Terms of Service for Aalto EE Service Portal

1 Introduction

The Aalto EE Service Portal (“Portal”) is a customer portal for a) learners (“Learner(s)”) who participate in Learning Services organized by Aalto University Executive Education (“Aalto EE” or “we”), and for b) Organizational Customer Representatives (also “employers”). Learning Services mean, for example (and not limiting to), courses, trainings, training programs, online courses, short learning units (micro-credentials), exams and competency tests, and parts of these. Learning Information refers to, for example, participation, performance, certificate, and grade information related to Learning Services.

The portal provides registered users with a digital, verifiable identity, and single-sign-on to Aalto EE's core applications such as Canvas e-learning and the Aalto EE Key access management app. To Learners, it gives access to their own Learning Services and Learning Information (or Data). To Organizational Customer Representatives, it gives access to Organizational Services. The user representing and organization and using Organizational Services is called Agreement Supervisor (“employer representative”).

The Organizational Services include Learning Data Sharing and Service Provisioning, both based on an agreement between Aalto EE and the Organization. These Terms of Service apply between Aalto EE and the Learners.

Learning Data Sharing means that the Organization (as the employer) gains visibility into the Learner’s (employee’s) learning data. Learning Data Sharing is based on an agreement between the Organization and Aalto EE. Aalto EE may share the learning data of the learners with the Agreement Supervisor, subject to the consent of the Learners.

Service Provisioning means provisioning agreed Learning Services under agreed quota to Organization’s employees. Provisioning Agreement Supervisors can invite users to join a Learning Service.

By registering to the Aalto EE Service Portal, you as a Learner simultaneously agree to be bound by these Terms of Service, as well as our Privacy Notice, Privacy Policy, and any other policies or guidelines that may be applicable to specific features or services of the portal, and a binding contract is created between you and Aalto EE. If you do not agree to these Terms of Service, you must not use the Aalto EE Service Portal.

Aalto EE Service Portal Privacy Notice

2 Registration and Account

To use the Aalto EE Service Portal, you must register and create an account. You must provide accurate and complete information when registering and keep your account information updated. You are responsible for maintaining the security and confidentiality of your account and password, and for any activities that occur under your account. You must notify us immediately of any unauthorized access or use of your account or password.

Securing Your Account and Learning Records

You may register up and confirm your identity with your Finnish bank credentials or Passport reader.
You may also prove that you own the email address you are using to register for the portal during the registration process.

Restricted and Limited Access for Unconfirmed and/or Unverified Accounts

Should you not be able to use either of the identity confirmation methods during the registration, you can choose to confirm your identity later. In addition to these automated methods, Aalto EE offers you the possibility to confirm your identity in person at Aalto EE premises, for example, during a training event.

To use the portal to the full extent possible, you must confirm your identity and verify your primary email address. Should either of these required steps be missing, the portal will provide you with limited access to the services.

Only One Single User Account Permitted

You may only register and use one account on the Aalto EE Service Portal. You may not create or use multiple accounts or use another person's account without their permission. You may not transfer or assign your account or rights to any third party.

3 Services and Features

The Aalto EE Service Portal offers various services and features for Learners and Organizational Customer Representatives, including:

Registration to the Aalto EE Service Portal
User Profile:Includes relevant contact details and particulars.
Marketing Consent Communication
Acceptance of Terms and Conditions:This includes the Privacy Notice.
Interface in Different Languages
Verification of Email Addresses:You can verify ownership of one primary and multiple secondary email addresses.
Self-Service for Identity Verification:Use Finnish bank credentials or a passport reader.

For Learners, the Portal also provides the following services:

My Studies:
- Upcoming, current, and completed/failed programs
- Upcoming, current, and completed/failed program modules
- Achievements based on study records (completed and failed programs)
Learning Data Sharing (Profile>Consents):
- Methods for joining, consenting to, and revoking consent for sharing Learning data. This allows named employer representatives to view employees’ program completion status. Consents are given at the Learning Service Product level and can be obtained in advance, while accepting an invitation to a Learning Service, or after completing a Learning Service.

For Organizational Customer Representatives, the Portal also provides the following Organizational Services:

Learning Data Sharing
Service Provisioning

These services are generally described in this document to provide all Portal users with transparency regarding the related data and personal data processing activities. The specifics of these services are part of the agreement(s) made between the Organization and Aalto EE.

Please note that the services and features of the Aalto EE Service Portal are subject to change, improvement, modification, or discontinuation at any time without notice. We do not guarantee that the portal will be available, accessible, or error-free at all times. Additionally, we may impose limits on certain features or restrict access to the portal or parts of it for maintenance, security, or other reasons.

4 Learning Data Sharing

This chapter is of interest to you if you are a Learner whose personal and Learning Data is shared with an organization, or if you represent an organization that receives personal and learning data from learners.

Learning Data Sharing means that the Organization (as the employer) gains visibility into the Learner’s (employee’s) Learning Data, based on the consent provided by the Learner. This sharing occurs provided that the consent has been given. Learning Data Sharing is established through an Agreement between Aalto EE and the Organization. The Agreement defines the Learning Services and specifies the scope of the Learning Data that Aalto EE can share with the Organization. Within this agreement, the purpose, reasoning, and scope of shared Learning Data are described.

Here are some general examples illustrating the purpose and reasoning behind Learning Data Sharing:

An employee participates in an organization-specific Learning Service, such as a continuous education program or competence academy, where the employer tracks the employee’s progress.
An employee engages in an open-enrollment continuous education program, which is part of the employer’s agreed program portfolio targeted at employees. The employer monitors the employee’s progress and completion as part of their competence development plan.
An employee takes part in an exam, competency test, or qualification required for their position, and the employer needs to track and report such completion or qualification.

The Organization designates Agreement Supervisor(s), who can act on behalf of the Organization. An Agreement Supervisor can invite and remove employees to/from the Agreement. Employees may join an Agreement by accepting an invitation or by providing an agreement code they have received from their employer.

After joining an Agreement, an employee may explicitly give Learning Service Product-specific consent to Aalto EE. Following this consent, Aalto EE may share the employee’s Learning Data with the employer. This consent applies to all previous, ongoing, completed, or future instances under a general Learning Service Product. Here are some examples:

An employee consents to the ‘Diploma in Operations Management’:
- The employer’s Agreement Supervisor will have access to Learning Data from any intake or cohort of this continuous education program: for instance, completion data from the Diploma in Operations Management program’s 2024 cohort.
An employee consents to the ‘Sijoituspalvelututkinto (APV1)’:
- The employer’s Agreement Supervisor will see Learning Data from any exam organized under this investment qualification: for example, information related to the Sijoituspalvelututkinto (APV1) exam held on May 15, 2024.
An employee consents to the ‘Hydroperoxide Academy’:
- The employer’s Agreement Supervisor will have access to Learning Data from any cohort organized under this organization-specific training program: for instance, the completion and progress statuses for the participation in the 2024 intake/cohort.

When consenting to Learning Data Sharing, the employee can review the purpose, reasoning, and scope related to their Learning Data that Aalto EE shares with the employer. Learning Data Sharing is based on the employee’s consent, allowing for portability of Learning Data. Employees can discontinue Learning Data Sharing with one employer and renew consent with another. It’s also possible to consent to Learning Data Sharing with multiple employers simultaneously.

The Organization receiving the Learning Data acts as the Data Controller for the Learning Data acquired through the Service Portal. Learners have the right to withdraw their consent to Data Sharing, although this withdrawal does not affect processing already done before the consent was withdrawn.

If an employee does not consent to Learning Data Sharing with the employer, Aalto EE does not share Learning Data. In such cases, the employer may request alternative evidence of the employee’s Learning Service status, such as presenting a certificate of completed qualification or program.

5 Service Provisioning

This chapter is relevant to you if you represent an organization that has agreed to use the portal’s provisioning functionalities to deliver Learning Services to Learners.

Provisioning means that the Organization (as the employer) can invite Learners (employees) to Learning Services covered in a Provisioning Agreement between the Organization and Aalto EE.

The Provisioning Agreement defines:

Agreement period
Covered Learning Services
Learning Service-specific quota under which provisioning can be made
Payment/invoicing terms
Optionally, Learning Service-specific references to Learning Data Sharing.

The Organization designates Agreement Supervisor(s), who acts on behalf of the organization. An Agreement Supervisor can invite employees to register for and use the agreed Learning Services. Employees can accept or reject the invitation. The Agreement Supervisor can track whether an invitation has been accepted or rejected and by whom. In some Learning Services, multiple options (intakes/start dates) are available for registration. The Agreement Supervisor can either let invited employees decide their preferred option or choose the option themselves. Additionally, the Agreement Supervisor can revoke any pending invitations (those not yet accepted or rejected).

When accepting a Learning Service invitation, the employee may additionally be asked to consent to Learning Data Sharing with the employer.

6 Use of the Portal

You agree to use the Aalto EE Service Portal in a lawful, respectful, and appropriate manner. You may not use the portal for any illegal, fraudulent, harmful, or unauthorized purposes. You may not interfere with the operation, security, or functionality of the portal or attempt to access or modify any data or information that you are not authorized to access or modify. You may not use the portal to transmit or distribute any viruses, malware, or other harmful code or content. You may not use the portal to harass, abuse, defame, or threaten any other person or entity.

You agree to comply with any rules, policies, or guidelines that may be applicable to specific features or services of the portal. You also agree to comply with any applicable laws and regulations in your jurisdiction when using the portal.

7 Intellectual Property Rights

The Aalto EE Service Portal and its content, features, and functionality are owned by Aalto EE or its licensors and are protected by copyright, trademark, and other intellectual property laws. You may not copy, reproduce, modify, distribute, or create derivative works of any part of the portal or its content without our prior written consent. You may not use any trademarks, logos, or service marks of the Aalto EE or its partners without our prior written consent.

We grant you a limited, non-exclusive, non-transferable, and revocable license to access and use the Aalto EE Service Portal for your personal and non-commercial purposes, subject to these Terms of Service and any other applicable policies or guidelines. You may not sublicense, transfer, or assign this license to any third party.

8 No Warranty

You agree that the Service Portal is offered on ”AS IS” and “AS AVAILABLE” basis. Aalto EE disclaims all warranties and conditions, whether express or implied, of merchantability or fitness for a particular purpose, or non-infringement.

Aalto EE disclaims all responsibility and liability for: (i) the availability, timeliness, completeness, accuracy, security or reliability of the Portal or any of its content; (ii) any harm caused to your computer system or mobile system, loss of information or data or other harm resulting from your access to or use of the Portal or any of its content; or (iii) deletion of data, failure to store or to transmit any content or communication. We cannot guarantee a failure-free use of the Portal or that the Portal will fill your requirements.

9 Indemnity

You agree to indemnify and hold harmless Aalto EE against any third-party claims or liabilities arising out of either (i) your breach of these Terms of Service; (ii) your infringement or violation of any intellectual property rights or other third-party rights or (iii) misuse of your user account due to not taking reasonable care of protecting your username or password.

DISCLAIMERS AND LIMITATION OF LIABILITY

TO THE MAXIMUM EXTENT PERMITTED BY LAW, AALTO EE AND/OR THE PERSONS OR ENTITIES AALTO EE WORKS WITH AND/OR THAT WORK FOR AALTO EE ARE NOT LIABLE FOR ANY DIRECT, INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL OR PUNITIVE DAMAGES, OR ANY LOSS OF DATA, INFORMATION, OPPORTUNITIES, REPUTATION, PROFITS OR REVENUES, BUSINESS INTERRUPTION, INCONVENIENCE, OR INABILITY TO USE AALTO EE SERVICE PORTAL EVEN IF AALTO EE WOULD HAD BEEN NOTED OF THE POSSIBILITY OF SUCH DAMAGES. IN SOME JURISDICTIONS SOME LIMITATIONS OF LIABILITY CANNOT BE MADE, SO THESE LIMITATIONS MAY NOT APPLY TO YOU. IN THAT CASE THE LIMITATION TO THE LIABILITY OF AALTO EE IS MADE TO THE GREATEST EXTENT THE LAW PERMITS.

10 Security

We use our reasonable efforts to guarantee the security of the Service Portal. However, we cannot guarantee that unauthorized third parties will not be able to defeat our security measures. We ask you to inform us immediately of any unauthorized use of your user account or other security problems detected with the Portal.

11 Termination

We may terminate or suspend your access to the Aalto EE Service Portal, or any part of it, at any time, for any reason, without notice or liability to you. We may also terminate or suspend your account, or any part of it, at any time, for any reason, without notice or liability to you. You may also terminate your account at any time, for any reason, by contacting us at serviceportal@aaltoee.fi or deleting your account under your Profile settings.

You agree that after the termination of your user account, Aalto EE has no obligation to store, maintain or provide copies of any information or content you or others have provided, except what is required by applicable law and what is stated in the Privacy Notice.

12 Governing Law and Dispute Resolution

Except where prohibited by applicable law, you agree that the Finnish law is the governing law of these Terms of Service without regard to its principles and rules on conflict of laws.

Any dispute, controversy or claim arising out of or relating to these Terms of Service or the access to or use of the Service Portal shall be tried to be settled by means of negotiation. If the parties fail to resolve the dispute through negotiations, the dispute shall be settled in the District Court of Helsinki in the first instance.

13 Changes to these Terms of Service

We may revise and update these Terms of Service from time to time, at our sole discretion. We will notify you of any remarkable changes by setting a notification on the Service Portal or by sending you an email or other notification. You are expected to check this page periodically to take notice of any changes. Your continued use of the Aalto EE Service Portal after the date of the changes constitutes your acceptance of the updated Terms of Service. If you do not agree to the updated Terms of Service, you must stop using the Aalto EE Service Portal.

14 Contact Us

If you have any questions, comments, or concerns about these Terms of Service or the Aalto EE Service Portal, please contact us at serviceportal@aaltoee.fi.