Published 21.3.2025
Asio reservation service (https://asio.utu.fi)
The Asio reservation system is used at the University of Turku for booking library spaces, shared university workstations, and meeting times with university supervisors. To enable these purposes, the service collects and stores some personal data about users (detailed below in the section 'Collected Personal Data').
The system has different levels of access rights to view and manage the collected data.
Users can only see their own data.
Limited administrators/supervisors can see the data of users within their area of responsibility.
Administrators can see the data of all users, reservations, and spaces for the maintenance, management, and resolution of process and technical issues. Administrators include University of Turku staff members and the technical maintenance team of the system provider (Asio-Data Oy).
You can log into the system using the University of Turku user ID with the single sign-on system, Haka ID, and in rare cases, a local user account.
The processing is based on the university's core task and its implementation as set out in Section 2 of the Universities Act (558/2009).
Additionally, the data may be used for scientific and historical research in the public interest and for the university's legitimate interest in organizing its internal operations in an appropriate manner.
More information: https://www.utu.fi/en/privacy/notice/processing-personal-data-of-students-in-education#basis.
University of Turku, Digital Services
e-mail: helpdesk@utu.fi
For identification, the following data is collected:
For reservations, the following data is collected:
Additionally, all activities in the Asio system generate log data that records the user's IP address, timestamp, and actions in the system.
Home university user information system
Personal data is currently retained partly for three years, partly permanently, but significant shortening of retention periods is being investigated on a service-by-service basis (space reservations, appointment bookings, workstation reservations).
The recipient groups of personal data are detailed above in the section 'Purposes of Personal Data Processing,' which describes the access of different roles to user data. Personal data is not disclosed to third parties except for the technical support of the system provider (Asio-Data Oy), which has access to system maintenance functions.
The information in the university's student information register is considered public documents under the Act on the Openness of Government Activities (JulkL 621/1999), which are provided for viewing upon request. Public documents are disclosed upon request in accordance with Sections 13 and 16 of the Act and the Data Protection Act (1050/2018). No confidential or sensitive information is stored in the register.
The personal data register created on the server is protected by the personal access rights of administrators. When transferred over the network, personal data is protected by SSL technology.
The information disclosed during Haka login can be seen by the user by logging in: https://rr.funet.fi/attribute-test
You have the right to request access to your personal data from the data controller and the right to request the correction or deletion of such data or to restrict or object to processing.
You have the right to lodge a complaint with the supervisory authority.
The user can view their own data in the system by sending a request to the system administrator via helpdesk@utu.fi.
Log data is recorded from the use of the service, which shows the user of the service, the time, actions, and IP address. Log entries are used to ensure the security of the service, for technical development of the service, and for investigating and preventing faults and misuse.
(Information Society Code (917/2014) Sections 138, 141, 144).
Logs are retained for the necessary time for these purposes. The service administrator can view the report log data.
Contact information for the University of Turku Data Protection Officer: dpo@utu.fi
The principles of personal data protection are described on a separate page: https://www.utu.fi/fi/tietosuojapolitiikka
More information on the data protection statement can be found on the Data Protection Ombudsman's website: https://tietosuoja.fi/en/home