Processing of personal data, GDPR

Luleå University of Technology is responsible for all processing of personal data within its operations. This web page describes how your personal data is processed at the University.

• How do we use your personal data?
• What personal data do we collect?
• How do we protect your personal data?
• Who can access your personal data?
• For how long do we store your personal data?
• Rights according to the General Data Protection Regulation (GDPR)
• Transfer of data to a non-EU/EEA country

Luleå University of Technology 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?

Luleå University of Technology processes personal data in order to fulfill our assignment as a public authority and university, i.e. to provide research and education 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 Luleå University of Technology 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 Luleå University of Technology 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 data protection officer at the University. Contact information can be found at the bottom of this page.

What personal data do we collect?

At Luleå University of Technology, 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). We always inform you about why this has been done.

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 Luleå University of Technology.
• 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 do we protect your personal data?

Luleå University of Technology 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 Luleå University of Technology 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 Luleå University of Technology 's partners in research projects, to suppliers or other parties that need access to it due to an agreement between the 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 the University has.

A public interest task is a task the University must fulfill according to law, or according to decisions based on laws, but which is not directly part of the University 's assignment as a public authority.

When transferring personal data to another party, Luleå University of Technology 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.

Luleå University of Technology 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 the 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, for example, 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 Luleå University of Technology 's central archive between five years and in perpetuity.

Transfer of data to a non-EU/EEA country

Luleå University of Technology may transfer personal data to a third country outside the EU/EEA, primarily as part of international research projects or exchange studies. LTU 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.

Your rights

The GDPR gives you the following individual rights at Luleå University of Technology:

Right to access

You have the right to be informed if Luleå University of Technology 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, the University will charge a fee to cover the administrative costs. In connection with such a request, the 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 Luleå University of Technology with a supplementary statement. The University  is obligated to correct your personal data without undue delay. The University is not obligated to correct your data if it is only processed to document completed research.

Right to erasure (“right to be forgotten”)

You have the right to request that your personal data be erased from Luleå University of Technology '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 Luleå University of Technology 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, the University will take all reasonable measures to inform these parties about your request.

If Luleå University of Technologycannot 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. Luleå University of Technology

can restrict processing in the following cases:

• You claim that your personal data is incorrect and the University requires time to verify the accuracy of the data.
• The 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 the University. In that case, processing is limited until it has been established whether your reasons for objecting override the 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 Luleå University of Technology 's processing of your personal data, for example in regard to research or teaching. The University will then cease processing unless we have imperative grounds to continue with it, or if processing is necessary to exercise a legal claim.

Students

Information regarding how the university processes students' personal data can be found at https://www.ltu.se/student/Planera/Mina-rattigheter-och-skyldigheter/Trygg-och-saker-hantering-av-personuppgifter-om-dig-som-ar-student-vid-Lulea-tekniska-universitet-1.181774?l=en

Questions

If you have any questions on data protection, please get in touch with your Luleå University of Technology contact, the person responsible for a project or course. The Data Protection Officer at Luleå University of Technology can be reached at dataskydd@ltu.se.