NB: This document is a translation from the original document. This translation is not binding; its purpose is only to explain the contents of the original document in English. In case there are any obscurities in the translation, please check the original document for correct and binding expressions. The original document can be found on the Finnish website of SYKETTÄ.
EU’s General Data Protection Regulation, Articles 12, 13 and 14
Updated: 13.8.2026
1. Controller of the register
The Student Union of the University of Eastern Finland (Itä-Suomen yliopiston ylioppilaskunta, [ISYY])
2. Representative of the controller
Head of Sports Heli Aalto, tel. +358 44 576 8445,
email: heli.aalto@isyy.fi
3. Contact persons of the controller
University Sports Coordinator Riikka Valkama, tel. +358 44 576 8415,
email: riikka.valkama@karelia.fi
4. Contact information of the Data Protection Officer
Data Protection Officer Helena Eronen, tel. +358 50 576 0282,
email: tietosuojavastaava@isyy.fi
5. Purpose of processing personal data
Personal data are processed in SYKETTÄ Physical Activity Counselling for the following purposes:
- Management of customer relationship
- Physical Activity Counselling
- Keeping statistics
6. Legal basis of processing personal data
Processing of personal data is based on Article 6 or 9 of the General Data Protection Regulation:
☒ consent of the data subject
☒ implementation of the controller’s or third party’s legitimate rights. The legitimate right in question is customer relationship.
These can be found from EU’s General Data Protection Regulation, Article 6, paragraph 1, points a-f.
7. Categories of personal data and the data retention period
When registering to SYKETTÄ Physical Activity Counselling, the following personal data is asked from the user via cooperation agreement on paper:
- First Name and contact information
- Last Name
- Signature
- Location and Date
During the Physical Activity Counselling, the following personal data is filled together with the Physical Activity Counsellor to electronic preliminary information form:
- First Name
- Last Name
- Year of birth
- Phone number
- University and/or working status
In addition during the Physical Activity Counselling, the following data is filled together with the Physical Activity Counsellor to electronic form:
- Health status related to physical activity
- Physical activity habits
- Lifestyle habits
The final report for the Physical Activity Counseling is completed together with the Counselor. The counseling process concludes with the completion of this report. Following the counseling, the client completes a feedback form, a first follow-up survey after three months, and a second follow-up survey after six months.
The forms and the final report are retained for a maximum of one year after the counseling period ends.
For statistical purposes, the following information is retained in anonymized form:
- health information related to physical activity, physical activity habits, and lifestyle choices from the initial questionnaire
- responses from the final report
- responses from the feedback survey
- responses from the follow-up surveys
8. Information systems that are used in processing
Personal data, that is collected in the SYKETTÄ Physical Activity Counselling, are used in the following information systems:
- Google Drive
- Preliminary information form, final report, feedback survey, and follow-up survey
- Physical activity counselor’s records of sessions
9. Where is the personal data required in processing received from?
Personal data is acquired from the data subject themselves. Providing personal and background information is a prerequisite for the participation of Physical Activity Counseling.
10. Use of cookies
Cookies are used in the browser-based information systems of data processing. A cookie is a small text file, which is stored on the user’s device by the browser. Cookies are used for carrying out services, making it easier to log into services and making it possible to compile statistics of the service usage. A user may restrain the use of cookies in the browser system, but this may prevent the system from operating properly.
Cookies are used in the following browser-based data processing systems: Google Forms and Google Drive.
Users can block the use of cookies in their web browsers, but this may prevent the system from functioning properly.
11. Regular transfers and disclosures
Personal data are disclosed regularly for the following parties:
Student Union of the Karelia University of Applied Sciences, POKA
Student Union of the Karelia University of Applied Sciences, POKA, operates as a processor of the SYKETTÄ user register’s personal data. One SYKETTÄ staff member is on the payroll of POKA.
Karelia-ammattikorkeakoulun opiskelijakunta POKA
Tikkarinne 9
80200 Joensuu
https://www.pokapoka.fi/english/become-a-member/privacy-statement.php
FSHS and University of Eastern Finland study psychologists
Clients are referred to physical activity counselors via the FSHS and the study psychologists at the University of Eastern Finland. Following the counseling session, information regarding the outcome and implementation of the counseling is provided to the FSHS. The client’s consent is requested for the transfer of this information.
Töölönkatu 37 A
00260 Helsinki
https://www.yths.fi/en/using-services/data-protection/
12. Data transfer or disclosure to outside EU or EEA and the legitimate grounds for such actions
Personal data on the SYKETTÄ website and mobile app shall not be transferred to outside EU or EEA. Personal data located in Google Drive are transferred to outside EU. Google obeys the standard contractual clauses of the European Commission in guaranteeing the required level of data protection, when personal data are transferred to outside EU. ISYY has agreed to EU’s standard contractual clause in the legal clauses of its contract’s data protection with Google.
13. Principles of protecting personal data
Protecting personal data on Physical Activity Counselling
Client cooperation agreement forms related to exercise counseling are stored in paper format in a locked area accessible only to exercise counselors and SYKETTÄ staff during the counseling period and for one year after the counseling ends.
Access to electronic exercise counseling forms is restricted to exercise counselors and SYKETTÄ staff. Electronic forms are deleted one year after the exercise counseling ends.
14. Automated decision-making
Automated decisions shall not be made.
15. Rights of a data subject
As a data subject you have the right to:
- Inspect your data
- Claim for rectification of your data
- Claim for erasure of your data
- Claim for restriction of processing
- Object processing
- Request for transferring your personal data from the controller to another controller
- Withdraw your consent, if the processing of the personal data is based on the consent given by you
As a data subject you may use the above-mentioned rights by contacting the Data Protection Officer of the Student Union.
A data subject has the right to make a complaint to the Office of the Data Protection Ombudsman, in case the data subject deems that the valid data protection legislation has been violated in processing the personal data concerning the data subject.
Advice and instructions in matters related to the rights of data subject are given by the Data Protection Officer.