Privacy notice for JUSTUS – Publication Information Reporting Service
EU's General Data Protection Regulation (2016/679)
1. Controller Finnish Meteorological Institute P.O. Box 503 (Erik Palménin aukio 1) FI-00101 Helsinki, Finland tel. +358 29 539 1000 email@example.com
2. Register contact person Marjo Tolvanen firstname.lastname@example.org
3. Data Protection Officer Jaana Palmunoksa tel. +358 29 539 2310 email@example.com
4. Name of the register JUSTUS – Publication Information Reporting Service
5. Purposes of processing personal data Collection, compilation of statistics and reporting on the publication data of researchers at the Finnish Meteorological Institute.
6. Legal basis for the processing Legal obligation. Act on the Finnish Meteorological Institute (212/2018), Section 2.
7. Data content of the register The register may contain the following personal data: 1. Personnel number when saving information on the organiser. (Either the personnel number in the KIEKU system by the central government or the “synthetic” personnel number of persons not bound by an employment relationship) 2. First names 3. Last name 4. Previous first names and last names 5. E-mail address 6. Location/unit in the organisation 7. Location/group in the organisation 8. Is the person a current employee 9. ORCID researcher ID, optional. ORCID (Open Researcher and Contributor ID) is a researcher’s digital identifier that is widely used in the world of research and often required for publishing, see https://orcid.org. 10. The end date of the employment relationship.
Of the user of the Justus service, i.e., the person saving the publication, the following will be recorded in the service: 1. First and last name 2. Organisation 3. E-mail address 4. User ID, e.g., Virtu 5. Log information about service usage
In addition, customer organisations of the JUSTUS service can transfer information on their personnel from their own systems to the JUSTUS service, which can be used to supplement the information on the authors of publications. Customer organisation administrators can transfer the following information on the publishing personnel to the service: 1. First and last name 2. Organisation-specific unique identifier 3. Organisation’s sub-unit code 4. ORCID researcher ID 5. E-mail
8. Regular data sources As a rule, the source of information are the individuals themselves or the JUSTUS administrator at the Finnish Meteorological Institute. The source of the personnel number is the KIEKU system (employment relationship information). The source of the organisation location information is the HelpNet system (internal telephone directory maintained by the employer).
9. Recipients or recipient groups of the personal data The recipients are the audience and members of the research community. Name and department information, as well as any information on organisational unit and ORCID data, are part of the data content of individual publications and thus mostly public.
10. The transfer of personal data outside the EU or EEA Information will be transferred through Justus to, for example, Research.fi and JUULI publication portal for global viewing. See section 15. Other information.
11. Register protection principles In the JUSTUS Publication Information Reporting Service, the Research.fi service and the JUULI publication portal, personal data is appropriately protected by technical and administrative measures against unauthorised or illegal processing and damage or loss of personal data. Such measures include the use of firewalls, encryption methods and secure hardware facilities, proper access control, controlled access and control of their use, instructions for personnel involved in the processing of personal data, and careful selection of data processors.
12. Retention period and criteria for determining personal data Personal data related to publications will be stored indefinitely. The processing log data on publication data will be stored five years after the end of the processing year, and the processing log data on author data will be stored six months after the end of the processing month.
The data retention period or the criteria for determining it may be derived from mandatory retention periods laid down in the law, instructions and regulations issued by the FMI or central government, and codes of conduct.
13. The rights of a data subject 1. Right to information on the processing of personal data 2. Right of access 3. Right to rectification 4. Right to restriction of processing 5. Right to object 6. Right to not be subject to automated decision-making without legal justification 7. Right to submit a complaint to the supervisory authority, contact information: https://tietosuoja.fi/en/contact-information
Your rights may be restricted in certain situations, for example because of the organisation's statutory obligation.
The rights of a data subject are partly dependent on the legal basis for the processing of personal data (section 6). Whether the information is obtained from the data subject or from other sources.
Requests must be submitted to: firstname.lastname@example.org
14. The right to submit a complaint to the supervisory authority The data subject has the right to submit a complaint to the supervisory authority if the data subject considers that the processing of personal data concerning them is in breach of applicable data protection regulations.
Office of the Data Protection Ombudsman Street address: Lintulahdenkuja 4, 00530 Helsinki Postal address: P.O. Box 800, 00531 Helsinki Switchboard: +358 29 566 6700 E-mail (registry): tietosuoja(at)om.fi
15. Other information In the JUSTUS service, customer organisations decide on the disclosure of publication information from the JUSTUS service to the VIRTA publication information service, through which the information is transferred for the annual publication data collection by the Ministry of Education and Culture and to the Research.fi service and the JUULI portal. Based on the assignments of organisations, data may also be disclosed to other systems. The data processing operations of the VIRTA publication information service are described separately on the VIRTA publication information service wiki pages (Description of data processing in the VIRTA publication information service, https://wiki.eduuni.fi/pages/viewpage.action?pageId=70194551).
In the JUSTUS service, the rights to store and edit personal data related to publications are granted to administrators appointed by the organisations that have joined the service.
The processors of personal data are CSC – IT Center for Science Ltd and its subcontractors, see https://wiki.eduuni.fi/pages/viewpage.action?pageId=30310801.
Through the JUSTUS service, normal users can also save a publication using green open access in the Finnish Meteorological Institute’s own repository in HELDA. Everyone has open access to the HELDA publication repository via the Internet, and it is maintained by the University of Helsinki.
The JUSTUS Publication Information Reporting Service is a service purchased from CSC – IT Center for Science Ltd.
The privacy notice on the Ministry of Education and Culture's research data repository is available here: https://research.fi/en/privacy.