving those authorised access to the information, encrypting the information, storing it in specially protected locations and making a processing copy.
Who can access your personal data?
A lot of information at Halmstad University constitutes official documents. If your personal data can be found in an official document, anyone who requests access to this document can view your personal data, unless the Public Access to Information and Secrecy Act (2009:400) prevents it.
In addition to this, your personal data may be disclosed to Halmstad University's partners in research projects, to suppliers or other parties that need access to it due to an agreement between Halmstad University and you. Data may also be disclosed to outside parties if it is needed for a public interest task, as part of the exercise of official authority or because of a legal obligation that Halmstad University has.
A public interest task is a task Halmstad University must fulfill according to law, or according to decisions based on laws, but which is not directly part of Halmstad University's assignment as a public authority. See the link to information on official documents at the bottom of this page.
When transferring personal data to another party, Halmstad University takes all legal, organisational and technological precautions necessary in order to protect your data. You will be informed if we plan to disclose information about you to other organisations.
Halmstad University will only transfer personal data to other parties if there is a legal basis for this.
For how long do we store your personal data?
We only store your personal data for as long as is necessary for the purpose of the processing, or as long as is required by law.
- If, for example, you are an employee, we process your personal data for as long as we need to manage your employment conditions.
- If you are a student, we process your personal data as long as you are a student at Halmstad University.
- If you are a participant in a study, we process your personal data for as long as is necessary to ensure the quality of the research.
In regard to official documents, personal data is managed in accordance with the Freedom of the Press Act (1949:105), the Archives Act (1990:782) and the Swedish National Archive's regulations. In many cases, this means that your personal data may be stored in Halmstad University's central archive between five years and in perpetuity.
Transfer of data to a non-EU/EEA country
Halmstad University may transfer personal data to a third country outside the EU/EEA, primarily as part of international research projects. Halmstad University will then take all reasonable legal, organisational and technological precautions necessary to achieve an adequate security level for your personal data. You will also be informed if this should occur.
Rights under the General Data Protection Regulation
The GDPR gives you the following individual rights at Halmstad University:
Right to access
You have the right to be informed if Halmstad University is processing your personal data. You also have the right to a free copy of the personal data that is being processed. If you request such personal data excerpts several times, Halmstad University will charge a fee to cover the administrative costs. In connection with such a request, Halmstad University also provides further information on the processing, its purpose, categories of processed personal data, expected storage time, etc.
Right to rectification
You have the right to request that your personal data be rectified if it is incorrect. You can do this by, for example, providing your contact, course coordinator, manager or head of research at Halmstad University with a supplementary statement. Halmstad University is obligated to correct your personal data without undue delay. Halmstad University is not obligated to correct your data if it is only processed to document completed research.
Right to erasure
You have the right to request that your personal data be erased from Halmstad University's systems if the personal data is no longer needed to meet the purpose for which it was collected. This may for example be the case if you decide to stop studying and wish to have your personal data erased.
There may be provisions that state that Halmstad University cannot not delete your data, for example the provisions on official documents, research and study documentation. If your personal data has been transferred to other parties, Halmstad University will take all reasonable measures to inform these parties about your request.
If Halmstad University cannot delete your data for legal reasons, we will limit the processing of your data to only include what is necessary to fulfill our obligations.
Right to restrict processing
You have the right to request that the processing of your personal data be restricted – this means that we will only process your personal data for certain specific purposes. Halmstad University can restrict processing in the following cases:
- You claim that your personal data is incorrect and Halmstad University requires time to verify the accuracy of the data.
- Halmstad University no longer requires the data, but you have requested that we continue to store it because you require it to exercise a legal claim.
- You object to processing carried out by Halmstad University. In that case, processing is limited until it has been established whether your reasons for objecting override Halmstad University 's legitimate reasons for processing the data.
- You want us to erase your personal data, but we cannot comply for some reason.
Right to object to processing
In certain cases, you have the right to object to Halmstad University's processing of your personal data, for example in regard to research or teaching. Halmstad University will then cease processing unless we have imperative grounds to continue with it, or if processing is necessary to exercise a legal claim.
If you have any questions on data protection, please get in touch with your Halmstad University contact, the person responsible for a project or course or send an email to firstname.lastname@example.org.