Privacy Policy – English

Privacy Policy for Unikum

Welcome to Unikum´s Privacy Policy. It is important – both for us at Unikum and for you as a user – to know how your personal information is handled and what we do to keep it safe and secure. With this Privacy Policy, we therefore have three goals:

  • We want to clarify the responsibility for protecting your rights and privacy.
  • We explain how we use the personal information you share with us, to get the best benefit and user experience of Unikum’s various services, apps and websites.
  • e want to give you an understanding of what personal data we collect and what we do – and do not – with them.

In order to comply with the Data Protection Regulation, this Privacy Policy must be updated every now and then, such as in connection with changes in laws and new technologies and introduction of new features. We notify you of updates via notifications in Unikum, and suggest that you periodically review the Privacy Policy.

Unikum services and why personal data are processed

This Privacy Policy applies to the processing of personal data that is provided by Unikum’s Internet Services, used by staff, guardians, children and students in schools (”Services”, ”Tools”). The services are provided by Unikum – Net AB, Swedish organization number 556649-2350 (”Unikum”, ”we”, ”our”, ”us”). When we use the word ”school”, we mean all school forms from pre-school to high school and adult education.

Unikum´s Services are designed to facilitate cooperation on learning and learning quality for staff, children, students and guardians in schools. The tools contribute to the education of children and pupils, and in transitions between different educators, departments, schools and municipalities. The work of the users and the design of the tools are governed by the Swedish Education Act (2010: 800), curricula, the Swedish Archive Act (1990: 782), the GDPR and other guidance documents for the education system. (”Purpose of the Services”).

The information is processed in order for Unikum to deliver the service we promised to you, other users and customers in line with the purpose of the Services, with the best user experience we can, and according to the agreement (”Purpose of Processing”).

Responsibility for processing your personal data

Unikum is used by municipalities, their schools and independent schools (”Customers”). The registered Customer is then the Data Controller, responsible for the processing of your personal information. Unikum is in such cases a Data Processor for the Customer, processing your personal information in the Service, and has responsibility for the organizational and technical security measures we have agreed with the Customer.

You who have your own account and can log into the Service are below called the ”User”. In the Service, the ”Administrator” role represents the Customer and is responsible for uploading new Users and other Administrators, assigning rights and giving instructions to Unikum regarding the processing of data, including. personal data, in the Service.

There are also cases where Unikum is the Data Controller for the processing of personal data in the Service. This applies when:

  • You are the customer of any part of the Service
  • You get login information and become a user of the Service
  • You use Unikum’s apps
  • You have left a school and have your support in the Service to the next receiving school
  • You sign up for one of our courses
  • You have a question and / or contact us
  • You visit our website and accept cookies

In the appendix ”Processing of Personal Data”, you can see more detailed information about personal data, purpose of processing,  and legal basis for processing, when Unikum is the data controller.

Types of personal data being processed

Information about learning and education

In Unikum, guardians, children, students, educators, teachers and staff at schools and authorities contribute personal data and other materials used in schools and for educational purposes. Examples of personal data are contact information, settings, personal profile in text and picture, learning logs, reflections, individual backgrounds for development talks, student work, action programs, evaluations, assessments, grades, content portfolios, courses, results, profiles, applications, schedule, attendance and logs. The information is stored for you and your children or students.

Navigational information

When you create an account in Unikum and then use the Service, information about navigation, type of device (computer, mobile, etc.) is automatically created and logged, and how the service is used, and occasional so-called session cookies. This is called Navigation Information.

How personal information is processed

Use of personal data in schools

The information is used to support learning and quality in education as described in the educational legislation, curricula and in the general general councils issued by the respective National Agencies for Education. The data is displayed in Unikum’s service only for authorized and authenticated users in Unikum, belonging to or related to the same groups as yourself, who are authorized to view the data. For example, teachers who work with a student’s class can see the student’s individual development plan, and an authorised school supervisor or administrator at the school, the municipality or the principal can view the personal data, and see summaries and statistics about the learning. However, guardians of a particular student can not see other students’ work or assessments.

Transition when my child changes teacher, preschool or school

The Swedish National Agency for Education has issued general advice on how to ensure that transitions between educators, teachers, preschools and schools are good for children and students. The information in Unikum about you and other users in Unikum therefore follows you in all transitions, from one preschool to another, from preschool to school, between schools, between cities, and beyond. As a user, you can influence how information is provided to recipient teachers for you, and for your children if you are guardian, through the settings in Unikum. In order for the data to follow the learner, children and their guardians have the right to their own copies of their personal data and to their child / student documentation. These data are stored in Unikum even when the municipality or school chose to erase their own access to child information. When the municipality or school chooses to delete their copies of the child / student documentation, users can choose to retain, save or delete their own copies. Individual schools or municipalities may have additional rules for transitions between different units and schools.

Use with the school’s other systems and external tools

Unikum users can use the Service with other systems, external tools, and apps such as word processing tools, absence reporting systems, or online learning resources. Users can then use data in the service to view homework submission dates from Unikum in an external calendar app, or report student absence in Unikum, and allow this information to be automatically transferred to a central absence tracking system, or ensure that login to Unikum automatically gives you login to an external tool.

Use of ”cookies” and navigational information

Unikum Services use cookies to keep track of settings in the computer. See Appendix Cookies in Unikum for more information about which cookies are used. You can turn off the use of ”session cookies” in your browser’s settings. If you turn off the use of session cookies in your browser, Unikum will not work. Do you have questions about using cookies, ask your contact at the school.

Unikum also uses Navigation Information to collect statistics on how the service is used to see where Unikum can be improved and easier to use using external analytics tools that show, for example, what features users do not find, or where it seems difficult to understand the web tool. You can change how information about your use of the service is saved under your settings.

Your rights

See and verify the information about you and your children

You can log in to your Unikum account at any time, and see information about you, your children or your students, settings, and consents given. If you find information that is incorrect, you may in some cases correct the information yourself, and otherwise contact staff at the school and ask them to correct the information.

To change settings, e.g. for messages

You can change settings for how and how often you receive messages from your school via Unikum. The school needs to be able to reach you with important messages, such as when the school is forced to closed, and may therefore reserve the right to use your contact information in important situations, to ensure that you are reached with important information about your child.

To unsubscribe to newsletters

If you subscribe to Unikum newsletters, you can cancel your subscription at any time. In the same way, you can cancel membership at any time in the forums we run, about e.g. school development.

Information security and data storage

Storage of data

The information in Unikum’s services is stored and handled in secure data centers in Sweden or in another EU or EEA country with good legal protection for personal data, or in organizations deemed to be protect personal data in a GDPR-compliant manner (eg, affiliated with the so-called EU / US Privacy Shield Agreement).
Backups are taken regularly to minimize the risk of loss of information, and critical parts of the equipment are duplicated to reduce the risk of interruptions.

Data protection

We use a wide set of techniques and tools to protect your information. For example, all data transfer in the service is encrypted. Data centers are protected from physical entry and and fire.

Municipalities review of Unikum information security

Unikum enters an agreement with the municipality or schools that use the Services, where Unikum assumes responsibility to protection personal data as data processor. The agreement describes the technical and organizational measures that Unikum undertakes to follow in order to protect personal information. It also gives data controllers the right to review Unikum’s information security processes.

Special rules for schools, municipalities and authorities

Public documents

Grades and the individual development plans for children in municipal schools are examples of what is called Public Documents. Most other documentation in schools are also public documents. This is regulated by the Freedom of Speech Act, and in the Privacy Act (2009: 400). A person who does not have a direct relationship with a student can request to see public documents such as individual development plans, written assessments or grades for this student. When the municipality has received such a request, the municipality must conduct a confidentiality check, and may then issue the non-confidential part o the information requested. Therefore, it is important to avoid, as far as possible, sensitive data in public documents.

Quality assurance and continuous improvement in schools and municipalities

Schools and the municipalities are obliged to follow up their activities and to improve their processes. In order to do this, information is collected from users in overviews and statistics on needs, use and results in Unikum. These summaries do not show the name or personal data of the individual children or pupils. Overview and statistics can be used, for example, by the National Schools Inspectorate or other authorities in reviewing individual schools or a whole municipality, and to compare schools with other schools.

Archiving and disposal

Municipalities are required to archive and then dispose information relating to their work. This is governed by laws such as the Free Speech Act and the Archive Act. Each municipality may decide upon its own rules for filing and disposing of copies of children’s and pupils’ information in Unikum. It is common to archive data between five and ten years. If Unikum has not received any other instructions from the user or the person in charge of the school or municipality, Unikum reserves the right to delete data for users who no longer have a valid subscription to the service after ten years.

External tools, support services, newsletters and social media

The municipality or school can choose to connect external tools to Unikum, to complement features in Unikum. It may be e.g. digital learning resources, scheduling or absence reporting systems. The school may add the tools so that you can use them instantly without additional login, and without having to re-enter all your account information.

Unikum has a number of support services for help, questions and answers, information, feedback and news, and is present in social media. Some of these services, such as support services, news services and forums for school development initiatives are intended for specific individuals who work in a particular role in the school or municipality and who have an account in Unikum. Other such services are open to all types of users, whether they have an account in Unikum or not. For these external tools, support services, newsletters and social media, there are separate user agreements and privacy policies.


Additional information: About school’s use of IT systems for managing personal data

Schools have the right to use IT and web tools with personal information about eg. students, children and their guardians to fulfill their obligations. This applies regardless of whether a guardian or student has given his or her consent. Your consent to using Unikum is therefore only about your own use of Unikum. Whether you agree or not, the school may choose to use Unikum or other IT systems to handle information about children, students, guardians and staff.

Questions and answers about the handling of personal data

For students and guardians:

  • Visit the municipality’s website. Search for example on ”data protection”
  • Contact teacher or principal at school

For personnel in schools

  • Visit the municipality’s website. Search for example on ”data protection”
  • Contact the principal, or the municipality’s Data Protection Officer

For municipality contact person for Unikum

  • Contact your customer manager at Unikum

If you can’t find the answer your questions in the above way, you can:

  • See ”Questions and Answers” on Unikum Help pages
  • Email us at dataskydd@unikum.net
  • Write to us on ”Att .: Data Protection, Unikum – Unique Learning AB, Hammarby Kaj 14 – 4 tr, 120 30 Stockholm

Sincerely
We at Unikum – Net AB

Appendix – Unikum Cookies

Cookie Name: JSESSIONID

Type of cookie: Session cookie
Purpose: Keep track of settings for your computer during a single session.
Preservation time: During session, is deleted from the computer when the visitor closes the browser.

Name of cookie: unikum_lb

Type of cookie: Session cookie

Purpose: Keep track of which app server the user initially received his data from and ensure that the session’s future data is retrieved from the same server to minimize data synchronization problems.

Preservation time: During session, is deleted from the computer when the visitor closes the browser.

Cookie Name: UNIHZSESSID

Type of cookie: Session cookie.

Purpose: Determines settings for a visitor’s computer during one session

Preservation Time: Removed from the computer when the visitor closes the browser.

Cookie Name: JSESSIONID

Type of cookie: Session cookie – New Relic

Purpose: Determines settings for a visitor’s computer during an operation, used for malicious handling through New Relic.

Preservation time: During session, is deleted from the computer when the visitor closes the browser.

Third-party cookies

Cookie Names: hubspotuk, __hstc

Type of cookies: Hubspot.

Purpose: These cookies are used by HubSpot to track a visitor’s first, last and amount of visits as well as when submitting certain forms.

Conservation period: From 2 years to 10 years.

Cookie Names: __utma, __utmz, _ga, _gat, _gid

Type of cookies: Google Analytics.

Purpose: These cookies are used by Google Analytics to track how many times a visitor visited the page, when the first and last visit was made, where the visits came from; geographically and countyly. Google Analytics uses the information from the cookie to calculate things like new sessions / visits. This information uses Google to link b.la. keywords and create goal conversions, some of the infromation we have access to and it is used by us to make Unikum better.

Conservation period: From 1 day to 2 years.

Cookie Names: VISITOR_INFO1_LIVE, SAPISID, SSID, PREF, SID, HSID, CONSENT, LOGIN_INFO

Type of cookies: Youtube.

Purpose: Youtube puts a lot of cookies on a page containing a youtub clip. We have no control over these cookies, but they seem to be used to measure how youtubes users interact; For example. how many times a video has been viewed. If a visitor is logged in with a Google Account, the information may be associated with the Google Account.

Conservation period: From 1 minute to 10 years.

Appendix – Processing of personal data

This appendix describes when and for what purpose data processing occurs, as well as the category and type of personal data processed, in cases where Unikum is the the data controller for the processing. The following abbreviations are used to state the legal basis for processing:

  • OB – To fulfill contractual obligations towards you
  • CO – Consent
  • BI – balancing of interest

When / Purpose: Contact via the website

  • Category: Organization Details
  • Personal data: Organization number, name of school / municipality, address, postal code, city
  • Legal basis: OB, BI

  • Category: Contact Details
  • Personal data: First Name, Last Name, Email, Telephone
  • Legal basis: OB, BI

  • Category: Case details
  • Personal data: Message Text *
  • Legal basis: OB, BI

When / Purpose: Contact via mail

  • Category: Contact Details
  • Personal data: Name, Email, User ID, Phone (may be)
  • Legal basis: OB, BI

  • Category: Organization information (may be present)
  • Personal data: Organization number, name of school / municipality, address, postal code, city
  • Legal basis: OB, BI

  • Category: Case details
  • Personal data: message text *
  • Legal basis: OB, BI

When / Purpose: Order of Service

  • Category: Organization Details
  • Personal data: Organization number, name of school / municipality, address, postal code, city
  • Legal basis: OB

  • Category: Contact Details
  • Personal data: First Name, Last Name, Email, Phone
  • Legal basis: OB

When / Purpose: Using the service

  • Category: Contact Details
  • Personal data: First Name, Last Name, Email, Telephone, Contact Information to Relatives
  • Legal basis: OB

  • Category: Account information
  • Personal data: Name; Social Security Number or equivalent, Electronic Identification Information, Log and Security Information, IP Address, User Role Information; Links to groups, devices, and other users; as well as user preferences (e.g. preferences, needs, consents, technical settings)
  • Legal basis: OB

  • Category: Personal information
  • Personal data: Photographs; User profile data; as well as practical information such as announcements, news, events, weekly newsletters
  • Legal basis: OB

  • Category: Personal documentation
  • Personal data: Learning logs and blog posts with date, curriculum tag and geographical position; Portfolios; as well as comments and reflections
  • Legal basis: OB

  • Category: Formative documentation
  • Personal Data: Planning, Data, Matrices, Progression, Elearning and Submitted Materials, Formative Assessment, Counseling, Arrangements, Development Plan, Substances, Messages and Information; as well as comments, reflections, evaluations, analysis
  • Legal basis: OB

  • Category: Formal documentation
  • Personal data: Reviews; Results; rating; Support measures with additional adjustments, special support, investigation, action programs, action plans, evaluations; Decision
  • Legal basis: OB

  • Category: Group documentation
  • Personal data: Group Blogs; Group-level plans; as well as announcements, news, events, weekly letters;
  • Legal basis: OB
  • When / Purpose: Registration for training or event

  • Category: Organization Details
  • Personal data: Organization number, Name of school / municipality, Address, postal code, city
  • Legal basis: OB, CO

  • Category: Contact Details
  • Personal data: First Name, Last Name, Email, Telephone
  • Legal basis: OB, CO

  • Category: Case details
  • Personal data: Message text *
  • Legal basis: OB, CO

When / Purpose: Contact via chat

  • Category: Contact Details
  • Personal data: Name, Email, User ID, IP Address, City, Country, Phone (may be)
  • Legal basis: OB, BI

  • Category: Organization information (may be present)
  • Personal data: Organization number, name of school / municipality, address, postal code, city
  • Legal basis: OB, BI

  • Category: Case details
  • Personal data: Message text *
  • Legal basis: OB, BI

* Contains the personal data you have chosen to include in the message.

The personal data discussed above may be in the form of e.g. text, images, audio, movies, files, menu selections, and settings.

* Contains the personal data you have chosen to include in the message.

The personal data discussed above may be in the form of e.g. text, images, audio, movies, files, menu selections, and settings.

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