The Student Welfare Organisation of Southeast Norway (SSN) is a statutory organisation governed by the Norwegian Student Welfare Organisations Act (LOV-2007-12-14-116 and subsequent amendments). According to this Act, the purpose of student welfare organisations is to address the welfare needs of students at the individual educational institutions. Student welfare organisations must offer services to students. Student welfare organisations may also offer a limited range of services to non-students.
Personal data is defined as information and assessments that can be linked to an identifiable individual. This could be names, addresses, phone numbers, email addresses, national ID numbers, IP addresses and member histories.
Responsible for processing the personal data (data controller):
Student Welfare Organisation of Southeast Norway (SSN)
Org. no. 914 458 811
Raveien 189 B
2. The purpose of collecting personal data
SSN collects, processes and stores personal data about its customers so that it can offer all of its customers the best services possible, make service offers and information about them available, and make it easy for customers to manage their overall customer relationship with SSN.
The purpose of collecting this data is to offer you, the user, the best possible level of service and provide you with an overview of, and information about, your student services, membership, applications, agreements and tenancy through SSN. SSN services allow customers to organise their everyday student life digitally, including services linked to student accommodation, kindergartens, exercise and other student activities.
The personal data will be processed in compliance with the Norwegian Personal Data Act, the EU General Data Protection Regulation, the Norwegian Accounting Act and any other applicable Norwegian laws. Where collection, processing and storage are prohibited by law or regulations, or are specified in agreements and contracts entered into with customers, we will obtain the customer’s consent.
3. Your rights
SSN is obligated to comply with applicable regulations regarding data protection. These regulations give you the right to:
- Withdraw and change your consent.
- Have personal data we no longer need deleted from our records and systems.
- Have incorrect personal data corrected.
- Access personal data we have stored about you in our computer systems.
- Request that the data SSN holds on you be transferred to a third party of your choice.
- Complain to the Norwegian Data Protection Authority if you believe that SSN is not processing your data legally. Customers can access, correct and delete data by contacting SSN’s customer service.
4. When do we collect and process data about you?
If you only have a customer relationship with SSN because you have paid semester fees but do not use our services, we do not collect any personal data about you.
If your customer relationship with SSN extends beyond paying semester fees, a brief overview of when we collect, process and store your personal data in relation to the agreements, contracts and customer relationships you have entered into with us is provided below.
a) Tenants in student accommodation:
By signing a tenancy agreement, you give SSN the right to process and store personal data. This data will be stored for 3.5 years after termination of your tenancy. Invoices will be kept for 5 years (ref. the Norwegian Bookkeeping Act). If you apply for but are not assigned accommodation, we will store your application until you delete it yourself and for a maximum of 2 months.
b) Members of SSN Moov and the student sports centres:
By signing a training agreement, you give SSN the right to process and store relevant personal data regarding your customer relationship. This data is stored at our member system subcontractor Online EDB AS. If we need to store training data about you, we will ask for your specific consent to do so.
c) Users of SSN’s health services:
Services subject to health regulations (the Norwegian Health Records Act) are treated in accordance with these regulations and kept separate from SSN’s other data. Users of health services and courses consent to SSN collecting necessary personal data through agreements or by signing up to courses.
d) Users of SSN’s kindergarten:
Admission is administered via the municipality’s kindergarten system and complies with the municipality’s guidelines. Everyone who is a customer of our kindergarten consents to SSN processing relevant personal data regarding their customer relationship at our kindergarten.
e) Registration on My Page and in the Student Sørøst app:
Lawfulness of processing is based on Article 6(1)(b) GDPR, “processing is necessary for the performance of a contract to which the data subject is party”.
When you register for My Page or download the Student Sørøst app, you will be asked to create a user account and provide data such as your name, address, phone number, nationality and email address. SSN will be able to collect data on your subsequent use of your user account, geographical location, settings in My Page and Student Sørøst, data from cookies and diagnostic data. This data is used for statistical and data analysis purposes, as well as to personalise the user experience of individual users (geographical location is collected because SSN services are distributed over many different geographical locations and this is therefore required for statistical/analysis work).
f) After giving consent to benefits in the Student Sørøst app or My Page:
Lawfulness of processing is based on Article 6(1)(b) GDPR.
In order to provide you with access to SSN Student Bonus (our loyalty programme), loyalty cards, coupons, and relevant personalised offers in Student Sørøst, you must give us your consent to create a personal loyalty account linked to your user profile in SSN’s digital platform. This will allow you to take advantage of SSN’s benefits in Student Sørøst. After registering your personal loyalty account in Student Sørøst, SSN will store information from purchases made at SSN Food and Beverages. Giving your consent will result in the creation of a personal account such that future purchases from SSN Food and Beverages will automatically be linked to this account.
Your purchase history will only be registered once payment is actually made after the personal account has been registered at the time of purchase at the cash till or online.
g) Spending/earning student bonuses:
Lawfulness of processing is based on Article 6(1)(b) GDPR.
If you have given your consent to Student Sørøst, you have consented to SSN, based on your personal data as described in the point above, collecting and analysing information about you and your customer relationship in order to provide you with more relevant information and to personalise offers from SSN.
SSN stores information from purchases made after the registration of a personal loyalty account when the customer makes purchases at SSN Food and Beverages in order to provide access to SSN Student Bonus and loyalty cards, as well as other relevant offers in the Student Sørøst app, and to send information and offers regarding goods and services based on analyses of personal data, such as purchase history. SSN will send information via the Student Sørøst app, and if consent has been registered, also via text message, other digital channels and/or email.
Consent may be withdrawn at any time on My Page and in Student Sørøst, and the ability to make use of SSN’s digital services will then be reduced accordingly. Access rights and data associated with the consent will be deleted. The accumulated bonus in SSN Student Bonus will also be deleted.
h) User surveys:
SSN will occasionally send out user surveys to customers who have registered their email address with SSN for the purpose of collecting feedback on our services in order to improve SSN services for students.
We store history related to your response (opening and clicking on links) to digital marketing, emails, text messages and activity while logged into My Page and the Student Sørøst app. You can request that your history be deleted at any time by emailing us ([email protected]). Data is deleted automatically in accordance with point 6, archiving and deletion of personal data.
i) Profiled advertising = Personalised information and marketing from SSN:
Lawfulness of processing is based on Article 6(1)(b) GDPR.
You can choose to consent to receiving personalised information and marketing from SSN. If you agree to us sending you such information, you will occasionally receive offers, coupons and information from us that are based on your geographical location and/or previous use of SSN’s catering facilities, bookshop or sports centres. We do not use information about you linked to your use of SSN Health’s services, which is strictly confidential and subject to other legislation.
We promise not to spam you and that we will do our utmost to send you offers, information and coupons that are relevant to you.
We send personalised information and marketing via text messages, emails or notifications in the Student Sørøst app, depending on where you have consented to receiving such offers and information.
You may withdraw your consent at any time. You do this by signing into My Page and removing your consent or by following the link you received with the personalised information/marketing.
If you do not consent to receiving personalised information and marketing from SSN, you will not receive these types of notification.
You may choose to turn cookies off, but if you do so we cannot guarantee that your user experience will be as desired.
We use Google Analytics, which collects data on the activity in digital services from SSN. This data is used for statistical and data analysis purposes. All data used for statistical and data analysis purposes is anonymised and used in an aggregated form only.
5. How does SSN use your data?
Data we collect, data you have submitted yourself and data created over the course of the customer relationship is used to fulfil our agreements with you and improve and develop SSN services.
SSN uses data to provide you with offers and communications in accordance with the consent you have given. You can withdraw your consent at any time. We will then delete the data that was stored in connection with your previous consent for the purpose in question.
Your personal data will only be used for other purposes or disclosed to a third party with your consent or when it is necessary for us to fulfil our contractual obligations in relation to you. SSN does not resell personal data to others. Only aggregated data is shared with third parties.
When registering for our competitions/events/courses and similar, your personal data will only be used for processing your registration, practical information in advance of the event/course, submitting evaluations, to contact you if you win a competition and in the case of any subsequent follow-up. Your personal data will thereafter be deleted once the competition/event/course has ended and the winner(s) have been contacted.
We may, through active consent, or as part of the relevant customer relationship:
- Use your contact details to send you information and invite you to evaluate how satisfied you were with SSN services.
- Send offers for SSN services and other communications from SSN regarding marketing purposes directly within SSN services and to other contact channels you have registered with SSN services such as email address and phone number. You can read more about personalised information and marketing in point 4(i).
- Use your personal data and anonymised data on your use of our services to help us make decisions about sales, marketing and product development.
6. Archiving and deletion of personal data
If you no longer pay semester fees to SSN and no longer use any of SSN’s services, SSN will store your personal data for a limited period once the customer relationship has been terminated. The length of this period will depend on the type of customer relationship you have had with SSN.
After this period, all data about you will be deleted, apart from data that must be stored in accordance with the Bookkeeping Act (5 years) and any other legislation. Personal data linked to active loyalty points will be stored for 5 years following the last accumulation of points in order to identify the right person to whom they are linked. If you wish to delete your personal data before this, please contact SSN.
Deletion will take place automatically and is verified annually by the data controller.
7. Data controller
Pursuant to the Personal Data Act, SSN is the data controller. SSN’s CEO is authorised to act as data controller on behalf of SSN and its subsidiaries. Data controller duties for different servicesmay be delegated to the managers of the relevant service areas.
If data about you is disclosed to SSN’s service providers, the service provider will be the data processor for the data in question, and SSN will take responsibility for the data processor’s processing of personal data through separate data processor agreements.
8. Who does SSN share data with (disclosure)
SSN may, in certain cases and as governed by law, disclose data to the authorities and associated educational institutions. SSN will not share your personal data for commercial or marketing purposes without your prior consent.
9. Who processes your data (data processors)
SSN may use subcontractors to deliver, develop and improve SSN services. These subcontractors are not permitted to use personal data for other purposes. In these cases, subcontractors will act as data processors and SSN as the data controller. SSN will enter into data processor agreements with all data processors who receive, process or store personal data, or in any other manner, have access to personal data from SSN.
We use many different IT systems and methods to keep your data secure when it is transferred to our servers via the internet. All data and files uploaded to SSN services are encrypted when uploaded to our databases.
11. Social Media
SSN posts news on Facebook, Instagram, ssn.no and in the Student Sørøst app. SSN will not post personal data on these sites. SSN will be able to use feedback from customers to further develop our services.
Information about other amendments will be published at ssn.no.
13. Your rights
As an SSN user, you can rest assured that SSN takes responsibility for protecting your personal data. You can be confident that we collect, use and protect your personal data in a secure and safe manner.
- To be open about how we collect, use and store your personal data.
- To only use your personal data for the purpose for which we collected it.
- To not collect or process more data about you than is necessary in order to offer you SSN services, or for anything other than what you have consented to.
As a registered SSN user and pursuant to the Personal Data Act, you have the right to access your personal data and are entitled to have your data corrected, deleted or disclosed as long as this does not violate other laws.
You may manage your consent and choices by adjusting your consent associated with your SSN profile. While logged in, you may also view your personal data and customer history.
To view any other stored data, contact SSN Staff: [email protected]
You should also contact SSN customer services if you wish to have your personal data corrected, deleted or disclosed: [email protected]
14. Personal data about jobseekers
SSN uses Jobbnorge as a recruitment system.
Lawfulness of processing is based on Article 6(1)(b) GDPR – processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract. If your application contains special categories of personal data, the lawfulness of processing is based on Article 9(2)(b) and (h) GDPR.
Only the person who gets the job will be transferred to the internal systems for employees.
If you have any questions about our processing of your personal data, you can send an email to [email protected] with the subject line ‘Personal data’.
If you have any queries about the processing of personal data at SSN, you can contact us at [email protected]