Policy for handling personal data
If you want to know what information we have about the person, or want us to update or delete the information, a request is sent to [email protected] Matters of this nature must be handled expeditiously.
Handling of information about people within SFS
For those who are involved in SFS, SFS handles tasks that are necessary for the assignment. This may include personal information and bank details. For those who are remunerated or for other reasons receive a financial compensation from SFS, SFS needs to process bank details for the accounting. Engagement within SFS takes various forms and can refer to someone who holds a position of trust, contact person for a membership, is employed or attends a member meeting or SFSFUM. SFS only handles the information that the student union itself provides to SFS.
What tasks SFS handles and why
SFS collects the information needed based on the individual's role and / or assignment. For those who have a position of trust, SFS needs to contact the person and therefore needs to handle information about, among other things, name, telephone number and email address. In some situations, a social security number is also required, this may apply to booking travel and accommodation.
At physical meetings, information is also requested about allergies, dietary preferences and availability needs. When booking accommodation at SFS member activities, participants can be asked if they wish to share a room with a man, woman or other.
For those who sue SFS, or otherwise actively represent SFS, there is also interest in handling images of it. If this is not desirable, the person needs to request that this not be done. The legal basis in these cases is SFS and the person's legitimate interest, so-called balancing of interests. For those who participate in an activity but do not actively appear, SFS can sometimes ask to handle pictures of the person. The legal basis is then consent.
For those who are employed, SFS may need to store additional information that follows from the employment contract. The legal basis in these cases is legal obligation. For employees, there is a supplementary policy that is notified in connection with the time of employment.
Sharing and storing data
Usually, information received by SFS regarding the specific person is only available to employees and, if necessary, SFS's board. The information is stored on servers belonging to suppliers or subcontractors of the IT services SFS uses. Names and possible union affiliation may be shared in connection with SFS informing about the assignments or activities the person participates in. For those who are the contact person for a member union, SFS may also in individual cases need to disclose contact information to authorities and ministries. When it is justified based on the person's active role in SFS, or after the person has given their consent, SFS can share images of one with others when SFS communicates or informs about SFS's activities.
When registering for physical meetings such as member meetings or the SFS council, it will be clear whether SFS needs to share the information with, for example, the host corps or any partners. For those who are appointed as student representatives, SFS will hand over certain information from the application to the authority, investigation or organization to which the assignment applies. When booking trips or accommodation, SFS may need to share the information with, for example, travel companies or hotels.
Information will be deleted in connection with the termination of involvement in SFS. SFS can, however, archive names and any union affiliation as well as pictures, for example in meeting documents and in SFS information channels. This is necessary for SFS member unions to gain insight and be able to follow the activities. Before SFS archives the information, an extra assessment is always made based on the legitimate interests or the consent given by the person.
To the extent that SFS handles personal data, they may be stored on servers belonging to SFS's suppliers or subcontractors of IT services. SFS always draws up agreements with suppliers and checks that handling of data takes place in a secure manner.
When one communicates with SFS, the information that the person himself has provided is handled. As a rule, SFS deletes all correspondence within two years. However, certain information may be archived, for example certain information that forms the basis for reports and investigations.
When archiving, as much information as possible is anonymised. The legal basis is then SFS and the person's legitimate interest (balancing of interests).
When an assignment SFS is applied for, the applicant's information that has been provided is handled, as well as any information from reference persons or the equivalent. SFS deletes the information in close connection with the recruitment having ended. These refer to both recruitment of positions and positions of trust. The legal basis is then SFS and the person's legitimate interest (balancing of interests).
When registering for events organized by SFS, SFS will process the information that has been provided. SFS only requests the information needed to facilitate participation. Before information is submitted to SFS, information is provided on whether SFS will share the information with partners or other participants. SFS and any partners always delete the information in close proximity to the event has ended. The legal basis is then SFS and the person's legitimate interest (balancing of interests).
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 an active voice in one of the political areas in which SFS operates, SFS can therefore handle the tasks as part of the business. When actively participating in open discussions, SFS can share the name, profession and photos of the participant as part of SFS communication. Consideration is given if it is compatible with the person's will. SFS never shares contact information or other information with anyone else. The legal basis is then primarily SFS and the person's legitimate interest (balancing of interests). SFS may, however, make the assessment that certain information about important democratic processes can take place with the public interest as the legal basis.
For those who are relatives of someone who participates in SFS activities, SFS may handle their contact information. The purpose is for SFS to be able to inform if the contact person if something happens to the person. It is in both the participant's and the relative's interest to get in touch with each other if necessary. SFS then collects the information from the person to whom one is related. SFS deletes the information as soon as the person no longer participates in the activity. The legal basis is SFS and the person's legitimate interest (balancing of interests) as well as the legitimate interest of third parties. In special exceptional cases, SFS may handle personal data in accordance with other procedures. However, this is extremely restrictive and SFS informs the individuals affected. This must then be done with reference to authority assignments or other comparable letters where SFS is explicitly mentioned, for example to assist an authority that is specifically tasked with involving SFS. The legal basis for the handling is then in the public interest.
Data protection officer for SFS is Diana Thoor-Kalén.
SFS Operations Coordinator