Felles studentsystem1) Brief presentation of GAUS
GAUS is a web application facilitating for quality and equal treatment in assessments of recognition of foreign education. With GAUS, administrative staff working on recognition of foreign education can access assessments and decisions from other institutions.
2) About this privacy policy
This privacy policy describes how Unit –The Norwegian Directorate for ICT and Joint Services in Higher Education and Research, processes your personal data in GAUS. The purpose of this privacy policy is to inform you of the types of personal data processed, how it is processed, who is responsible for the processing, your rights and whom to contact.
3) What is personal data?
The term personal data includes any data, information and assessment that can be linked to you as an individual, cf. GDPR Article 4 no. 1. The determining factor in whether data is considered personal information, is whether it is fit to identify a specific person.
In some cases, data which, on its own, cannot be linked to an individual person, may constitute personal data if it is used in combination with other data.
4) The purpose of the processing of personal data in GAUS
Purpose
The purpose of processing personal data in GAUS is to facilitate for quality and equal treatment in assessments of recognition of foreign education. Personal data is used to securely identify data subjects.
Legal basis
GAUS is subject to the provisions of the Personal Data Act and Personal Data Regulations. The statutory authority for processing and publicize personal data in GAUS is established by Chapter 6 of the Regulations Relating to Quality Assurance and Enhancement in Higher and Tertiary Education and the Act Relating to Universities and University Colleges.
For individuals who log on to GAUS, the legal basis for processing personal data in GAUS is regulated in the contract between you, as an employee, and your employer.
5) Which kinds of personal data are processed by GAUS, and how long to we store your personal data?
No sensitive personal data is stored in GAUS.
When you log on to GAUS, we log your name, a personal serial number, the institutional number of the institution you logged on with, your IP address, the date and time of your log-in and any errors you encounter. We retain this data for a period of three months. This data is stored so that we can provide technical and user support to you in connection with your use of GAUS.
6) Automatic processing
Your personal data will not be made subject to automated processing or profiling.
7) Disclosure of your personal data to third parties
Disclosure or export of data is defined as any transfer of data save for use in the controller’s own systems/processing or to the data subject itself or any other party receiving data on the data subject’s behalf.
Unit may disclose or export data including personal data to other systems, i.e. external data processors, whenever it is deemed necessary.
Your personal data will not be disclosed to countries outside of the EU/EEA, or to any international organizations.
Your personal data may be disclosed to the following parties/agencies:
- University Center for Information Technology (USIT) at the University of Oslo (UiO)
GAUS is operated by USIT at UiO. USIT staff who need to access your personal data as part of their job will be granted such access. They need this access in order to provide user support and, if relevant, correct errors as part of their duties.
- UNINETT AS
It is possible to log in to GAUS using the log-in solution FEIDE. FEIDE is developed and provided by UNINETT AS. If you log in with FEIDE, UNINETT AS staff may access your FEIDE user name and IP address, provided they need such access in order to perform their duties. They need this access in order to provide user support and, if relevant, correct errors as part of their duties. Your personal data will be erased from FEIDE after six months.
- Agency for Public Management and eGovernment (Difi)
It is possible to log in to GAUS using the log-in services MinID, BankID, Buypass and Commfides via ID-porten. ID-porten is a service provided by the Agency for Public Management and eGovernment (Difi). If you log in to GAUS using one of the log-in solutions offered in ID-porten, Difi staff may access your national identity number and any data associated with your log-in, provided they need such access in order to perform their duties. They need this access in order to provide user support and, if relevant, correct errors as part of their duties.
Difi is the data controller for any and all data used in the administration of MinID. Providers of electronic IDs (BankID, Buypass and Commfides) are data controllers for any and all personal data required for the administration of their log-in solutions. Please see their respective privacy policies for more information.
8) Personal data safety
Unit - The Norwegian Directorate for ICT and Joint Services in Higher Education and Research, regularly perform risk and vulnerability analyses to protect your personal data in GAUS.
In addition, various security measures have been implemented, such as access control, to keep the number of people who have access to your personal data as low as possible.
9) Your rights
Right to information and access
You have the right to information about how the Diploma Registry processes your personal data. The purpose of this privacy policy is to provide you with any and all information you have the right to get.
You also have the right to see/access any and all personal data registered about you in the Diploma Registry, as well as other personal data retrieved following your active log-on. You also have the right to request a copy of the personal data registered about you if you so wish.
As for your right of access, this right has already been largely accommodated for by the self-service nature of the Diploma Registry. Upon logging on, you have access to your education results from any learning institution you have been affiliated with.
Right to correction
You have the right to have corrected any and all incorrect personal data about you. You also have the right to supplement any and all incomplete data registered about you. Please contact us if you believe we have registered incorrect or incomplete personal data about you. It is important that you justify and, if relevant, document why you believe the personal data registered is incorrect or incomplete.
Right to limit processing
In certain circumstances, you have the right to demand limited processing of your personal data. Limiting the processing of personal data means that your personal data will still be registered, but the opportunities for further processing are limited.
If you believe that personal data about you is incorrect or incomplete, or you have filed a complaint against the processing of your data (read more about this below), you have the right to demand to demand that the processing of your personal data be limited temporarily. This means that processing will be limited until, if relevant, we have rectified your personal data, or until we have been able to assess whether your complaint is justified.
In other circumstances you may also demand a more permanent limitation on the processing of your personal data. In order to qualify for the right to limit processing of your personal data, the conditions established by the Personal Data Act and Article 18 of the GDPR must be met. If we receive a request from you to limit processing of your personal data, we will assess whether the statutory conditions have been met.
Right to erasure
In certain circumstances you have the right to demand that we erase your personal data. The right to erasure is not unconditional, and whether this applies to your situation must be assessed in light of relevant privacy legislation, i.e. the Personal Data Act and GDPR. Please contact us if you want to have your personal data erased. It is important that you justify why you want the personal data erased, and, if possible, that you also specify which personal data you want erased. We will den consider whether the conditions for erasure, as established by law, have been met. Please be advised that the law allows for us to make exceptions to your right to erasure. For example, we may need to store personal data for the purpose of performing a task in compliance of the Act Relating to Universities and University Colleges, or for reasons of public interest, such as archiving, research and statistics.
Right to object
You may have the right to file an objection against the processing, i.e. object to the processing, on grounds that you have a specific need to stop the processing, e.g. if you have a need for protection, have a secret address, etc. The right to object is not unconditional, and it is contingent upon the legal basis for the processing, and on your particular circumstances. The conditions are established by Article 21 of the GDPR. If you object to processing of your personal data, we will consider whether the conditions for filing an objection have been met. If we find that you have the right to object to the processing and that your objection is justified, we will discontinue processing, and you will have the right to demand erasure of the data. Please be advised that we, under certain circumstances, may make exceptions from erasure, e.g. if we have to store your personal data for the purpose of performing a task in compliance with the Act Relating to Universities and University Colleges, or for reasons of public interest.
Right to file complaint against processing
If you believe we processed your personal data incorrectly or unlawfully, or if you believe we failed to protect your rights, you have the right to file a complaint against processing. Please see item 10 below for how to contact us.
If we dismiss your complaint, you may file your complaint with the Norwegian Data Protection Authority (DPA). The DPA is responsible for making sure Norwegian enterprises comply with the provisions of the Personal Data Act and the GDPR in their processing of personal data.
10) Contact information
Data controller
The Ministry of Education and Research is the data controller of personal data in GAUS, cf. GDPR Article 4 no. 7. The Ministry of Education and Research have delegated the day-to-day responsibility to Unit – The Norwegian Directorate for ICT and Joint Services in Higher Education and Research. Unit manages GAUS and processes personal data in the Diploma Registry on behalf of the data controller.
Contact information for Unit: fs-sekretariat@fsat.no