Terms and Conditions of Data Protection of eKool

These terms and conditions of data protection regulate the processing of the personal data of the users of the study information system of the eKool located at the web site www.ekool.eu (the users are hereinafter referred to as you) by eKool AS (registry code: 11160451, address: Telliskivi 60/1, 10412 Tallinn; hereinafter referred to as eKool or we). Personal data means any information relating to you (incl. name, contact details, information on studies, activities logs, etc.) and the processing of personal data contains any operation performed therewith (incl. consultation, storage, use, disclosure, etc.).

The protection of personal data is very important to eKool and we view the issue with the utmost concern. We shall process your personal data in compliance with the obligations arising from the legislation applicable in the European Union and in the Republic of Estonia and adhering to the principles of secure processing of personal data. You may contact the data protection officer of eKool via e-mail at gdpr@ekool.eu.

eKool processes your personal data as the controller to enable the use of the eKool information system as well as for the purposes relating to the services we provide you with. In addition, eKool processes your personal data as the processor when acting on behalf and under the responsibility of the school that designated you the role for the use of the eKool information system (hereinafter: the school).

Processing of Personal Data under Responsibility of eKool

Upon the subscription as the user of the eKool information system, you are requested to disclose certain personal data without which it is not possible to use the eKool information system. Your personal data shall be processed by eKool, first and foremost, to prepare and perform the contract concluded with you for the use of the eKool information system (the Terms and Conditions of Use of eKool can be found here). We shall also process your personal data on the basis of our legitimate interest related to the promotion of our business activities and provision of better service or your separate consent. In particular, your personal data may be processed by eKool for the following purposes:

For the above purposes, the following categories of personal data may be processed by eKool:

Processing of Personal Data under Responsibility of School

The School shall process your personal data by using the eKool information system to perform a task carried out in the public interests (to provide an educational service) and fulfil their statutory obligations. Personal data shall be processed on behalf and under the responsibility of the school in the eKool information system for the following purposes inherent to the activities of the school:

For the above purposes, the following categories of personal data shall be processed by the school in the eKool information system:

Please note that in addition to the processing of personal data in the eKool information system in accordance with the Terms and Conditions of Data Protection, your personal data shall be processed by the school pursuant to the aims, rules and principles established by them. To obtain further information thereon, please contact the school.

Exercise of Rights Related to Processing of Personal Data

As a data subject, you have the following rights:

To a certain extent and pursuant to the above, you can exercise your rights in the eKool information system independently. Failing that, you may request to exercise your rights by sending a digitally signed query to the e-mail address gdpr@ekool.eu or to the postal address Telliskivi 60/1, Tallinn, 10412.

Please note that your rights relating to the processing of personal data are not absolute and that in certain cases the rights of other persons or the legitimate interests and/or obligations of eKool or the school may restrict the exercise of your rights.

eKool wishes to ensure that your personal data are processed lawfully, transparently and respecting your rights and shall take reasonable measures to solve your objections and requests. If, in your opinion, the performance of eKool is not sufficient or your rights relating to the processing of your personal data are otherwise compromised, you have the right to contact the supervisory authority, namely the Data Protection Inspectorate, to protect your rights.

Storage of Personal Data in eKool Information System

Your personal data are stored in the eKool information system until your account is closed. The account can be closed on the profile page. To close the account, you will need to log in to the eKool in a secure way (by using an ID card, a mobile ID, a smart ID or bank links). After the account has been closed and the personal data related thereto erased, neither the account nor the personal data can be restored. However, you can add a new user account using the same user ID.

If you have not logged in to the eKool for at least five years and you have no active roles in any of the schools, your user account shall be closed and your personal data erased. The passive accounts shall be closed on 1 August each year.

In place of erasing your personal data, eKool may render the data anonymous, i.e. process the data in a manner that shall prevent you from being identified.

Regardless of the above, your personal data processed by eKool under the responsibility of the school as well as the information on your access log to the eKool information system and the discussions you have initiated and supplemented shall not be erased from the eKool information system upon the closure of the account. We shall store your access log to the eKool for five years. The personal data processed under the responsibility of the school shall be erased upon the expiry of the deadlines established for the storage thereof by the School or law.

Transfer of Personal Data to Third Parties

For the purposes of the processing of the personal data established in these Terms and Conditions of Data Protection and in relation thereto, your personal data may be transferred to the following third parties:

In any case, personal data shall be disclosed to third persons only to the extent necessary pursuant to the purpose of the respective processing of personal data or the need or obligation to disclose the data. Personal data shall not be transferred to any third parties located in a country with an insufficient data protection level.

Ensuring Personal Data Security

The eKool information system and the personal data contained therein shall be stored and processed in digitally and physically secure servers. Any and all personal data processed by us or our cooperation partners shall be accessed only by our employees or the employees of our cooperation partners who need these data to perform their duties under the employment contracts related to the purposes established by these Terms and Conditions of Data Protection and who are obliged to comply with the requirements established by the applicable personal data protection legislation and this privacy policy upon the processing of the data.

Amendment of Terms and Conditions of Data Protection

These terms and conditions of data protection shall be in effect as of 17.04.2019. eKool shall have the right to amend the terms and conditions of data protection unilaterally at any time. The amendments and modifications shall take effect after the new version of the terms and conditions of data protection has been published in the eKool information system and a notification has been published in the newsfeed of the eKool information system.