How Student Wellbeing Centre at KI Processes Your Personal Data

Why Do We Process Your Personal Data?

To administer appointment bookings and support services offered by Student Wellbeing Centre, KI needs to process your personal data. KI is the controller responsible for the processing of your personal data in this context. The personal data processed includes information that you provide when contacting Student Wellbeing Centre, information you provide through your student account, and contact details available in Ladok.

When you apply for education at KI or another Swedish higher education institution and are admitted, the personal data you submitted in your application is transferred from the Swedish Council for Higher Education (UHR) to the institution through the study administration system Ladok. Address information is collected from the State Personal Address Register (SPAR).

The personal data collected and processed by KI and other higher education institutions primarily includes your name, personal identity number (or equivalent identifier), and contact details. Other information processed may include study results.

If your studies at KI include a placement or internship, KI will disclose your personal data to the organization where the placement takes place, for example, Region Stockholm. The same applies if you undertake studies or placements abroad as part of your education.

When you contact Student Wellbeing Centre for support, a patient record will be created, and certain health data will be processed. When Student Wellbeing Centre sends appointment notifications and reminders, some personal data processing will take place via email and/or SMS. After you have received care or support from Student Wellbeing Centre, you will receive a link to a survey by SMS or email. The survey is anonymous and is used for quality assurance purposes.

Legal Basis for Processing Your Personal Data

The legal basis for the processing of personal data in connection with studies at KI is Article 6(1)(c) and Article 6(1)(e) of the General Data Protection Regulation (GDPR), together with Chapter 2, Sections 1–2 of the Swedish Data Protection Act (2018:218). The processing is necessary for KI to comply with a legal obligation, perform a task carried out in the public interest, or exercise official authority. For example, KI is required to maintain study records under the Ordinance (1993:1153) on the Reporting of Studies, etc. at Universities and Higher Education Institutions. KI uses Ladok for this purpose.For the processing of personal data and special categories of personal data in connection with your contact with Student Wellbeing Centre, the legal basis is Article 9(2)(h) GDPR and Chapter 3, Section 5 of the Swedish Data Protection Act. For example, KI is required to maintain a patient record pursuant to Chapter 3, Section 1 of the Patient Data Act (2008:355) when healthcare is provided through Student Wellbeing Centre.

Your Rights as a Data Subject

• You have the right to receive information about the personal data we process about you. 

• You have the right to have inaccurate personal data corrected. 

• You have the right to have personal data erased in certain circumstances. 

• You have the right to request restriction of processing of certain personal data and to withdraw any consent you have provided.

If you wish to exercise your rights, have questions about data protection, or are dissatisfied with how we process your personal data, you may contact KI by email at registrator@ki.se or by post to: Registrar, Karolinska Institutet, SE-171 77 Stockholm, Sweden.

If you are not satisfied with how your concerns are handled, you may lodge a complaint with the Swedish Authority for Privacy Protection (IMY).

Information about appointment notifications, reminders and anonymous surveys following contact with Student Wellbeing Centre

· When you contact Student Wellbeing Centre, a patient record is created, and necessary health data is processed.

· For new and follow-up appointments, Student Wellbeing Centre may send notifications and reminders by SMS or email if you have selected this option. If you do not wish to receive notifications or reminders by SMS or email, you must inform Student Wellbeing Centre.

· After you have been in contact with Student Wellbeing Centre, a link to an anonymous survey will be sent by SMS or email.

Use of Appointment Notifications and Reminders

Student Wellbeing Centre provides an SMS service through its electronic health record system for sending appointment notifications and reminders before booked visits. For video appointments, notifications are sent by email.

If you do not wish to receive notifications and reminders via SMS or email, please contact Student Wellbeing Centre.

Content of Reminders

Appointment notifications and reminders must not disclose any information about your health condition or other personal circumstances.

SMS reminders are sent 48 hours before a scheduled appointment.

Survey Link

Following contact with Student Wellbeing Centre, a link to a survey will be sent via SMS or email. The survey is anonymous and is used for quality assurance of Student Wellbeing Centre’s services.