Contents
- Privacy statement for the Open Science Newsletter
- Privacy statement for the Open Science Expert Groups
- Privacy Open Science Questionnaires and Comment Forms
- Privacy Statement for Open Science Events
Privacy Statement for the Open Science Newsletter
1. Data controller
Federation of Finnish Learned Societies
Kirkkokatu 6, FI-00170 Helsinki, Finland
tsv(at)tsv.fi
tel. +358 9 228 691
2. Data file contact persons
Ilmari Jauhiainen, Senior Specialist
Kirkkokatu 6, FI-00170 Helsinki, Finland
ilmari.jauhiainen(at)tsv.fi
tel. +358 9 228 69 235
Hanna Lahdenperä, Senior Specialist
Kirkkokatu 6, FI-00170 Helsinki, Finland
ilmari.jauhiainen(at)tsv.fi
tel. +358 9 228 69 271
Gruppo super user
Jani Laatikainen, IT Manager
Kirkkokatu 6, FI-00170 Helsinki, Finland
jani.laatikainen(at)tsv.fi
tel. +358 9 228 69 220
3. Processor
Gruppo Oy
Business ID: 2190176-4
Laivurinkatu 37
FI-00150 Helsinki, Finland
4. Name of the data file
Contact data file for the Open Science Newsletter
5. Legal basis and purpose for the processing of personal data
The processing of personal data in the data file is based on consent or the data controller’s legitimate interest on the basis of a customer relationship or another pertinent connection. This means that the data subject has subscribed to the Open Science Newsletter themselves. The purpose for the processing of personal data is to provide information on open science events organised by the Federation of Finnish Learned Societies, national guidelines and recommendations for open science, and news and events in the field of open science in general.
6. Data being processed
The data file contains the following data about the data subject: name, title, e-mail address and background organisation
7. Sources of data
The data in the data file is mainly received from the data subjects themselves when they subscribe to the newsletter or join an expert group. In addition, personal data may be collected and updated for the purposes described in this privacy statement from publicly available sources and from authorities.
8. Disclosure and transfer of data and transfer to areas outside the EU or the EEA
Data is not disclosed to third parties. Data is not disclosed outside the EU.
9. Data protection and storage period
The data in the data file is stored in Gruppo Oy’s system, which is protected with user IDs and passwords. Access rights to the data file are granted to those persons employed by the Federation of Finnish Learned Societies who need the data in their duties. Personal data is stored for as long as necessary for the purpose of use. The data controller rectifies, deletes or completes any personal data in the data file which is inaccurate, unnecessary, incomplete or obsolete considering the purpose of the processing of the data, either on their own initiative or at the request of the data subject.
10. Rights of the data subject
The data subject has the right to review their data in the personal data file and to request the correction or removal of inaccurate data, provided that there are legal grounds for this. The data subject also has the right to withdraw or change their consent. All contact and requests related to this statement must be submitted in writing or in person to the contact persons indicated in Item 2 of this statement.
11. Changes to the privacy statement
If this statement is changed, the changes will be visible in the statement and dated. If the changes are significant, information about them will be provided on the data controller’s website.
Privacy Statement for the Open Science Expert Groups
1. Data controller
Federation of Finnish Learned Societies
Kirkkokatu 6, FI-00170 Helsinki, Finland
tsv(at)tsv.fi
tel. +358 9 228 691
2. Data file contact persons
Ilmari Jauhiainen, Senior Specialist
Kirkkokatu 6, FI-00170 Helsinki, Finland
ilmari.jauhiainen(at)tsv.fi
tel. +358 9 228 69 235
Hanna Lahdenperä, Senior Specialst
Kirkkokatu 6, FI-00170 Helsinki, Finland
hanna.lahdenpera(at)tsv.fi
tel. +358 9 228 69 271
3. Name of the data file
Contact data file for the Open Science Expert Groups
4. Legal basis and purpose for the processing of personal data
The processing of personal data in the data file is based on consent. This means that the data subject themselves has joined an Open Science Expert Group.
The purpose for the processing of personal data is to coordinate open science nationally by maintaining a list of contact information. The data is also used to provide information on open science events organised by the Federation of Finnish Learned Societies, national guidelines and recommendations for open science, and news and events in the field of open science in general.
5. Data being processed
The data file contains the following data about the data subject:
- name
- e-mail address
- background organisation
- memberships in open science expert groups and working groups
6. Sources of data
The data in the data file is received from the data subjects themselves when they join an expert group. The main channel for disclosure and updating of data is a registration form built into Gruppo OY’s system. In addition, personal data may also be updated from publicly available sources for the purposes described in this Privacy Statement.
7. Disclosure and transfer of data and transfer to areas outside the EU or the EEA
The data in the data file is public. The data is saved in Google Sheets, whose service providers may be located outside the EU or the European Economic Area.
8. Storage period
Personal data is stored for as long as necessary for the purpose of use. The data controller rectifies, deletes or completes any personal data in the data file which is inaccurate, unnecessary, incomplete or obsolete considering the purpose of the processing of the data, either on their own initiative or at the request of the data subject.
9. Rights of the data subject
The data subject has the right to review their data in the personal data file and to request the correction or removal of inaccurate data, provided that there are legal grounds for this. The data subject also has the right to withdraw or change their consent.
All contact and requests related to this statement must be submitted in writing or in person to the contact persons indicated in Item 2 of this statement.
10. Changes to the privacy statement
If this statement is changed, the changes will be visible in the statement and dated. If the changes are significant, information about them will be provided on the data controller’s website.
Privacy Statement for Open Science Questionnaires and Comment Forms
1. Data controller
Federation of Finnish Learned Societies
Kirkkokatu 6, FI-00170 Helsinki, Finland
tsv(at)tsv.fi
tel. +358 9 228 691
2. Data file contact persons
Ilmari Jauhiainen, Senior Specialist
Kirkkokatu 6, FI-00170 Helsinki, Finland
ilmari.jauhiainen(at)tsv.fi
tel. +358 9 228 69 235
Hanna Lahdenperä, Senior Specialist
Kirkkokatu 6, FI-00170 Helsinki, Finland
hanna.lahdenpera(at)tsv.fi
tel. +358 9 228 69 271
3. Name of the data file
Data file for Open Science Questionnaires
4. Legal basis and purpose for the processing of personal data
The processing of personal data in the data file is based on consent. The purpose of the processing of personal data is to organise questionnaires and comments.
5. Data being processed
The data file contains the following data about the data subject:
- name
- e-mail address
- background organisation
6. Sources of data
The data in the data file is received from the data subjects themselves when they answer a questionnaire or comment on a document. The main channel for disclosure and updating of data is forms built using Gruppo OY’s system or Google Forms.
7. Disclosure and transfer of data and transfer to areas outside the EU or the EEA
The data is saved in Google Workspace, whose service providers may be located outside the EU or the European Economic Area. Possible personal data will be removed from the responses to questionnaires. The responses will either be published openly on the avointiede.fi website or offered to the Finnish Social Science Data Archive, which can make the material available to everyone. Comments on documents, including the respondent's name and/or background organisation, will be published openly on the avointiede.fi website.
8. Data protection and storage period
Only those employees who have the right to process personal data have access to the systems containing personal data. The systems are protected by username and password. Personal data is stored for as long as necessary for the purpose of use. The data controller rectifies, deletes or completes any personal data in the data file which is inaccurate, unnecessary, incomplete or obsolete considering the purpose of the processing of the data, either on their own initiative or at the request of the data subject.
9. Rights of the data subject
The data subject has the right to review their data in the personal data file and to request the correction or removal of inaccurate data, provided that there are legal grounds for this. The data subject also has the right to withdraw or change their consent.
All contact and requests related to this statement must be submitted in writing or in person to the contact persons indicated in Item 2 of this statement.
10. Changes to the privacy statement
If this statement is changed, the changes will be visible in the statement and dated. If the changes are significant, information about them will be provided on the data controller’s website.
Privacy Statement for Open Science Events
1. Data controller
Federation of Finnish Learned Societies
Kirkkokatu 6, FI-00170 Helsinki, Finland
tsv(at)tsv.fi
tel. +358 9 228 691
2. Data file contact persons
Ilmari Jauhiainen, Senior Specialist
Kirkkokatu 6, FI-00170 Helsinki, Finland
ilmari.jauhiainen(at)tsv.fi
tel. +358 9 228 69 235
Hanna Lahdenperä, Senior Specialist
Kirkkokatu 6, FI-00170 Helsinki, Finland
hanna.lahdenpera(at)tsv.fi
tel. +358 9 228 69 271
3. Name of the data file
Data file for Open Science Events
4. Legal basis and purpose for the processing of personal data
The processing of personal data in the data file is based on consent. The purpose of the processing of personal data is to organise and develop events.
5. Data being processed
The data file contains the following data about the data subject:
- name
- e-mail address
- background organisation
- event information, e.g., dietary requirements
6. Sources of data
The data in the data file is received from the data subjects themselves when they register for an event. The main channel for disclosure and updating of data is forms built using Gruppo OY’s system or Google Forms.
7. Disclosure and transfer of data and transfer to areas outside the EU or the EEA
The data is saved in Google Workspace, whose service providers may be located outside the EU or the European Economic Area. Information can be shared with our partners involved with the organisation of the event as well as with the organisers of possible workshops. We may provide information about special diets to catering service providers. We ensure that our partners are committed to complying with data protection legislation.
8. Data protection and storage period
Only those employees who have the right to process personal data have access to the systems containing personal data. The systems are protected by username and password. Personal data will be stored up to one month after the event. The data controller rectifies, deletes or completes any personal data in the data file which is inaccurate, unnecessary, incomplete or obsolete considering the purpose of the processing of the data, either on their own initiative or at the request of the data subject.
9. Rights of the data subject
The data subject has the right to review their data in the personal data file and to request the correction or removal of inaccurate data, provided that there are legal grounds for this. The data subject also has the right to withdraw or change their consent.
All contact and requests related to this statement must be submitted in writing or in person to the contact persons indicated in Item 2 of this statement.
10. Changes to the privacy statement
If this statement is changed, the changes will be visible in the statement and dated. If the changes are significant, information about them will be provided on the data controller’s website.
Updated 3.9.2021: Privacy statements for questionnaires, comment forms and events added.
