Handling of personal data
What data does SFS handle?
SFS processes personal data that is necessary for the person who is engaged or employed to be able to carry out their assignment. The data that SFS processes refers to personal data such as name, personal identity number, telephone number, address and email address. When traveling abroad, passport information is also requested and for certain assignments, emergency contact information is also requested. The purpose is for SFS to be able to inform the contact person if something happens to the participant. It is in the interest of both the participant and the relative to get in touch with each other if necessary. Bank details are processed for the person who is to receive financial compensation: bank, clearing number and account number.
SFS also handles personal data for those who participate in member activities. This is only the information that the participant has provided and the information relates to food, accommodation and accessibility needs. When booking accommodation, participants may be asked whether they wish to share a room with a man, a woman or someone else. After the event, the information is deleted.
SFS processes supplementary data that follows from agreements in connection with employment or remuneration. The legal basis in these cases is legal obligation.
Image and sound recording
As part of SFS's operations, images from events are used in communication. When images and audio are recorded, participants are asked for permission, this is done in connection with registration for the event. The legal bases are balance of interests respectively consent. Since SFS works with national student influence, SFS needs to have knowledge and disseminate information about the higher education policy landscape and other political areas that are relevant to students as a group. For those who are active in any of the political areas where SFS operates, SFS can therefore handle the data as part of the activities. When actively participating in open discussions, SFS can share the name, student union affiliation and pictures of the participant as part of SFS communication.
Sharing and storing data
SFS shares data with other actors when necessary. This may, for example, concern bank details for making payments, which are shared with a financial management agency or similar. Data is shared with external parties regarding accommodation bookings, food preferences and the like when necessary.
Those who receive the information received are the SFS office and presidium. If necessary, information can be shared further, this applies primarily when SFS nominates people for assignments in other organizations and then the information is shared with the necessary organizations. SFS forwards member corps' contact information to government agencies and ministries.
The information is stored on SFS websites and cloud services that belong to suppliers or subcontractors of the IT services SFS uses. SFS may archive names and any union affiliation as well as images, for example in meeting documents and in SFS information channels. Before SFS archives the data, an assessment is always made based on the legitimate interests or the consent given by the person.
Deletion of data
When communicating with SFS, the information that the person has provided themselves is handled. SFS deletes correspondence within two years. Archived information, such as certain information that forms the basis for reports and investigations, is anonymized to the greatest extent possible.
For those applying for a position in SFS, the applicant's information that has been provided and any information from references or equivalent is handled restrictively. SFS deletes the information in close proximity to the recruitment being completed. This concerns both recruitment for positions and positions of trust.
Other
For those who wish to receive further information about SFS's handling of data or would like information about what data SFS has if it is handled, please contact us via [email protected]Matters of this nature should be handled urgently.
The contact person and data protection officer for SFS is the operations coordinator.
