Processing of personal data - Staff
The reasons why and situations where we process your personal data
Secure connection and authenticating user's identity
To add or change your bank details in Workday you need both a secure connection and an application to confirm your identity. A secure network connection is also possible on personal computer. Multifactor authentication is required in Workday when editing or adding bank details. You can add or update your banking details only when you have a valid employment contract: new employees can add their banking details from first day of work.
Secure connection
Secure connection means that your computer is connected via Aalto's network that is protected against online attacks and sensitive data transfer interceptions. Adding and editing bank account details in Workday is blocked in other than Aalto network connections. Secure connection is possible via:
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Aalto's computer in Aalto's encrypted Network within the campus area (VPN-connection is required outside of campus)
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Own device: use the Virtual Desktop to ensure a secure connection outside campus. Follow the instructions, open a browser inside the virtual desktop and login to Workday.
Re-sign in to Workday after making the secure connection.
A remote connection, or a VPN connection, enables users to use the services of Aalto University outside of the university's network.
The guide how you can access an Aalto virtual workstation from your own device from anywhere with VMware Horizon.
Remember your information security!
Identity authentication
Once you are signed into Workday via secure connection, you are able to add and edit your bank details. In addition, once you click add/edit, you will be asked to authenticate the change of bank details on a separate app.
Download Microsoft Authenticator -app in either App Store or Google Play.
You will need to do the application set up only once. After the set up is done, you will receive push notifications on the app where you can either approve or deny the access.
Proceed to establish a privileged session.
Check the account information and proceed.
Download the Microsoft Authenticator -application to your mobile phone or laptop. Once the download is complete, press Next.
Add your account to the app you just downloaded and choose either Work or school account. Allow notifications.
Scan the QR code on the app you just downloaded (phone camera). Press "Can't scan image" if needed and follow instructions.
This is the push notification. Either Deny or Allow the sign in attempt.
In addition, in the opening Security info view, we strongly recommend that you add an additional authentication method, e.g. a SMS code authentication. This is critical in case you e.g. change phones or lose your phone.
If you're unable to download the app, IT has gatherered alternative instructions
Multifactor Authentication (MFA, 2FA)
Multifactor Authentication (MFA, 2FA) is a method of confirming a user’s identity with two or more pieces (mobile app) of evidence when signing on to a system or a service.
More instructions:
Workday is a Personnel Management software as well as Human Resources database. Workday is also the self-service system for all employees and visitors for requesting eg. absences and updating contact details. To sign in you need an active Aalto account. Workday is available in English and Finnish. You can find Workday from the Tools menu, or navigate directly to workday.aalto.fi.
Personal information and bank details are inserted into Workday. Tax cards are submitted to the payroll team via email. Your local HR unit representatives can assist.
This service is provided by:
HR Services
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