Privacy Statement

Last updated 31.10.2024

Contents

The Open Science and Research Secretariat of the Federation of Finnish Learned Societies) respects your privacy and processes your personal data in accordance with the EU General Data Protection Regulation (2016/679). For example, personal data may be collected in connection with events organised by the Secretariat or when subscribing to the Open Science newsletter.

Personal data will only be processed on the website via SSL encrypted connection (https://). The data is protected by modern organisational and technical methods and is accessible only to those persons who need it for the performance of their duties.

The data subject has the right to inspect the data concerning them. The request for inspection must be sent in writing to the controller. The controller has the right to verify the identity of the data subject at the time of the request.

The data subject may request the erasure of their data at any time and, unless other legal obligations prevent it, the data will be erased without undue delay.

For more detailed privacy notices, please click on the links listed above.

Visitor statistics

Visitor statistics are kept on the use of the website and are used to develop the site. Visitor statistics are collected using the Matomo service. Information is collected on, for example, the page from which the user has accessed the site, the time of day, the location of the site, the browser and device used. No precise information is obtained about where the visit originated.

In visitor statistics, the last two bytes of the visitor's IP address are stripped. The statistics do not store cookies on the user's device, and the data collected is not disclosed outside the Federation of Finnish Learned Societies, The Committee for Public Information or The Finnish National Board on Research Integrity . The data can be accessed by employees of the above-mentioned bodies whose tasks include online communication.

The visitor statistics are maintained on servers located in Finland and therefore the data are not transferred outside the European Union. The data will not be combined with other data sources and will not be used for marketing purposes.

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

Senior Planning Officer Jonni Karlsson 
Kirkkokatu 6, 00170 Helsinki
jonni.karlsson(at)tsv.fi
tel. +358 44 741 2255

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 Coordination cocreation register

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

Senior Planning Officer Jonni Karlsson 
Kirkkokatu 6, 00170 Helsinki
jonni.karlsson(at)tsv.fi
tel. +358 44 741 2255

3. Name of the data file

Contact data file for the Open Science Coordination cocreation register

4. Legal basis and purpose for the processing of personal data

The processing of personal data in the register is based on legitimate interest or consent. Legitimate interest means that the data subject has been appointed to an Open Science and Research steering group or to a working group in the coordination. Consent means that the data subject has participated in the co-creation activities of the Open Science and Research Coordination by joining the expert panels of the Coordination, by participating in meetings of the Steering Group, expert panels or working groups established by them or by participating in the co-creation of documents produced by the Coordination.

The purpose of the processing of personal data is to maintain a contact list of the participants in the national Open Science and Research Coordination and to enable transparency of the coordination co-creation processes. The contact list is also used for information on open science events organised by the Federation of Finnish Learned Societies, on national open science policies and recommendations, and for communication between members of Steering Group, expert panels and working groups.

5. Data being processed

The register contains the following information about the data subjects:

  • name 
  • e-mail address
  • background organisation
  • possible membership of the Open Science and Research Coordination Steering Group
  • Open Science and Research Coordination expert panels and working groups to which the person belongs
  • Open Science and Research Coordination meetings attended by the person concerned
  • any self-declaration by the person of their participation in the co-creation activities of the Open Science and Research Coordination.

6. Sources of data

The data in the register are obtained from the background organisations at the time of appointment to the group or from the data subjects themselves at the time of joining the expert panels or participating in the coordination activities. The main channels for contact data transfer and updating are the registration form built into the Gruppo OY system and e-mail. In addition, information on the e-mail address and background of data subjects may also be updated for the purposes described in this Privacy Statement from publicly available sources.

7. Disclosure and transfer of data and transfer to areas outside the EU or the EEA

In the spirit of open science and research, the information in the register is in principle public for all. An exception is made for the e-mail addresses of persons whose association with a group within the coordination is not based on consent but on the designation of a background organisation, these e-mail addresses being disclosed only to the members of that group. The data is stored in Google Workspace, which complies with the conditions for data transfer set out in the EU Data Protection Regulation.

8. Storage period

Information on the participation of the data subject in the activities of the Open Science and Research Coordination, such as meetings of the Steering Group, expert panels and working groups, is in principle open. Personal data necessary for communication will be kept for as long as necessary for the purpose for which the personal data are used. 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

Senior Planning Officer Jonni Karlsson 
Kirkkokatu 6, 00170 Helsinki
jonni.karlsson(at)tsv.fi
tel. +358 44 741 2255

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, which complies with the conditions for data transfer set out in the EU Data Protection Regulation. 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

Senior Planning Officer Jonni Karlsson 
Kirkkokatu 6, 00170 Helsinki
jonni.karlsson(at)tsv.fi
tel. +358 44 741 2255

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

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 signatures to the Open Science and Research Declaration

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

Senior Planning Officer Jonni Karlsson 
Kirkkokatu 6, 00170 Helsinki
jonni.karlsson(at)tsv.fi
tel. +358 44 741 2255

3. Name of the data file

Data file for signatures to the Open Science and Research Declaration

4. Legal basis and purpose for the processing of personal data

The processing of personal data in the register is based on consent. This means that the data subject has chosen to sign the Open Science and Research Declaration.

The purpose of processing personal data is to maintain a list of signatories to the Open Science and Research Declaration.

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 information in the register is obtained from the data subjects themselves when they sign the Declaration. The online form on the avointiede.fi website is the channel for the submission of the data.

7. Disclosure and transfer of data and transfer to areas outside the EU or the EEA

The information in the register is public, except for the email address, and is available 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 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.