Brief presentation of Søknadsweb
Søknadsweb is linked to the study administration system Common Student System (FS). This means that any data registered in Søknadsweb will also be stored in FS. In various contexts, data stored in FS is shared with a number of different parties/institutions. Please cf. the privacy policy for FS.
What is a privacy policy?
This privacy policy describes how Norwegian School of Sport Sciences manages your personal data in the FS system. 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.
What is considered 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.
The purpose of and legal basis for the processing of personal data in Søknadsweb
Purpose
The purpose of data processing in Søknadsweb is to enable you to apply for admission to programmes of study.
Legal basis
The legal basis for the processing of personal data in Søknadsweb is GDPR Article 6 no, 1 litra e, cf. no. 3 litra b, and provisions in the Act Relating to Universities and University Colleges§ 4-15. The institution’s data processing is part of its exercise of official authority vested in the institution, and a decision to grant an offer of admission to a programme of study, for example, constitutes an administrative decision.
Which kinds of personal data are processed in Søknadsweb, and how long to we store your personal data?
Currently, no sensitive personal data about you is stored or processed in Søknadsweb.
When you log in to Søknadsweb, we register your national identity number, your IP address and any errors you encounter. This data is stored so that we can provide technical and user support to you in connection with your use of Søknadsweb. Personal data related to your log-ins is stored for a period of 12 months, and then the data is erased.
We also store information about your actions in Søknadsweb. This data is erased after a period of 12 months.
The following personal data may be processed in Søknadsweb: profile information (including your name, national identity number/D-number/S-number (11 digits)), contact information, information about your background, native language, application information, consents you have given, information about application options and any documents you may upload in connection with your application.
Any personal data registered in Søknadsweb is shared with the study administration system Common Student System (FS). In principle, all personal data in FS is stored permanently. Please cf. the privacy policy for FS.
Your personal data may come from:
- You, submitted via Søknadsweb
- The Common Student System (FS)
Voluntary registration
- You, submitted via Søknadsweb
Registration of personal data in Søknadsweb is voluntary, but without your personal data, we may not be able to process your applications.
Information registered without your express consent
- The Common Student System (FS)
In certain circumstances, it is necessary for administrative staff at <Navn på utdanningsinstitusjon> to register information about you in connection with your applications. Examples include assessments related to your application for admission. These types of data are only sent to Søknadsweb so that you can have access to your data.
In some cases, we process cases automatically
When use Søknadsweb at Norwegian School of Sport Sciences, a number of processes related to your application will be performed automatically, either entirely or in part. Automatic processing is used in the following circumstances:
- calculation of scores for admission
- allocation of places on programmes of study
- application for exchange programmes
We disclose 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.
Norwegian School of Sport Sciences 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:
- Unit – The Norwegian Directorate for ICT and Joint Services in Higher Education and Research
Søknadsweb is developed by Unit. Unit 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. - University Center for Information Technology (USIT) at the University of Oslo (UiO)
Søknadsweb 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 Søknadsweb using the log-in solution FEIDE. FEIDE is developed and provided by UNINETT AS. 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 Søknadsweb using the log-in services MinID, BankID, Buypass and Commfides through ID-porten. The Agency for Public Management and eGovernment (Difi) is the data controller for any and all personal data processed in ID-porten, as well as for personal data used in the administration of MinID.
If you log in through ID-porten, Difi’s user support and administrative staff may, if necessary, access your national identity number and contact information, as well as a limited log-in history
This need arises when Difi is asked to provide user support or troubleshoot/correct errors in the service.
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. - Other parties
Any personal data you register in Søknadsweb is shared with the study administration system Common Student System (FS). Please see the privacy policy for FS for more detailed information about who the recipients of personal data from FS are.
Personal data safety
Norwegian School of Sport Sciences regularly perform risk and vulnerability analyses to protect your personal data in Søknadsweb. 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.
Your rights
Read more about your right to information, rectification, erasure and right to object/complain.
Contact information
Data controller
Norwegian School of Sport Sciences is the data controller of personal data in Søknadsweb, cf. GDPR Article 4 no. 7.
If you wish to exercise your rights as established in item 9 above, please contact us at personvernombud@nih.no We will process your request as soon as possible and within 30 days at the latest.
Data protection officer
Norwegian School of Sport Sciences has appointed a data protection officer whose responsibility it is to protect the personal data interests of both students and staff at Norwegian School of Sport Sciences. You may contact the data protection officer about the administrative processing of personal data at Norwegian School of Sport Sciences > via e-mail: personvernombud@nih.no
Service provider
Unit – The Norwegian Directorate for ICT and Joint Services in Higher Education and Research is the provider of Søknadsweb. This means that Unit develops and maintains Søknadsweb, and Unit is also responsible for the day-to-day operation of Søknadsweb. As part of this task, a select few of Unit’s staff have access to all personal data registered in Søknadsweb.
Contact information for Unit: fs-sekretariat@fsat.no