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In order to process personal data, you must have a legally valid reason, a so-called legal basis, for why processing should be carried out. For those working at Lund University, there are five legal bases of which the most common ones in education, research, and collaboration are the task of public interest and exercise of public authority 1. Task of public interestTask of public interest  is the

https://www.staff.lu.se/support-and-tools/personal-data-and-data-protection/general-information/legal-basis - 2026-05-21

When is consent needed?In most cases you do not need to ask for consent, as personal data processing at the University is often supported by another legal basis. Nevertheless, there are instances when you do need to ask for consent, for example from people who are not actively involved in the University’s operations in situations such as:recruitment of staff and studentsadministration of lists or

https://www.staff.lu.se/support-and-tools/personal-data-and-data-protection/general-information/legal-basis/consent - 2026-05-21

Article 5 of the EU’s General Data Protection Regulation (GDPR) includes general principles for how personal data is to be processed. These principles act as guidelines for how you are to process personal data. Lawfullness, fairness and transparency All processing of personal data is to be lawful, fair and characterised by transparency.Based on this principle, data subjects have the right to reque

https://www.staff.lu.se/support-and-tools/legal-records-management-and-data-protection/personal-data-and-data-protection-gdpr/general-information-and-support/general-principles-personal-data-processing - 2026-05-21

Checklists When you process personal data, you need to inform the data subject (your target group/s) about the processing regardless of whether consent or another legal basis applies. We provide checklists to help you share the required information with the data subject.Checklists as a mean for information Who are the checklists for?The following checklists are intended for use by staff and studen

https://www.staff.lu.se/support-and-tools/personal-data-and-data-protection/general-information/information-data-subjects - 2026-05-21

Information and templates When is a data processing agreement required?When the University engages or collaborates with another organisation that processes personal data for which the University is responsible, a data processing agreement between the parties is to be set up. The data processing agreement is usually a separate agreement which is distinct from the agreement that regulates the conten

https://www.staff.lu.se/support-and-tools/personal-data-and-data-protection/general-information/data-processing-agreements-dpa - 2026-05-21

When a person contacts you via email, you need to remember to inform the person about how the University processes personal data, while also considering how you manage and store emails. How do I provide information?You can inform the email recipient in a simple way by including the following text in your email signature:In Swedish: "När du skickar e-post till Lunds universitet behandlar vi dina pe

https://www.staff.lu.se/support-and-tools/personal-data-and-data-protection/general-information/manage-personal-data-emails - 2026-05-21

What is personal data?Who is responsible for personal data processing at Lund University?When and how are you to process personal data?What is "sensitive" personal data?Does the GDPR affect how you process personal data collected before 25 May 2018?How are we to process personal data in everyday work?How are contact details for next of kin to be managed?How are you to inform the data subjects?What

https://www.staff.lu.se/support-and-tools/personal-data-and-data-protection/general-information/faqs - 2026-05-21

Processing of personal data within researchThe lawful ground for personal data processing within research is almost always that it is carried out in the public interest. This means that it is permitted to process personal data if it is necessary for a research project.Depending on the purpose of the research project, you determine which types of personal data need to be processed. Collecting and p

https://www.staff.lu.se/support-and-tools/legal-records-management-and-data-protection/personal-data-and-data-protection-gdpr/area-specific-information/research - 2026-05-21

Lund University is to be a safe and secure workplace for employees, students and visitors. To achieve this, employees and students are required to follow the security procedures that apply. On the following pages you will find security information that is relevant for those who work at the University. Important aspects to consider Study the evacuation plans shown on the signs and familiarise yours

https://www.staff.lu.se/support-and-tools/security - 2026-05-21

Personal data processing in contact with students Information about processing students’ personal data can be found on education.lu.se: Personal data and data protection in education and when in contact with students  Contact Lund University has an external Data Protection Officer; Secure State Cyber AB and the contact person at Secure State Cyber AB is Sanja Hebib.Do you have questions regarding

https://www.staff.lu.se/support-and-tools/personal-data-and-data-protection/area-specific-information/education-student-contact - 2026-05-21

External engagement with wider society and providing information on our activities is a part of the University’s mission. This means that the legal basis for processing is that the personal data is of public interest. You are permitted to process personal data in external engagement and to inform without asking for consent, but only if this involves necessary personal data. Necessary personal data

https://www.staff.lu.se/support-and-tools/legal-records-management-and-data-protection/personal-data-and-data-protection-gdpr/area-specific-information/external-engagement-and-communication - 2026-05-21

Internal newslettersNewsletters that are sent internally only to University staff are considered part of the information they require to carry out their duties. This means you may collect contact details of internal recipients for internal newsletters without needing to ask for consent. You are also not required to provide special information to staff about doing this.External newslettersYou must

https://www.staff.lu.se/support-and-tools/legal-records-management-and-data-protection/personal-data-and-data-protection-gdpr/area-specific-information/external-engagement-and-communication/newsletters - 2026-05-21

The legal basis for processing personal data for eventsTo handle personal data, you must have a legal basis. Common legal bases for collaboration and external communication are tasks of public interest. If you're unsure about the legal basis, such as choosing between tasks of public interest and consent, please contact the data protection officer. What information do I need to provide to external

https://www.staff.lu.se/support-and-tools/legal-records-management-and-data-protection/personal-data-and-data-protection-gdpr/area-specific-information/external-engagement-and-communication/public-events - 2026-05-21

Please contact infomaster [at] eken [dot] lu [dot] se (infomaster[at]eken[dot]lu[dot]se) for information on personal data processing in financial matters.  Contact Lund University has an external Data Protection Officer; Secure State Cyber AB and the contact person at Secure State Cyber AB is Sanja Hebib.Do you have questions regarding data protection - please contact:dataskyddsombud [at] lu [dot]

https://www.staff.lu.se/support-and-tools/personal-data-and-data-protection/area-specific-information/finance - 2026-05-21

Within human resources, personal data is processed for both staff and non-employees. For example, it may relate to recruitment, salary reviews or rehabilitation matters. When you process personal data within the area of human resources you must make sure you comply not only with the data protection legislation, but also other applicable laws and regulations (for example the Archives Act, and the P

https://www.staff.lu.se/support-and-tools/personal-data-and-data-protection/area-specific-information/human-resources - 2026-05-21

Make an inventory and develop an action planIt is important that you form a picture of the personal data which is processed within your area of activities and how this processing occurs. In this way you can detect problems or risks.Checklist to review personal data processing in your area of activity:1) Which personal data do you process?Pay particular attention to how sensitive personal data and

https://www.staff.lu.se/support-and-tools/personal-data-and-data-protection/area-specific-information/management - 2026-05-21

The legal basis for processing personal dataOne of the University's responsibilities is to collaborate with the wider society and provide information about our activities. This includes providing information about our organization, how the University is managed, and the decisions that are made. This is a so-called public task which provides a legal basis for processing personal data.It means we ca

https://www.staff.lu.se/support-and-tools/personal-data-and-data-protection/area-specific-information/committees-and-boards - 2026-05-21

Personal data and the administration of IT systemsWithin the University, personal data is often processed using one of our IT system, for example systems used in research, education or administration.Legal basisYou must have a legal basis for processing personal data. The legal basis for processing personal data in IT systems entirely depends on its purpose. The person responsible for the content

https://www.staff.lu.se/support-and-tools/personal-data-and-data-protection/area-specific-information/it-systems - 2026-05-21

Login shortcuts Alphabetical list of administrative systems and tools intended for a wide target group and administered within the University administration. Please note that most of the systems are in Swedish. A | B | C | D | E | F | G | H | I | J | K | L | N | O | P | R | S | T | U | V | W |CanvasIn this digital learning and teaching environment students, teachers and administrators can communic

https://www.staff.lu.se/administrative-systems - 2026-05-21

This page provides forms and templates that are available on Staff Pages, for employees. Some forms on this page have been replaced by digital forms in the PortalBas format. These forms are to be signed digitally with eduSign and the E-signatures page provides information on how to do this. This page also provides a quick guide about eduSign and links to log in to eduSign. All documents below open

https://www.staff.lu.se/administrative-systems/staff-forms-and-templates - 2026-05-21