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Privacy Policy

Processing the personal data of the users of the Finnish Social Science Data Archive (hereinafter "FSD" or "the Archive") confidentially, transparently and lawfully is important to us. The purpose of this policy is to set out the details of the information we collect about you and how we process it.

When you use the services of FSD and you provide us with, for example, your name, email address or phone number, we process your personal data. In some cases, we also receive personal data from other sources than directly from the user. As we process your personal data, you are a data subject and you are entitled to the rights set out in the General Data Protection Regulation of the European Union (2016/679).

It is important to us that you receive all the information on personal data processing and your rights as set out in legislation. This is a general description of how we process your personal data. After this general description, you will find more detailed information on personal data processing.

  1. Who is the data controller and who can I contact?
  2. How and for what purposes do you process personal data?
  3. What rights do I have as a user of FSD's services?

You can see our detailed privacy policy here. The detailed privacy policy contains all the information that should be provided to the data subject in accordance with Articles 13 and 14 of the General Data Protection Regulation.

Who is the data controller and who can I contact?

FSD is the data controller of the user registers it maintains and is responsible for fair and appropriate processing of your personal data. We are happy to answer any questions about personal data processing you may have. You may also contact FSD’s data protection officer.

Name and contact details of the data controller

Finnish Social Science Data Archive
FI-33014 University of Tampere
Finland
tel. +358 40 190 1432
asiakaspalvelu.fsd@uta.fi

Visiting address: Åkerlundinkatu 5 B, 4th floor, Tampere, Finland

Data Protection Officer

Arja Kuula-Luumi
arja.kuula-luumi@uta.fi
tel. +358 40 190 1438

In addition to user data, FSD maintains research data deposited by researchers that may contain personal data of research participants. Primarily, FSD is not the data controller of research data but acts as processor of personal data on behalf of the data depositor based on a contract. If you have a question about personal data in these cases, you can contact the body that conducted the study or you can contact FSD and we will deliver your request to the data controller.

How and for what purposes do you process personal data?

We collect, store and process personal data to provide our services and enable our activities. Only the necessary and relevant personal data are collected, stored and processed. The purposes of personal data processing are detailed separately. We have established retention periods for personal data storage and and personal data are retained only as long as doing so is necessary for the purpose. After the retention period, data are either disposed of or altered so that individual persons are no longer identifiable. We ensure a sufficient level of data protection when processing personal data.

The purpose of processing personal data at FSD varies according to which activity or service the personal data are specifically needed. Generally, all purposes relate to enabling FSD’s basic functions. These include, for example, acquiring research data for archiving, negotiating the terms of reusing research data, and providing information services. To enable these functions, we use services like the Aila Data Service. We do not profile our users or make decisions based on automated personal data processing.

As a data subject, you have the right to receive information on, for example, the specific purpose of personal data processing, the legal basis for the processing, the recipients and categories of recipients of the personal data, and the period for which the personal data will be stored. To access more detailed information on personal data processing, select the user group that applies to you from the list below. You can also contact us if you need help in selecting the right user group.

Select the user group that applies to you

What rights do I have as a user of FSD's services?

The General Data Protection Regulation entitles you to certain rights. The exact set of rights depends on what the legal basis for processing your personal data is. You can see the legal basis by selecting the user group that applies to you.

We will assist you to the best of our ability in the exercise of your rights. We have facilitated your exercise of rights in certain cases by allowing you to inspect and change your personal data through a user interface. In other cases you can contact us via the channel of your choice. Below is a general description of the rights of the data subject. The exact content of the rights is determined by the General Data Protection Regulation.

Lodging a complaint with a supervisory authority. You always have the right to lodge a complaint with a supervisory authority if you suspect your personal data are not processed in accordance with the data protection legislation. You can lodge the complaint with the Office of the Data Protection Ombudsman, which is the supervisory authority of personal data processing in Finland. Visit the website of the Data Protection Ombudsman to find the up-to-date contact information (www.tietosuoja.fi).

If you permanently reside or work in another EU member state or the suspected misuse has occurred in another member state, you may consider lodging the complaint with the local supervisory authority.

Lodging a complaint with a supervisory authority does not preclude you from pursuing other legal remedies or appealing to an administrative authority.

Right to access and rectify data. You have the right to obtain confirmation whether your personal data are being processed. If they are, you have the right to access them and receive certain information relating to their processing. You also have the right to receive a copy of the personal data undergoing processing if providing the copy does not adversely affect the rights and freedoms of others.

As a data subject, you have the right to request that inaccurate personal data concerning you are rectified without undue delay. In addition, you have the right to have incomplete personal data completed if it is necessary for the purposes of processing.

Right to restriction of processing. As a data subject, you may request to restrict personal data processing in certain situations set out in Article 18 of the General Data Protection Regulation. These include situations where you contest the accuracy of the personal data or object to processing based on the legitimate grounds of the controller.

Right to erasure (”right to be forgotten”). You have the right to have your personal data erased on certain grounds. These situations include, for example: the personal data have been processed unlawfully, the data were processed based on your consent and you withdraw it, the personal data are no longer necessary for the purposes of processing, or you have objected to the processing and there are no legitimate grounds for processing.

Right to data portability. As a data subject, you have the right to receive the personal data you have delivered to FSD in a structured, commonly used and machine-readable format and the right to transmit them to another controller. The right pertains to personal data that are processed based on your consent or for the performance of an agreement. If it is technically feasible, you have the right to have the personal data transmitted directly to another controller.

Right to object. As a data subject, you have the right to object, on grounds relating to your particular situation, at any time to processing of personal data that is based on the controller’s legitimate interest or on the need to process personal data for performance of a task in the public interest. In such a case, we will no longer process your personal data unless we can demonstrate compelling legitimate grounds for the processing.

Detailed information on personal data processing

Registered user of the Aila Data Service

Name and contact information of the data controller

Finnish Social Science Data Archive
FI-33014 University of Tampere
tel. +358 40 190 1432
asiakaspalvelu.fsd@uta.fi

Visiting address: Åkerlundinkatu 5 B, 4th floor, Tampere, Finland

Data Protection Officer

Arja Kuula-Luumi
arja.kuula-luumi@uta.fi
tel. +358 40 190 1438

Purpose of processing personal data

To enable operations needed for the Data Service Portal Aila ("Aila"), for example, enabling users to download data and for FSD to process data access applications.

Legal basis for processing personal data

Processing personal data is necessary for the performance of a contract (GDPR, Article 6, paragraph 1 (b)).

Recipients or groups of recipients

  1. Depositor of data in cases where permission is needed for data download. When a registered user submits a data access application in Aila for a dataset that requires permission from the depositor of the data, the Archive discloses to the depositor some personal details of the applicant as well as the intended data use purpose supplied in the application.
  2. Finnish copyright society Kopiosto. If the data downloaded by a user contains material (magazine/newspaper articles or photographs) relevant to the agreement made between the Finnish Social Science Data Archive and Kopiosto, the Archive will disclose to Kopiosto personal data related to the user.
  3. Depositor of data, user’s home organisation, research funder and Kopiosto in case of abuse. If a user breaches the terms and conditions set for the use of the dataset, or uses the data for a different purpose than specified, the Archive can report on the breach and disclose the user’s personal information needed for handling the breach.

Transferring personal data across borders outside the European Union

Personal data are not transferred outside the borders of the European Union or the European Economic Area.

Storage period of personal data

Personal data will be stored for two years from the last time the user logged in.

Information on data downloads, including the user’s contact information at the time of downloading, will be stored for 20 years from the point of download.

Requirements for the provision of personal data on statutory grounds, or on the grounds of entering into a contract or the performance of a contract, and the possible consequences of failure to provide such data

Provision of personal data is necessary for the performance of a contract. The Data Service Portal Aila provides access to research data for research, teaching and learning purposes. The Archive and the depositor of data sign an agreement on what kind of access conditions apply for the use of the data. Data users’ personal data are needed to estimate whether the user can be allowed access to the dataset according to the conditions set for the data.

To be able to accept the terms and conditions set for Aila use in general and to register with the service, users are required to submit contact information marked as mandatory for registration.

If the user does not provide mandatory personal data, they will not have access to services reserved for registered users. Aila provides some services for unregistered users. They can, for instance, browse dataset in the data service portal.

Automated decision-making and profiling

The Archive does not use personal data for automated decision-making or profiling.

Other rights relating to the personal data stored

Rights of the data subject regarding the Aila Data Service

  • Right to lodge a complaint with a supervisory authority
  • Right to view your personal data (right of access)
  • Right to rectification
  • Right to erasure
  • Right to restriction of processing
  • Right to data portability

You can access and edit your personal data in your profile by logging into Aila and navigating to your profile. You can also browse your downloads and access applications.

You can read a general description of rights and exercising them here.

Some personal data are not collected directly from the data subject. If you use your HAKA identity for registration and log in, FSD receives from the HAKA Identity Federation the following personal data concerning you in connection with the registration.

Personal data not collected directly from the data subject

first name, surname, home organisation, identity attribute (ePPN), and Identity Provider (IdP)

Source of personal data not collected directly from the data subject

Home organisation through the Haka Identity Federation. The data are not obtained from a publicly accessible source.

If you notice any errors in the data related to your HAKA identity, please contact your home organisation to rectify them.

Research Methods Web Resource (MOTV) use report

Name and contact information of the data controller

Finnish Social Science Data Archive
FI-33014 University of Tampere
tel. +358 40 190 1432
asiakaspalvelu.fsd@uta.fi

Visiting address: Åkerlundinkatu 5 B, 4th floor, Tampere, Finland

Data Protection Officer

Arja Kuula-Luumi
arja.kuula-luumi@uta.fi
tel. +358 40 190 1438

Purpose of processing personal data

Personal data are used to develop and enhance the content of the Research Methods Web Resource. Personal data are also used to send the FSD Bulletin and emails targeted to research methods teachers.

Legal basis for processing personal data

The personal data are processed based on the consent of the data subject (GDPR, Article 6, paragraph 1(a)).

You can withdraw your consent at any time. You can withdraw your consent by contacting FSD or FSD's Data Protection Officer. The withdrawal of consent shall not affect the lawfulness of processing based on consent before its withdrawal.

It is entirely voluntary to make a use report for the Research Methods Web Resource. Even if you withdraw your consent, you may continue to use the resource without any restrictions.

Recipients or groups of recipients

Personal data are not transferred outside of FSD.

Transferring personal data across borders outside the European Union

Personal data are not transferred outside the borders of the European Union or the European Economic Area.

Storage period of personal data

Personal data are stored for two years from the point of entering a user report.

Requirements for the provision of personal data on statutory grounds, or on the grounds of entering into a contract or the performance of a contract, and the possible consequences of failure to provide such data

There is no necessity to provide personal data based on legislation or contracts.

Automated decision-making and profiling

FSD does not use personal data for automated decision-making or profiling.

Other rights relating to the personal data stored

In addition to having the right to withdraw your consent at any time, you also have the following rights:

  • Right to lodge a complaint with a supervisory authority
  • Right to view your personal data (right of access)
  • Right to rectification
  • Right to erasure
  • Right to restriction of processing
  • Right to data portability

You can read a general description of rights and exercising them here.

Agreement on deposition and archiving

Name and contact information of the data controller

Finnish Social Science Data Archive
FI-33014 University of Tampere
tel. +358 40 190 1432
asiakaspalvelu.fsd@uta.fi

Visiting address: Åkerlundinkatu 5 B, 4th floor, Tampere, Finland

Data Protection Officer

Arja Kuula-Luumi
arja.kuula-luumi@uta.fi
tel. +358 40 190 1438

Purpose of processing personal data

The purpose of entering contact details into the deposition agreement is to perform the contract by enabling contacts between signing parties for access applications management, delivery of annual data use reports, and publication of data creator information in the data catalogue.

The personal data relating to the Data Controller, Data Protection Officer, or other contact persons receiving information and reports specified in the agreement are processed according to the obligations based on GDPR requirements and laid out in the agreement for data processing.

Legal basis for processing personal data

Processing personal data is necessary for the performance of a contract (GDPR, Article 6, paragraph 1 (b)).

Recipients or groups of recipients

The contact details entered into the agreement can be given to the Data Controller or the Data Protection Officer of the depositor’s home organisation, if so requested.

Transferring personal data across borders outside the European Union

Personal data are not transferred outside the borders of the European Union or the European Economic Area.

Storage period of personal data

The personal data of the depositor (signatory) will be stored for three years.

The following personal data items are permanently stored in the delivery history of the dataset for the depositor, the person authorising access to the data and their deputy, and for the person receiving use reports: the name, home organisation and role at the time of deposition.

The following information included in the deposition agreement is stored permanently in the delivery history of the data: the name, home organisation and role of the Data Controller, Data Protection Officer, and the person receiving reports regarding personal data.

Requirements for the provision of personal data on statutory grounds, or on the grounds of entering into a contract or the performance of a contract, and the possible consequences of failure to provide such data

Provision of personal data is necessary for the performance of a contract. Both the deposition agreement and the agreement preceding it, which enables evaluation of the archiving potential of the data, contain a section on personal data processing in compliance with the Article 28 of the GDPR. It is not possible to make these agreements without sufficient personal data.

The agreements require that parties provide updated personal data in certain cases. The consequence of failure to provide such data may be that certain access applications and reports are not delivered.

Automated decision-making and profiling

FSD does not use personal data for automated decision-making or profiling.

Other rights relating to the personal data stored

  • Right to lodge a complaint with a supervisory authority
  • Right to view your personal data (right of access)
  • Right to rectification
  • Right to erasure
  • Right to restriction of processing
  • Right to data portability

You can read a general description of rights and exercising them here.

Some personal data are not collected directly from the data subject. Depending on the situation, the data depositor may give contact details of the Data Protection Officer, or such contact information may be collected from publicly available sources.

Personal data not collected directly from the data subject

  • (if a natural person) contact details of the Data Controller
  • contact details of the Data Protection Officer
  • contact details of a person receiving applications and use reports

Source of personal data

Data depositor or publicly available information relating to the organisation.

Information services, communications and other user services

Name and contact information of the data controller

Finnish Social Science Data Archive
FI-33014 University of Tampere
tel. +358 40 190 1432
asiakaspalvelu.fsd@uta.fi

Visiting address: Åkerlundinkatu 5 B, 4th floor, Tampere, Finland

Data Protection Officer

Arja Kuula-Luumi
arja.kuula-luumi@uta.fi
tel. +358 40 190 1438

Purpose of processing personal data

Personal data are used to manage information requests and other contacts handled by the user services, to identify and acquire research data, update email lists, post material and publish communications relating to the services and operations of FSD.

Legal basis for processing personal data

Personal data are processed for the performance of tasks carried out in the public interest (GDPR, Article 6, paragraph 1(e)). The Finnish Social Science Data Archive is a separate unit of the University of Tampere. The Universities Act (558/2009, Section 2) states that the mission of Finnish universities includes promoting independent academic research and interacting with the surrounding society in carrying out the mission. FSD processes the contact information of its information and user services users for the performance of tasks in the public interest specified above.

Recipients or groups of recipients

Personal data are not transferred outside of FSD.

Transferring personal data across borders outside the European Union

Personal data are not transferred outside the borders of the European Union or the European Economic Area.

Storage period of personal data

Personal data related to a contact person who participates in the data deposition process, for example, in administrative capacity, are stored for three years.

Contact details for university rectors and vice-rectors, and for members and deputy members of FSD's Advisory Board are stored until the end of their term.

Contact details for persons subscribed to the FSD Bulletin are stored until they cancel the subscription or can no longer be contacted. Contact details for persons who are not subscribed to the Bulletin but who are posted it on account of their role as a cooperation partner are erased after a fixed period (one calendar year or when the project ends).

Contact details for persons who hold a fixed-term position of trust or are representatives of research funders or bodies cooperating with FSD are stored for a fixed period, determined by the duration of the membership or work tasks related to the cooperation.

Contact details for persons in charge of communications at universities, research organisations and research funder bodies are stored until the person no longer works in that role.

Requirements for the provision of personal data on statutory grounds, or on the grounds of entering into a contract or the performance of a contract, and the possible consequences of failure to provide such data

There is no necessity to provide personal data based on legislation or contracts.

Automated decision-making and profiling

FSD does not use personal data for automated decision-making or profiling.

Other rights relating to the personal data stored

You have the following rights relating to personal data processing for the purpose mentioned above:

  • Right to lodge a complaint with a supervisory authority
  • Right to view your personal data (right of access)
  • Right to rectification
  • Right to erasure
  • Right to restriction of processing
  • Right to data portability

You can read a general description of rights and exercising them here.

Some personal data are not collected directly from the data subject.

Personal data not collected directly from the data subject

Depending on the case, the following contact details needed: name, email, postal address, phone number

Source of personal data not collected directly from the data subject

Publicly available sources, such as the websites of organisations.

Information on the use of our website, including the cookie policy

Use of cookies

We use cookies to ensure the best experience for the users of our website. We use cookies to compile visitor statistics to improve the functionality and contents of our website.

A cookie is a small text file sent from a web service to the user's computer. Cookies do not harm the user's computer or files, and FSD never utilises cookies in a manner that would infringe on users' privacy.

Web browser applications allow disabling cookies. Browser-specific instructions can be found on the Internet and on the websites of software providers. If you continue without using your cookie settings, we assume you accept the use of cookies on the FSD website.

You should note that most cookies are necessary to enable the use of services on the website. For example, selecting a default language, displaying search results or logging in to services may not function properly if cookies are not allowed.

Web analytics

We use a third-party service on our website (www.fsd.uta.fi) to collect basic analytics on our website traffic, for instance, with regard to how users navigate on our website. We use the Google Analytics service to collect this information. This information is not collected on Aila Data Service or other services under the web address services.fsd.uta.fi. By collecting web data, we want to ensure the best experience for our users. We collect compiled information on how different parts of our website are used, how the use develops and whether there are any issues on our website. We report aggregated results of our website use in our annual report, for example. The web data are only processed in such a manner that individual users cannot be identified. Only select staff members have access to the data. The data are stored for 26 months for reporting purposes.

Search engine

We use Google Custom Search on our public web pages. The search engine targets different parts of our website, but does not search from the Aila Data Service or other services under the web address services.fsd.uta.fi. Search terms are stored in a log file to enable improving our web services and search options.

updated 2018-06-08