What is a privacy declaration?
A privacy declaration describes the personal information that is processed, how it is processed, who is responsible for the processing, what your rights are, and who you can contact about your personal information. This privacy declaration describes how NMBU processes your personal data if you are an applicant or a student.
The purpose of the privacy statement is to inform you
- what personal information we manage
- how it is managed
- who is responsible for the management
- what rights you have
- who you can contact for more information
This privacy statement describes in primarily how the Admission Office and Department of Academic Affairs handles your personal information.
What is personal information?
Personal information is any form of data, information, identifiers and assessments that can be linked to you as an individual. The key as to whether a piece of information is personal information is whether the information can identify a specific person either directly or indirectly. Information that on its own cannot be linked to a specific person, may constitute personal information where it appears together with other personal information. Examples of personal information that is registered and processed at NMBU is your name, photograph, contact information, course- and examination registration, grades and achieved degrees.
Brief information on the course administration system, Common Student System (FS)
The Common Student System (Felles studentsystem - FS) is a course administration system developed for universities, scientific university colleges and national university colleges in Norway. The system is also available for private colleges. When you apply for admission and study at NMBU, your personal information will be registered, processed and stored in FS.
A number of web applications such as Søknadsweb, Nominasjonsweb, and Studentweb are part of FS. That means that data registered in these applications is also stored in FS. That data in FS is reported in various contexts to a number of parties/businesses.
The purpose of, and the legal basis for, the processing of personal data in FS
The purpose of the processing of personal data in FS is to safeguard your rights as an applicant, student, PhD candidate or course participant and to fulfil NMBU’s duties and obligations according to the University and University College Act.
It is necessary for NMBU to process your personal data so that NMBU can, for example,
- process your application for admission to a study programme/subject/course
- carry out the necessary administration related to your course of study and to you as a student
- document your educational results.
Processing has its legal basis in the provisions of the University and University College Act, section 4-15 and the Data Protection Regulation article 6 no. 1 letter e and no. 3 letter b. The Data Protection Regulation is the new EU legislation on privacy protection and will apply to the entire EU/EEA in the course of the summer of 2018. Processing is necessary for exercising public authority, and to fulfil and comply with provisions in the University- and University College Act. In some cases we have also chosen to supplement the legal basis with consent declarations.
What kind of personal data is processed in FS?
The following personal data may be processed in FS: Profile information such as your name, personal identification number (11 digits), gender, contact information, background information, citizenship and photo. Further information regarding your course of study, results on coursess, degrees achieved, consents you have given, registration details for each semester, invoicing information, whether a police certificate has been provided and the status of your residence permit where this is relevant. In addition, various forms of sanctions in connection with any quarantine and exclusion.
Your personal information can be entered into FS by:
- yourself via the applicant portal in Samordna opptak
- yourself via Søknadsweb
- yourself via Studentweb
- the National diploma database
- other universities / university colleges
- the Contact- and reservation register (KORR)
- other people who register you in Nominasjonsweb
- administrators at the Norwegian University of Life Sciences
- the central public registry (Norwegian National Population Register)
- the Norwegian State Educational Loan Fund
- the digital examination system
- user administrative system
- yourself via the applicant portal in Samordna opptak (SO)
- yourself via Søknadsweb
- yourself via Studentweb
It is voluntary for you to enter your personal information in the applicant portal of Samordna opptak, Søknadsweb and Studentweb, but without your personal information, we may not be able to process your applications. In the application portal of Samordna opptak and Søknadsweb you can register information about yourself related to applications for courses and upload documents. In Studentweb, you can register and see information about your course of study, including information about your study place, examination registration and results. This information may be necessary in order for you to be able to study at NMBU and to provide documentation of your education at a later date.
National diploma database (NVB)
If you are applying for admission to NMBU via Søknadsweb, you may consent to us collecting your personal data from the National Diploma Database. The National Diploma Database contains most of the electronic diplomas from upper secondary schools issued in the year 2000 or later. If you give your consent, we collect your name, your personal identity number (11 digits), the name of the school, subjects and grades.
Other universities and university colleges
- Have you achieved results at other educational institutions in Norway?
Are you applying for admission to NMBU, or are you applying for approval for courses from other educational institutions during your course of study at NMBU? In that case, you can consent to NMBU obtaining your results from other educational institutions in Norway that also use FS. As soon as you have given your consent, an administrator can obtain all of your results from all institutions in Norway that use FS. This means most universities and university colleges, except for BI Norwegian Business School.
- Emrex - results from universities/university colleges outside Norway
If you have achieved results at a university/university college outside Norway that participates in the EMREX cooperation, you can take your results with you to the Norwegian University of Life Sciences. You can do this via Søknadsweb and Studentweb.
- Register of banned students (RUST)
Contact- and reservation register (KORR)
FS, including Søknadsweb and Studentweb, can retrieve your private e-mail address and mobile number from the Contact & Reservation Register (KORR). If you do not want the Norwegian University of Life Sciences to retrieve your contact information from the Contact & Reservation Register, you may opt out of this in KORR. You can find more information on the website of the Agency for Public Management and eGovernment (Difi).
Case managers at the NMBU
In some cases it is necessary for the case managers at the NMBU to record information about you related to your studies. Examples of this may be assessments related to application for admission, justification for and appeal to censorship and registrations related to completion of studies.
The central public registry (National Population Register)
In order for your name to be properly registered in FS, we will collect your name from the National Population Register at regular intervals. We also collect the address that is registered to you in the National Population Register.
The Norwegian State Educational Loan Fund
The Norwegian State Educational Loan Fund collects personal data about you from FS if you have a customer relationship with them. The information that the Loan Fund receives is whether you are a student in the current semester. The Loan Fund also obtains information as to whether the exam has been taken and the number of credits, and approval cases.
The digital examination system
More and more exams are being conducted in the digital examination system. Marking of examinations and the grounds for the results, which are registered to you in the examination systems of subject lecturers and external examiners, are sent to FS.
In some cases, we perform administrative procedures automatically
When you apply for admission to, or if you are a student at the NMBU, a number of procedures related to admission and your course of study will be conducted as partially or fully automated administrative procedures. This applies to:
- assessment as to whether you are eligible for admission
- calculating credits
- placement in a study programme
- calculation of who is allowed to register for which courses via Studentweb
- application for a placement on a study programme and registering for examinations
- calculation of overall grade for courses with more than one examination part
- control of the education plan
- creating invoices
- applying for student exchange
- calculation of achieved degree
- withdrawal of admission to a study programme when the progression is too low
How long do we store your personal data?
Your personal data relating to admission and studies will in general be stored indefinitely in NMBU databases. There are some exceptions:
- Documents related to applicants who apply through Samordna opptak and who do not receive a place on a programme of study will be deleted when the admission process is completed.
- Personal data related to the actions you perform in Studentweb, including your IP address and, for example, if you register for or withdraw from an exam, will be stored for 365 days before being deleted.
- Personal data relating to sanctions cf. Section 3-7 (8), 4-8 (1) to (3) or 4-10 (3) of the University and University College Act will be deleted automatically from FS six months after the sanction period has expired.
- If NMBU receive information that you are dead, we will delete your contact information. Any applications for admission, study programmes and examination registration will be removed.
Who can receive personal data about you?
Disclosure or export of data is defined as any distribution of data other than to its own system/processing, to the registered person itself or to someone who receives data on its behalf. NMBU can disclose or export data that contain personal data to other systems. That is to say to external data processers in cases where it is considered necessary. Your personal data will not be distributed to countries outside the EU/EEA, or to international organisations.
Your personal data may be distributed to the following parties/organisations:
- Unit – The Agency for Public Management and eGovernment and joint services in higher education and research – supplier and developer of FS
Employees of Unit who need it in their work and will have access to your personal data in order to carry out customer support and any troubleshooting in FS.
- Student Welfare Organization in Ås (SiÅs) and Oslo and Akershus (SiO)
If you have paid your semester fee for the current semester, or have been accepted for admission to a specific study programme in the past two months, SiÅs and SiO (applies to veterinary and animal care students at Campus Adamstuen) may retrieve personal information about you from NMBU. This in order for them to know that you are a student and that you are entitled to a student discount on the student welfare organization’s services. The Student Welfare Organization can retrieve your personal ID number (11 digits), your name, when you last paid the semester fee and the ID on your student card.
- The central public registry (Norwegian National Population Register)
If you come to Norway to study and are not yet registered in the National Population Registry, NMBU will apply to Samordna opptak for you to be given a temporary personal ID number (S number). Samordna opptak checks with the National Population Registry that you are not already registered before you are given an S number.
- Norwegian Directorate of Immigration (UDI)
If you are not registered with a permanent residence permit in Norway, NMBU will prepare a report about you regarding study progression and part-time work permit. The report is provided to you in paper form from NMBU, and then you yourself give it to the Norwegian Directorate of Immigration (UDI). Read more about UDI’s regulations.
- The Norwegian State Educational Loan Fund
In order for you to avoid documenting that you are a student and that you have taken examinations and obtained results from part of a programme of study abroad, the Loan Fund will receive this personal data on you directly from FS at NMBU. They also obtain information on your Norwegian ID number/D number (11 digits) and the name of the university/university college to which you are admitted to as a student.
- User administrative system
To receive an IT user account at NMBU and access our IT services, your personal data must be registered in our user administrative system called Binge. FS sends personal information, such as your address, group affiliations and information about registration for classes and examinations to Binge.
- Canvas (digital learning environment system)
NMBU uses Canvas for educational purposes. This means that Instructure, which develops and operates Canvas, will have access to your name, your username and your NMBU e-mail address.
NMBU’s access control system
Information about you will be registered in the university's access control system in order for you to access the University buildings and rooms during your studies by using your student card. Students who want a student card are photographed at the SiÅS customer service centre. The photos on active study cards are stored in FS and will be the same photos that are transferred to the mobile app Studentbevis, for students who choose to use the app.
Computas (supplier of the Studentbevis app)
If you are a student at NMBU, have registered for the semester and have paid the semester fee, you can download the Studentbevis app. With the app, you can prove that you are a student. Your personal data is only sent to the app if you log into the app with your NMBU user name and password (Feide). The Studentbevis app shows your name, study location, and whether you have paid the semester fee and registered for the current semester. The app also shows the photo that SiÅS has taken of you on behalf of NMBU. You download the app yourself and log in, and you control to whom you show the digital student card. Using the app is voluntary.
NMBUs filing system P360
If you have an application and/or decision making process ongoing at NMBU, this will be recorded in the university’s administration and filing system called P360.
Other universities and university colleges
- Application for admission through The Norwegian Universities and Colleges Admission Service (NUCAS)
When you apply for admission to NMBU through NUCAS, your application will, in most cases, be handled by NMBU. If you have applied for admission to one or more other universities or university colleges, they may want to process your application on behalf of all the universities/university colleges you have applied to. In such cases, they will process and store personal information about you relating to your application(s). Your application will mainly contain personal information that you register in the application portal of NUCAS.
- Consent to exchange of examination results
If you have achieved results on subjects, obtained degrees from a university or university college, and would like to use these results in connection with your application for admission to another Norwegian university/university college, you can consent to the exchange of examination results. As soon as you have given your consent, an administrator can retrieve all of your results from all institutions in Norway that use FS. That means most universities and university colleges, except for BI Norwegian Business School.
- Approval of foreign education (GAUS)
If you have applied for approval of foreign education, the details linked to the application, including personal data about you, will be transferred to GAUS – a search service for the approval of foreign education. Other universities and university colleges in Norway have access to search for and see personal information about you in GAUS.
- Decision on sanctions related to behaviour (RUST)
In cases where it is recorded that the NMBU has reached a decision about sanctions for you, this decision will most often be sent to RUST (register for banned students). The decision on the sanction is linked to one or more of the following: use of false diplomas, disturbing/troublesome behaviour, dangerous behaviour, gross violation of confidentiality, gross improper behaviour in practical or clinical education, cheating, attempts at cheating, complicity in cheating, or exclusion resulting from a suitability assessment. If, during the sanction period, you have applied for admission to, or wish to take an exam, at a Norwegian university or university college, selected persons in this institution will have access to your personal information. In some cases this also applies if you have registered for exams. See also the privacy declaration for RUST.
NOKUT - The Norwegian Agency for Quality Assurance in Education
Approval of foreign education
If you have applied for approval of foreign education, the details linked to the application, including personal data about you, will be transferred to GAUS – a search service for the approval of foreign education. NOKUT has access to search for and see personal information about you in GAUS.
BIBSYS/library system provider
In order to be able to be established as a borrower at NMBU and make use of the library services, we will send your personal information to BIBSYS. This happens only when you are registered for the current semester and have paid the semester fee.
Norwegian Centre for Research Data (NSD) and Database for Higher Education (DBH)
In certain cases, NMBU sends personal information about you to NSD and DBH for research and statistical purposes. This is personal information related to
- your application for admission to study programmes
- your registration for the current semester, paid semester fee and registration(s) for course(s)
- exams you have passed
- your obtained degrees
- your exchange stays
- if you have obtained credits according to your educational plan
- you and your doctorate study programme
Statistics Norway (SSB)
In some cases, NMBU sends personal information about you to SSB for research- and statistical purposes. The information is transferred via DBH. This is personal information related to
- your registration and payment for the semester
- your examination result(s)
- your completed study programme
- your achieved degrees
- you and your admission to a doctorate study programme
The Agency for Public Management and eGovernment (Difi)
It is possible to log into Søknadsweb and Studentweb with the login solutions MinID, BankID, Buypass and Commfides via the ID port. The Agency for Public Management and eGovernment (Difi) is responsible for personal information processed in the ID port, as well as information used to manage MinID. If you log in with the ID port, employees in the help desk and Difi management can see your personal identity number and contact information as well as time-limited login history. The need arises when Difi needs to provide assistance to users or for fault isolation/troubleshooting in the service.
The suppliers of the electronic IDs (BankID, Buypass, and Commfides) are responsible for the processing of personal data necessary for managing of their login solutions.
Disclosure of personal information according to the Freedom of Information Act
In the event that NMBU receives applications for access according to the provisions of the Freedom of Information Act, the provisions of the Personal Data Act and the Personal Privacy Regulation will not be able to provide restrictions to right of access where the request applies to personal information. Therefore, it may be the case that NMBU sends personal information about you to parties other than those mentioned in this privacy declaration.
Security relating to your personal information
NMBU regularly conducts risk- and vulnerability analyses of the data processing systems we use in order to safeguard your personal information. We also have several security measures, such as access controls to prevent more employees than necessary from being able to gain access to your personal information. Employees have a duty of confidentiality in respect of personal information they receive as part of their work.
Right to information and access
You are entitled to information about how NMBU processes your personal data. This privacy declaration is intended to contain the information you are entitled to receive.
You are also entitled to see/gain insight into any personal information registered on you at NMBU. You are also entitled to receive a copy of your personal information if you wish.
Right of correction
You have the right to have incorrect personal information about you corrected. You also have the right to have incomplete personal information about you supplemented. If you believe we have registered incorrect or incomplete personal information about you, please contact us. It is important that you state the reason and, where appropriate, document why you believe the personal data is incorrect or incomplete.
Right to limitation of processing
In certain cases you may have the right to require that the processing of your personal data be limited. Limitation of personal data means that your personal information is still being stored, but that the possibilities for further use and processing will be limited.
If you believe that your personal information is incorrect or incomplete, or you have protested against the processing, you are entitled to require that your personal information be temporarily restricted. That means that the processing will be restricted until we have corrected your personal information, or have assessed whether your protest is justified.
In other cases, you may also require a more permanent restriction of your personal information. In order to be entitled to require the restriction of your personal data, the terms of article 18 of the Personal Data Protection Regulation must be met. If we receive a request from you for restriction of personal data, we will assess whether the conditions of the law are being met.
Right of deletion
In some cases, you are entitled to request that we delete personal information about you. The right of deletion is not an unconditional right, and whether or not you have the right of deletion must be considered in the light of the Personal Data Act and the Personal Data Protection Regulation. If you wish to have your personal information deleted, please contact us. It is important that you state the reasons why you want your personal information deleted, and if possible, which personal information you want to have deleted. We will then consider whether the legal conditions for requiring deletion are met. Please note that in some cases the legislation allows us to make exceptions from the right to deletion. For example, this would be the case when we are obliged to store your personal data to fulfil a task that is required by the University and University College Act, or to safeguard important societal interests such as archiving, research and statistics.
The right to object
You may have the right to object to the processing, that is, to protest the processing, if you have a special need for the processing of your personal data to be stopped. Examples may be if you have a need for protection, a secret address, or similar. The right to protest is not an unconditional right, and it depends on what is the legal basis for the processing and whether you have a special need. If you protest against the processing, we will consider whether the conditions for protesting are met. If we determine that you have the right to protest the processing, and that the objection is justified, we will stop the processing and you will also be able to demand the deletion of the information. Please note that in certain cases we can make an exception from deletion. For example, this could be the case when we are obliged to store your personal data to fulfil a task that is required by the University and University College Act, or to safeguard important societal interests.