About This Privacy Statement
This privacy statement describes how the Norwegian School of Sport Sciences (NIH) handles your personal data in FS. It explains which personal data are processed, how they are processed, who is responsible, your rights, and who you can contact.
What Are Personal Data?
Personal data include all types of data, information, or assessments that can be linked to you as an individual. Information that cannot identify a person on its own may still be personal data when combined with other information that indirectly identifies an individual.
About the Felles Studentsystem (FS)
FS is a study administration system used by universities, specialized university colleges, and state university colleges in Norway. It is also available to private institutions.
When you apply for admission or study at NIH, your personal data are registered, processed, and stored in FS. Several web applications—such as Søknadsweb, Nominasjonsweb, and Studentweb—are part of FS. Data registered in these applications are also stored in FS.
FS data are reported to a number of external parties in various contexts.
Purpose of Processing Personal Data in FS
The purpose of processing personal data in FS is to safeguard your rights as an applicant, student, course participant, or doctoral candidate, and to fulfil NIH’s obligations under the Universities and University Colleges Act.
Processing in FS is necessary for NIH to:
- process your application for admission to studies, exams, or courses
- carry out necessary administration related to your studies
- document your academic results
- Legal Basis
Processing is necessary for NIH to exercise public authority and to comply with obligations under the Universities and University Colleges Act. Processing is also necessary for NIH to safeguard your interests as a student. In some cases, NIH supplements the legal basis with consent declarations.
Processing is authorized under:
- Universities and University Colleges Act § 2‑8
- GDPR Articles 6, 9, and 10
- Personal Data Processed in FS
Personal Data in FS
FS does not store or process sensitive personal data about you.
The following types of personal data may be processed:
- Profile information (name, national identity number, D‑number or S‑number, gender, contact information, background, mother tongue, photo)
- Application information
- Consents you have given
- Status information (residence permit, police certificate where relevant)
- Semester registration information
- Billing information
- Information about your studies and courses
Sources of Personal Data
Your personal data may come from:
- Registrations you make yourself
- Søkerportalen (Samordna opptak)
- Søknadsweb
- EVUweb
- Studentweb
- National Diploma Database (NVB)
- Other universities and university colleges
- The National Population Register
- Lånekassen
- Digital examination systems
- Fagpersonweb
- User administration systems
- Archive systems
- External nominators (Nomination)
- NIH case officers
Some registrations are voluntary, but without them NIH may be unable to process your applications or administer your studies.
Examples of External Data Sources
- National Diploma Database (NVB): If you apply via Søknadsweb, you may consent to NIH retrieving your diploma data from NVB.
- Other Norwegian institutions: NIH may retrieve your results from other institutions that use FS.
- EMREX: If you have results from institutions abroad participating in EMREX, you may import them yourself via Søknadsweb or Studentweb.
- Register of Excluded Students (RUST): If you are sanctioned under UH‑loven § 12‑11, NIH receives information via RUST.
- Contact and Reservation Register (KORR): FS may retrieve your email and phone number from KORR unless you opt out.
Automatic Processing
Several processes in FS are partially or fully automated, including:
- qualification assessment
- calculation of admission points
- allocation of study places
- registration for teaching and exams
- capacity‑limited course allocations
- creation of invoices
- calculation of qualifications upon completion
- withdrawal of study rights due to insufficient progress
Storage Period
As a general rule, personal data in FS are stored indefinitely.
Exceptions include:
- Documents for applicants who do not receive an offer through Samordna opptak are deleted after the admission process is completed.
- Sanction‑related data are deleted six months after the sanction period ends.
If NIH receives notice of your death, contact information is deleted and pending applications or registrations are withdrawn.
Disclosure of Personal Data
NIH may disclose personal data to external systems when necessary. Data are not transferred outside the EU or EEA.
Examples of recipients include:
- Sikt (owner of FS)
- USIT/University of Oslo (FS operations)
- Feide
- Studentsamskipnaden
- Lånekassen
- Instructure (Canvas)
- UniWISE (WISEflow)
- TimeEdit and integration providers
- BIBSYS/library systems
- Statistics Norway (SSB)
- NSD/DBH
- NIFU
- Helsedirektoratet/HPR
- Other universities and university colleges
- GAUS (foreign education recognition)
Disclosure may also occur under the Freedom of Information Act.
Security of Personal Data
NIH conducts regular risk and vulnerability analyses to ensure the security of personal data in FS. Access controls and logging are in place to prevent unauthorized access.
Your Rights
Read more about your right to information, rectification, erasure and right to object/complain.
Contact Information
Data Controller
The Norwegian School of Sport Sciences is the data controller for personal data in FS. The system is managed internally by the Academic Affairs Office.
To exercise your rights, contact: ses@nih.no
NIH will respond without undue delay and no later than 30 days.
Data Protection Officer
NIH’s Data Protection Officer (via Sikt) can be contacted at: personvernombud@nih.no