Employee Personal Data

Primary use

Mid Sweden University, as an employer, has a far-reaching obligation via laws, ordinances, regulations and collective agreements to process personal data relating to the university's employees. The University will therefore process the personal data set out in the employment contract as well as other personal data relevant to your employment in, among other things, the University's personnel and payroll administration systems. Mid Sweden University will also provide statutory information to, for example, other authorities such as the Swedish Tax Agency and the Swedish Social Insurance Agency, but also to authorities that have received various follow-up assignments from the government via their appropriation letters, for example. Mid Sweden University can also disclose information within the framework of various projects or assignments that have external financiers in whole or in part.

Personal data is processed to enable the authority's salary formation and salary statistics, to manage salaries including the salary influencing factors such as information about sick leave, parental leave, holidays, benefits etc. as well as the practicalities of payroll management. The University also uses personal data from staff to manage the agency's finances, budget and follow-up, access management and workforce planning. This is in order to conduct a resource-efficient operation.

Mid Sweden University is a public authority and has an obligation to comply with, among other things, the rules for public documents, the authorities' archives and public statistics. The University will therefore also process personal data in the ways required to comply with applicable legislation, for example when requesting public documents.

Mid Sweden University has an obligation to provide information regarding, among other things, salaries to the trade unions with which the university has a collective agreement in order for the unions to be able to conduct the union activities. After the information has been handed over, the personal data responsibility for these is transferred to the trade unions.

Other use

All employees have a card and a key to be able to enter various locked areas. The access card also enables identification in various situations, such as when using the university's printing system. The purpose of the access system is to secure the employees' work environment and limit access to the premises as needed. When a card or key is used, a registration of this is made.

The staff account at Mid Sweden University's computer system means that information related to the account, such as usernames and passwords, is registered and it is then possible to follow, for example, logins to and from individual employees. Rules for the use of Mid Sweden University's computer resources can be found in the contingent commitment that an employee signs to get an account and in Swedish legislation. In order to be able to provide Mid Sweden University's computer users with effective help in various systems, personal data is also registered to provide user support.

In order to disseminate information about Mid Sweden University's activities and employees, the University will publish personal data about employees via the University's website, such as names, contact information for work, position/title/function and more. You can largely control which information is visible via "your personal page" in the Staff Portal.

Voluntary information

There is an opportunity for the University's employees to provide information in the personnel tool regarding next of kin and more. This is completely voluntary.  It is also completely voluntary for most people to have a picture visible on the web/in online meetings etcetera. There are some more public features where the public can expect there to be an image; Vice-Chancellor, Deputy Vice-Chancellors, Heads of Departments, Study Counsellors and more. Common to these is that it is reasonable that those who want to make personal contact with these roles should be able to find out in advance what the person they are going to meet looks like.

When treatment is stopped

When Mid Sweden University no longer needs your personal data, it will be deleted/destroyed in cases where this is permitted in accordance with the regulations for archives (including the Archives Act and the National Archives' regulations). In cases where the regulations do not allow this, the information will be preserved and archived.

Rights

As an employee, you have the right, according to Article 15 of the EU's General Data Protection Regulation, to know and have full access to the personal data that Mid Sweden University processes about you. Such an application should be sent to the University's Data Protection Officer, search for www.miun.se on "Data Protection Officer" for current contact information.

If you have questions about or want to discuss the use of your personal data, you are welcome to contact either the Data Protection Officer or one of the University's lawyers. You can also turn to the supervisory authority, the Swedish Authority for Privacy Protection.