Privacy notice: Research permits - Häme University of applied sciences
Privacy notice: Research permits
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Privacy notice: Research permits

Research permits

12.03.2020

Privacy notice: Research permits: joint informative document for data subjects (Articles 13 and 14 of the General Data Protection Regulation [2016/679]).

Purposes of processing personal data

Management of research permits.

Legal basis for processing

The basis for processing personal data contained in the register is the law: The Finnish Act on the Openness of Government Activities 621/1999 (Section 16).

Personal data content and retention periods of the register

Data category name Retention period
Research permit applicant’s name 10 years
Research permit applicant’s contact details 10 years
Research permit applicant’s workplace details 10 years
Research details 10 years
Research supervisor’s name 10 years
Research supervisor’s contact details 10 years
Research commissioned by 10 years
Researchers’ names 10 years

Data subjects

The register contains the following:

  • research permit applicants, research supervisors and researchers
  • research permit decision-makers.

Regular sources of data

Research permit applicants.

Regular disclosures of data

No data is disclosed.

Principles of data protection of the register

A Manual material

B Data processed through automated data processing

Research permit is an electronic form which is kept in the Dynasty database. Research permit forms are processed in accordance with guidelines (https://www.hamk.fi/english/collaboration-and-research/Sivut/research-permit.aspx). There is a designated person in charge of recording received forms.

Automated decision-making

No automated decision-making is performed on the recorded data.

Transfer of data outside the EU or EEA

No data is transferred outside the EU or EEA.

Rights of the data subject

The EU General Data Protection Regulation (2016/679) provides the data subject with the following rights:

Right to withdraw consent

The data subject shall have the right to withdraw his or her consent at any time. (Article 7)

Right of access by the data subject

The data subject shall have the right to obtain from the controller confirmation as to whether or not personal data concerning him or her are being processed. The data subject shall have the right to access to the personal data concerning him or her. Where requests are manifestly unfounded or excessive, in particular because of their repetitive character, the data controller may charge a fee or refuse to act on the request. (Article 12 and Article 15)

Right to rectification

The data subject shall have the right to obtain from the data controller the rectification of inaccurate personal data concerning him or her contained in the register (Article 16). A request for rectification shall be submitted in writing. Persons in an employment relationship (with HAMK or HAMI) are able to do rectification suggestions concerning their recorded working hours, which are then approved by their supervisor or salary administration personnel.

Right to erasure

The data subject shall have the right to request the erasure of personal data concerning him or her where one of the following grounds applies (Article 17):

  • the personal data is no longer necessary in relation to the purposes for which it was collected or otherwise processed;
  • the data subject withdraws consent on which the processing is based and there is no other legal ground for the processing;
  • the data subject objects to the processing, and there are no overriding legitimate grounds for the processing (Article 21);
  • the personal data have been unlawfully processed;
  • the personal data have to be erased for compliance with a legal obligation in Union or Member State law to which the controller is subject.

Right to restriction of processing

The data subject shall have the right to obtain restriction of processing where one of the following applies (Article 18):

  • the accuracy of the personal data is contested by the data subject, for a period enabling the controller to verify the accuracy of the personal data;
  • the processing is unlawful and the data subject opposes the erasure of the personal data and requests the restriction of their use instead;
  • the controller no longer needs the personal data for the purposes of the processing, but they are required by the data subject for the establishment, exercise or defence of legal claims;
  • the data subject has objected to processing pursuant to Article 21(1) pending the verification whether the legitimate grounds of the controller override those of the data subject.

Right to data portability

Where the processing is based on consent and carried out by automated means, the data subject shall have the right to receive the personal data concerning him or her, which he or she has provided to a data controller, in a machine-readable format. (Article 20)

Requests to exercise these rights are to be submitted:

Häme University of Applied Sciences Ltd
Data protection officer
P.O. Box 230 (Visamäentie 35A)
FI-13101 Hämeenlinna, Finland

email: tietosuojavastaava@hamk.fi . You can also send the message via secured e-mail https://www.securedmail.eu/ .

Right to lodge a complaint

The data subject shall have the right to lodge a complaint with the Office of the Data Protection Ombudsman.

Contact person for matters related to the register

Anne Laakso, +358 40 766 3217

Data controller

Häme University of Applied Sciences Ltd and Häme Vocational Institute Ltd
P.O. Box 230 (Visamäentie 35A), FI-13101 Hämeenlinna
13101 Hämeenlinna

Telephone: +358 3 6461, e-mail address: hamk@hamk.fi

Data protection officer

Kari Kataja
tietosuojavastaava@hamk.fi

Häme University of Applied Sciences Ltd
data protection officer
P.O. Box 230
FI-13101 Hämeenlinna

HÄME UNIVERSITY OF APPLIED SCIENCES