Privacy Notice: Electronic Exam Service

(EU General Data Protection Regulation 2016/679, Articles 13 and 14)

In this notice, we provide detailed information on the purposes for which we collect your personal data and how we process it. Personal data includes any information by which you can be directly or indirectly identified.

For what purposes and on what basis do we process your personal data?

We process your personal data for the purpose of creating, reserving, conducting, and assessing examinations carried out in the electronic examination environment. The system also ensures that electronic examinations are conducted in accordance with provided instructions and regulations.

The processing of your personal data is based on legislation related to organizing education and the statutory tasks of Vaasa University of Applied Sciences.

What personal data do we process?

We process information about students, the examinations to be taken, and teachers.

User information: name, language, email address, username, and home organization.

Examination information: examination reservation, examination performance, examination feedback, examination grade, and content produced by the user during the examination.

Images, audio, and access data are recorded during the examination session. Recordings are kept for a maximum of 30 days. If a report of exam system misuse or suspicion of cheating is received during the retention period, recordings will be retained for the necessary time to investigate the matter.

Notice of recording surveillance is provided at the entrance to the space designated for electronic exams.

Where do we obtain your personal data?

User account information is obtained from the university’s user account registry, course-related information from the study information system, and image material from the recording camera surveillance. For users outside of VAMK, information is obtained through HAKA login from the user’s home institution.

To whom do we disclose your personal data?

As a general rule, data is not disclosed to external parties unless requested separately by authorities.

Do we transfer your data outside the EU or EEA?

Data is not transferred outside the EU or EEA.

How do we protect your personal data?

Care is taken in the processing of personal data, and information handled by information systems is appropriately protected. The physical and digital security of server hardware containing registry information is properly maintained. The data controller is responsible for access rights to stored data. Users can only view their own data and potentially the data of individuals necessary for education or work tasks. Users are always required to use a personal username and password. External service providers have access to the data only to the extent necessary for their tasks or system maintenance.

Connection to the EXAM service is secured through encrypted communication.

Do we use automated decision-making?

Automated decision-making does not occur in the processing of personal data.

Data subject’s rights

When we process your personal data, you have a right to:

  • receive information about the processing
  • view and verify your data
  • request that your data be rectified
  • demand that your data be erased (not applicable to statutory duties)
  • demand limitations to the processing of your personal data
  • oppose the processing of your personal data
  • request that the personal data you have submitted be transferred from one controller to another
  • withdraw your consent, if the processing of your personal data is based on consent
  • avoid being subject to automated decision-making.

Requests regarding the verification, rectification and erasure of data should be sent to VAMK’s data protection officer. The contact details can be found below.

You have a right to submit a complaint to the national Office of the Data Protection Ombudsman if current data protection legislation has been violated while processing your personal data.

Contact information of the data controller

Data controller: 
Oy Vaasan ammattikorkeakoulu – Vasa yrkeshögskola Ab
Wolffintie 30
65200 Vaasa
Phone +358 207 663 300

Representative of the data controller: 

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Responsible person for processing personal data: Sanna Eronen, Director, Education (, +358 207 663 626)

Contact person for processing of personal data: Juha Vierola, Head of Student Services (, +358 207 663 604)

Data protection officer:

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This privacy notice has been updated on 30 August 2023.