This year Kārlis Datiņš starts his law studies at University “X”. Since Kārlis wants to know everything about the processing of his personal data when he starts his studies, he conducts research on the processing of personal data of students and graduates to find out what data and how the University processes about him and other students.
At the beginning of his studies, the University has drawn up for Karl, as for every student, a personal file that contains the most important information about Karl and includes at least the following documents required by law:
- copies of documents certifying secondary and higher education;
- copy of passport or identity card;
- study contract with the University for studies;
- documents certifying the progress of the student’s studies at other universities;
- student documents relating to the course of studies (study card);
- copies of educational documents and academic certificates issued by the University;
- a copy of the residence permit, if the student needs such a permit.
According to the regulatory acts, the university must keep Kárlis’s documents as a student for 75 years.
Kārlis clarifies that his personal data as a student is processed not only within the higher education institution “X” for the purpose of organizing and documenting the study process. In accordance with the provisions of the regulation, which therefore constitutes the legal basis for such processing, universities also transfer his personal data for inclusion in the registers maintained by state institutions.
Residents of Latvia can check the conformity of their educational data, which are processed in the school registers (not only in the case of higher education), using the electronic service “My data in school registers” on the portal www.latvija.lv .
In Latvia, as part of the state information on education, a register of students and graduates of higher education programmes is maintained. This register contains data on degrees and qualifications obtained by students and graduates of higher education programmes. The above-mentioned register contains both the identification data of the student, and the data of the semester or course of study, and information on study credits, study breaks and other information. Information from the register is released in the cases and in the amount specified in the regulatory acts, for example, the data available in the register is released to credit institutions before issuing a student loa , as well as information about students is received by the Revenue Agency for granting benefits.
In addition, Kārlis clarifies that, according to the Law on Higher Education, after graduation, his/her data can be used to monitor employment, income and economic activity of graduates of higher education programs, for which the necessary data are obtained from various state information systems. Such monitoring is carried out 10 years after graduation from a higher education institution or a vocational training institution. Monitoring allows to evaluate both the return on the use of state budget funds in the organization of study programs, and, through the publication of data in aggregate form, to provide support to future students in choosing a future career.
In addition to the information available in the registers, the data necessary for monitoring is also obtained by conducting surveys and research on graduates. In order to ensure communication with Kārli, the State Revenue Agency may release the graduate’s contact information in the electronic declaration system to achieve the mentioned goal.
After completing his research, Karl realizes the importance of being aware of how his personal data is processed both during his studies and after graduation. In order to ensure the safety and privacy of his data, Kärlis will regularly check what data about him is stored and where it is used using the electronic service provided by the State.
https://www.dvi.gov.lv/lv/jaunums/dviskaidro-ka-tiek-apstradati-studentu-un-absolventu-dati