Personal data processing at Karlstad University
Karlstad University acts as data controller for the personal data processed as part of university operations. Karlstad University is a public authority and therefore all messages and other information sent to the university become official documents.
Personal data are stored as long as necessary for the purpose of data processing and in accordance with current legislation and the university’s information management plan. In some cases data are processed via cloud services outside Karlstad University. According to the Swedish Personal Data Act (the Data Protection Regulation from 25 May 2018), you have the right to access all your personal data free of charge and to correct any errors, if needed. You also have the right to request the deletion or restriction of your personal data, or to object to the processing of personal data, and any complaints may be directed to the Swedish Data Protection Authority
- Contact Karlstad University at email@example.com
- Contact Karlstad University’s Data Protection Officer at firstname.lastname@example.org
Information to students
Personal data (name, civic registration number, address, telephone number, and email address) as well as information on fulfilment of entry requirements, selection criteria, obligation to pay registration or study fees and admission are stored in the admissions database NyA. Your personal data are processed by the Swedish Council for Higher Education and Karlstad University when we decide whether you fulfil entry requirements and assess your qualifications before selection.
The personal data of each student are stored in the study administrative database Ladok (name, civic registration number, address, telephone number and email address) and in addition to the data processed in NyA, other information such as participation in courses and programmes and examinations, results, grades, transferred credits or recognition of prior experience and degrees obtained are also stored in Ladok. Ladok also needs to store the information Karlstad University needs to supply to Statistics Sweden (SCB).
The NyA and Ladok databases are regulated in the ordinance (1993:1153) on reporting study results at higher education institutions. The ordinance allows for data from these databases to be made available to third parties, e.g. other higher education institutions, Karlstad student union and the National Board of Student Aid (CSN).
Data on students are also processed in other study administrative systems necessary to complete course and programmes.
Information to staff
Personal data are processed in the different staff administration systems to the extent necessary to fulfil employment contracts, adhere to requirements in current legislation and collective bargaining agreements and in different additional systems that Karlstad University needs to fulfil its obligations. Data processed include personal data (name, civic registration number, address, telephone number and email address) as well as the form, scope and term of employment, other assignments and management titles, work duties, work hours, side-line occupations, pay, taxes and social security contributions, leave, parental leave, sick leave, medical certificates, membership in labour unions, etc. Data may be made available to third parties, for example to fulfil legal requirements regarding the reporting of taxes and social security contributions. Data are made available to, for instance, the Swedish Tax Agency (Skatteverket), Statistics Sweden (SCB), the Swedish Agency for Government Employers (Arbetsgivarverket), the Swedish Social Insurance Agency (Försäkringskassan), the Swedish Higher Education Authority (UKÄ), the National Government Employee Pensions Board (SPV) and labour unions.
Information to participants in conferences and other events
Personal data (name, address, telephone number and email address) and other information supplied in connection with registration are only stored as long as necessary for the administration of the conference or event, i.e. for distribution of information or material and evaluation surveys. Since fees are paid for conferences and other events, invoice data are saved as per current bookkeeping regulations. If you agree to receiving further offers, your data are saved in accordance with the information supplied in connection with this agreement. You can withdraw consent at any time, but this does not affect data processing that took place before withdrawal.
Information to Karlstad University Library patrons
Personal data (name, civic registration number, address, email address and telephone number) are recorded in the library’s user database. Borrowed and returned books are registered, as well as use of the library’s digital environments. If a user does not return books at the end of the borrowing period, a fine may be payable, and personal data may be made supplied to collection agencies and the Enforcement Agency (Kronofogdemyndigheten).