Privacy Notice for the Joint Contact Register of TSV, TJNK and TENK

1. Joint Data Controllers

Federation of Finnish Learned Societies (TSV)
Committee for Public Information (TJNK)
Finnish National Board on Research Integrity (TENK)
Kirkkokatu 6
00170 Helsinki, Finland

2. Contact Persons

Federation of Finnish Learned Societies (TSV)

Data Protection Team  
tietosuoja [at] tsv.fi (tietosuoja[at]tsv[dot]fi)

Committee for Public Information (TJNK)

Secretary General Reetta Kettunen  
Kirkkokatu 6  
00170 Helsinki, Finland  
reetta.kettunen(at)tjnk.fi  
+358 40 733 5935

Finnish National Board on Research Integrity (TENK)

Secretary General Sanna-Kaisa Spoof  
Kirkkokatu 6  
00170 Helsinki, Finland  
sanna-kaisa.spoof(at)tenk.fi  
+358 50 594 1909

3. Data Processor

Gruppo Oy
Business ID: 2190176-4
Laivurinkatu 37
00150 Helsinki, Finland

4. Name of the Joint Register

Joint Contact Register of the Federation of Finnish Learned Societies, the Committee for Public Information and the Finnish National Board on Research Integrity

5. Legal Basis and Purpose of Processing Personal Data

Personal data in the register is processed on the following legal bases under the EU General Data Protection Regulation (GDPR):

• The data subject's unambiguous consent
• A contract with the data subject
• The legitimate interests of the data controller

Personal data stored in the register is used to maintain the contact details of elected representatives, partners, other stakeholders and media contacts of the Federation of Finnish Learned Societies (TSV), the Committee for Public Information (TJNK) and the Finnish National Board on Research Integrity (TENK), and to communicate with them.

Individuals included in the joint register may receive information about the activities of TSV, TJNK or TENK that is considered relevant to their professional responsibilities, such as press releases and event invitations.

In addition, the joint register includes separate customer and membership registers, newsletter subscriber registers and other registers. Personal data in these registers is processed for the purposes specified in their respective privacy notices. The privacy notices of TSV, TJNK and TENK can be found in the menu on the left-hand side of this page.

6. Personal Data Processed

The following personal data may be stored in the register:

• Name of the data subject
• Organisation and department
• Job title within the organisation
• Other relevant information related to the data subject's professional responsibilities (e.g. leave of absence, temporary replacement, fixed-term employment or secretary's contact details)
• Email address
• Postal address
• Telephone number

7. Regular Sources of Personal Data

Personal data stored in the register is obtained directly from data subjects or collected from publicly available sources.

8. Transfers of Data to Other Services

Personal data stored in the register is not transferred to other services.

9. Regular Disclosure of Personal Data and Transfers Outside the EU/EEA

As a general rule, personal data is not disclosed to third parties. If personal data is disclosed, this will be specified in the relevant privacy notice.

The data controllers do not transfer personal data outside the European Union or the European Economic Area.

10. Retention Period for Personal Data

Personal data is retained for as long as necessary for the purposes for which it is processed.

Contacts in the register are reviewed annually. Personal data may also be updated whenever necessary, for example at the request of the data subject.

Personal data is deleted if the data controllers no longer have a legal basis for processing it under the General Data Protection Regulation.

11. Data Security

The data in the register is stored in Gruppo Oy's system, which is protected by a username and password.

The data controllers ensure that stored data and other information critical to the security of personal data are handled confidentially and only by employees whose duties require access to such information.

12. Right of Access and Right to Rectification

Every individual included in the register has the right to access their personal data stored in the register and request the rectification of inaccurate data or the completion of incomplete data.

If a data subject wishes to access their personal data or request its rectification, the request must be submitted in writing to the data controller.

The data controller may, if necessary, ask the person making the request to verify their identity. The data controller will respond to the request within the time limits specified in the EU General Data Protection Regulation.

All enquiries and requests concerning this Privacy Notice must be submitted in writing or in person to the contact person specified in Section 2.

13. Other Rights Related to the Processing of Personal Data

Individuals included in the register have the right to request the erasure of their personal data from the register.

Data subjects also have other rights under the EU General Data Protection Regulation, such as the right to restrict the processing of their personal data in certain circumstances.

Requests must be submitted in writing to the data controller. The data controller may, if necessary, ask the person making the request to verify their identity.

The data controller will respond to the request within the time limits specified in the EU General Data Protection Regulation.

14. Changes to the Privacy Notice

Any changes to this Privacy Notice will be recorded in the document with the date of the amendment.

Significant changes will be communicated on the data controllers' websites.