Data protection of digital tools

Every online digital tool processes the data of its users. Therefore, when choosing tools for teaching, for example, it is necessary to remember every time to consider whether, for example, it is worth using a service with a free license widely with students and what kind of information is processed through the tool.

Before the corona, and especially during the darkest corona times, many digital tools were quickly put into use, the security of which could have been left unchecked. Fortunately, data protection awareness is growing all the time, and we already know better how to take into account the limitations and conditions of data processing. The data protection agreements of the programs and digital services used with the university's licenses are usually checked carefully, and the services used with the university's license are safe when used correctly.

When choosing digital tools for teaching or other activities, always think about at least the following questions:

• Does the service have a license paid for by your university?

• What information do you process with the tool, is the information general or sensitive?

• Is the identity information of an individual user transmitted to the service

• Is the service provider reliable?

• Is the information stored in the EU/ETA area?

• Are you able to manage the information yourself, i.e., for example, download the information to your own computer and delete the information completely from the service?

If there is no university's license, if the information may be sensitive in some way, if user identities are transmitted, if the service provider is not reliable, if the information leaks outside the EU/ETA area and if data management is difficult, the tool's data protection is probably not in order and should not be used for use.

Always remember to evaluate the data protection issues of digital tools both from the point of view of the tool and from the point of view of your own operations! When you use the tools recommended by your university, you get a head start on data protection, meaning at least the background is in order.

Paula Vaskuri, ICT Services, 11.4.2023