Privacy

Privacy Policy

Published 24 April 2020

Privacy notice of the Ministry of Education and Culture for data subjects

Personal data processed in the Finnish Research Information Hub

  1. General information

    This privacy notice includes information for the data subject (natural person) in accordance with Articles 13 and 14 of the EU General Data Protection Regulation (2016/679). This notice is provided to the data subject during the collection of personal data.

  2. Controllers

    The Ministry of Education and Culture has agreed with Finnish research funders and research organizations on joint controllers, who are responsible for disclosing information to the Research Information Hub. Joint controllers are each responsible for their own data in the Finnish Research Information Hub.

    Ministry of Education and Culture
    Registry visiting address: Ritarikatu 2 b, Helsinki
    Mailing address: P.O. Box 29, 00023 GOVERNMENT, FINLAND
    Email: kirjaamo@minedu.fi
    Tel. +358 (0)295 16001 (Switchboard)

    List of other controllers acting as joint controllers and their contact details

  3. Data Protection Officer’s contact information

    Data Protection Officer of the Ministry of Education and Culture
    Email: okmtietosuojavastaava@minedu.fi
    Postal address: Ministry of Education and Culture, P.O. Box 29, FI - 00023 GOVERNMENT, FINLAND

  4. Purposes of, categories of and legal bases for the processing of personal data

    The purposes of personal data are:

    • Publishing and finding information in the Research Information Hub.
    • Transmitting information contained in the Research Information Hub to parties that have a legal basis for processing it.
    • Management of login details of users of the service's websites www.tiedejatutkimus.fi, www.research.fi and www.forskning.fi, user statistics, and management of cookies needed to use the service.
    • Keeping statistics, performing analytics and management related to the use and development of the service.

    Categories of personal data processed:

    • Information on publications, research data, funding decisions, research infrastructures and scientific news submitted to the Finnish Research Information Hub as well as the researcher's first and last name, ORCID identifier and organization mentioned therein.
    • IT management details, such as equipment details related to services provided, including technical identifiers, usernames, location, contact details, communication details and metadata, and technical events related to services provided, including system and application log data.

    Legal bases for the processing of personal data:

    • Government Act (175/2003)
    • Government Rules of Procedure (262/2003)
    • Government Decree on the Ministry of Education and Culture (310/2010)
    • Universities Act (558/2009)
    • Universities of Applied Sciences Act (932/2014)

    The basis for processing information related to funding decisions is specific to the funder. The bases include the legitimate interest of the funder or the agreement or consent made or given in the funder's own service.

    The processing and publication of personal data related to other data in the Finnish Research Information Hub shall be subject to the public interest in the assessment of legality.

  5. Processors of personal data

    The processors of personal data are CSC - IT Center for Science Ltd and its subcontractors, who implement the development, maintenance and storage of the service on the basis of an agreement made with the Ministry of Education and Culture.

    In addition, metadata on publications, materials, funding decisions and infrastructures (incl. information on authors) contained in the Finnish Research Information Hub may be disclosed in individual cases, in accordance with the legislation in force to parties utilizing them, such as research organizations or funders.

  6. Transfer of personal data to third countries or to international organizations

    The metadata of publications, research data, funding decisions and infrastructures (incl, information on authors) contained in the Finnish Research Information Hub may be disclosed to international organizations or actors in the field, both within and outside the EU/EEA, in accordance with current legislation. Other personal data is not disclosed outside the EU or the EEA.

  7. Storage periods for personal data

    Personal data related to the data in the Finnish Research Information Hub will be stored for the time being in accordance with section 21 (1, 2) of the Information Management Act, unless otherwise stipulated in legislation on archiving or other statutes.

    The data retention period for publications, research data and other data that involve authors is based on subsections 1 and 2. Subsection 1 deals with other information. Information based on consent is retained for as long as the consent remains valid.

  8. Data subject rights

    The following data subject rights are unconditional and in accordance with the General Data Protection Regulation:

    Right of inspection

    Data subjects have the right to inspect personal data concerning themselves in the Finnish Research Information Hub. In addition to requesting data protection, they may inspect the Finnish Research Information Hub's website www.tiedejatutkimus.fi, www.research.fi and www.forskning.fi.

    Right to rectification

    Data subjects have the right to request rectification of their personal data stored in the Finnish Research Information Hub.

    Right of appeal

    Data subjects have the right to file a complaint with the Data Protection Ombudsman if they believe that the processing of their personal data is not lawful. You can contact the Data Protection Ombudsman at: https://tietosuoja.fi/en/contact-information .

    The following data subject rights under the GDPR are conditional and require the fulfillment of certain conditions:

    Right of erasure

    Data subjects may have the right to request the erasure of some data from the Finnish Research Information Hub if certain conditions are met. For example, if the data is processed on the basis of consent (part of the funding decision data).

    Right to restriction of processing

    In certain situations, data subjects have the right to demand that the processing of personal data be restricted in the Finnish Research Information Hub. For example, in cases where they are needed for a legal claim.

    Right to object

    Data subjects may have the right to object to the processing of their personal data. Objective is possible, for example, when personal data is processed on the basis of a legitimate interest (part of the funding decision data).

  9. Source(s) of personal data

    Finnish research organizations (universities, universities of applied sciences, research institutes, university hospitals) and research funders store data in the Finnish Research Information Hub. In addition, the Ministry of Education and Culture transfers data from external sources to the Finnish Research Information Hub (for example: The CORDIS database maintained by the EU). The source of personal data is specified on the websites of the Finnish Research Information Hub for each data item.

    Each organization storing data in the Finnish Research Information Hub is responsible for the accuracy of the data it submits to the Research Information Hub.

  10. Protection of the processing of personal data

    The Ministry of Education and Culture, as the technical administrator of the Research Information Hub, has implemented the necessary technical and organizational measures and also requires this from processors of personal data.