Why is personal data processed?
The National Land Survey of Finland (NLS) processes personal data for the collection and reporting of publication data by researchers and other personnel, and for the purpose of compiling statistics. The JUSTUS Publication Information Reporting Service also contains data on researchers and researchers’ research activities and merits, provided that the researchers have saved the data in the system.
What is the basis for the processing of personal data?
The NLS processes personal data to comply with its statutory obligations.
The NLS also participates in the collection of data to be published by the Ministry of Education and Culture.
Whose personal data is processed?
JUSTUS is used to process personal data of authors of publications and other research outputs of the NLS, data of persons updating JUSTUS and data of JUSTUS administrators in the NLS.
What personal data is processed?
The service may contain the following personal data:
- Organisation-specific unique identifiers
- Names
- Previous names
- Email addresses
- Locations of organisations or units
- ORCID researcher identifiers (optional) ORCID is a researcher identifier widely used for research purposes and often required in publication activities (see https://orcid.org).
The following information about individuals who update JUSTUS, i.e. individuals who save publications or other information, is saved in JUSTUS:
- Names
- Organisations
- Email addresses
- Usernames
- Log data on the use of JUSTUS.
Furthermore, the NLS transfers data of its employees from its own systems to JUSTUS to supplement the author data of publications. The JUSTUS administrators in the NLS may transfer the following data of research personnel to JUSTUS:
- Names
- Organisation-specific unique identifiers
- Organisations’ sub-unit codes
- ORCID researcher identifiers
- Email addresses.
Is automated decision-making or profiling used?
The processing of personal data does not involve any automated decision-making or profiling.
How long is the personal data retained?
The NLS permanently retains personal data related to publications for data collection by the Ministry of Education and Culture. Publication information is public.
Other scientific outputs, including their metadata, remain in the system unless the individual who saved the data deletes it or requires its deletion. The visibility of other scientific outputs in the public portal (Tiedejatutkimus.fi) is determined by the researchers themselves.
Publication processing log data is retained for five years from the end of the year of processing. Processing log data concerning author data is stored for six months after the end of the processing month.
Where does the personal data come from?
- From the authors of publications and other outputs
- From the NLS’ HR system
- From data recorded by JUSTUS administrators in the NLS
- From international and national publication and reference databases and metadata repositories
To whom is personal data disclosed?
The data is transferred through JUSTUS to the Tiedejatutkimus.fi website and to the NLS’s open publication archive Helda.
Personal data of the authors of NLS publications may be disclosed to international organisations or operators in the field, both within and outside the EU or EEA, in accordance with the law or consent given in the profile service.
The personal data processors are the system administrator CSC-IT Center for Science Ltd and its subcontractors, who develop and maintain the service and retain the data.
Furthermore, the following information from the research data repository may be disclosed to research operators:
- Metadata and summaries of publications and other research outputs
- Metadata and descriptions of research data
- Data on research infrastructures
- Data on research operators
- Metadata and summaries of research projects and research funding.
Researchers’ data and data on researchers’ other research activities and merits is disclosed to third parties only if the researcher has given permission to do so.
What are your rights in relation to the processing of your personal data?
You have the right to be informed whether the NLS is processing your personal data and if so, which data. You may submit a request to view your personal data using our form or submit a free-form request.
You have the right to request that the NLS rectifies any inaccurate personal data without undue delay. You may submit a request for rectification using our form or submit a free-form request.
Publication data will not be deleted based on the request, as their processing is based on law. For other research outputs, you may request deletion from a JUSTUS administrator of the NLS or delete the data yourself.
Right to lodge a complaint with the Data Protection Ombudsman
You have the right to lodge a complaint with the Data Protection Ombudsman if you are of the opinion that the NLS has violated legislation on the processing of personal data.
Applicable legislation
Act on the National Land Survey of Finland 1025/2018
Act on the Research Data Repository (Laki tutkimustietovarannosta 1238/2021)
Controller
National Land Survey of Finland
Visiting address: Opastinsilta 12 C, 00520 Helsinki
Mailing address: PB 84, 00521 Helsinki
Tel.: +358 29 530 1100 (switchboard)
Email: kirjaamo@nls.fi
maanmittauslaitos.fi/en
Data protection officer
National Land Survey of Finland
Data protection officer
Mailing address: PB 84, 00521 Helsinki
Tel.: +358 29 530 1100 (switchboard)
Email: tietosuojavastaava@maanmittauslaitos.fi