Privacy Statement for Ethics Committee of Youth and Childhood Studies

Privacy statement in accordance with the EU General Data Protection Regulation

The Finnish Youth Research Society processes personal data responsibly, respecting the privacy of the individuals. We process personal data in accordance with the applicable laws and statutory guidelines and the principles of good governance.

Date of creation: 20 January 2021. Updated: 24 August 2021.

Controller

Finnish Youth Research Society
Kumpulantie 3 A
00520 Helsinki, Finland
Tel. +358 44 416 5314
toimisto@youthresearch.fi

Contact person for the register

Antti Kivijärvi (Secretary of the Committee)
Kumpulantie 3 A
00520 Helsinki, Finland
Tel. +358 44 416 5313
antti.kivijarvi@youthresearch.fi

Name of the register

Register of the Ethics Committee of Youth and Childhood Studies (hereinafter ‘Ethics Committee’). The register contains requests for a statement addressed to the Committee, including appendices, and statements issued by the committee.

The various registers of the Finnish Youth Research Society have their own privacy statements. The Finnish Youth Research Society maintains a list of all of its privacy statements in accordance with the law, in the controller’s statement on processing operations.

Purpose of personal data processing

Personal data are processed on the basis of the applicant’s consent given to the Ethics Committee to process the personal data in order to make a preliminary ethical assessment and to issue a related statement. Personal data are processed in order to receive and process requests for a statement and to fulfil the needs related to issuing statements.

Data content of the register and categories of individuals

The Ethics Committee shall process the personal data and contact information of those requesting a preliminary ethical assessment and any other information necessary for issuing a preliminary ethical assessment. Such information includes the name, telephone number, email address, qualifications received, information on the person’s research project and their employer/background organisation, and any other information provided to the Ethics Committee by the individual requesting a statement.

Data storage

The Ethics Committee shall process the request for a preliminary ethical assessment containing the applicant’s personal data for the period necessary to complete the preliminary ethical assessment. After issuing the statement, the request for a statement and the accompanying appendices will be stored for two years.
The statement issued by the Ethics Committee shall be archived permanently.

The grounds for storing the request for a statement and archiving the statement are the possibility of returning to the matter if questions concerning the ethics of the assessed study are raised later. If necessary, it is possible to agree on storage and archiving separately with the individual requesting a statement.

Regular sources of information

The data is collected from the data subject in connection with the request for a statement.

Regular disclosure of data

The personal data contained in the requests for a statement and the other appendices provided by the individual submitting the request for a statement shall be submitted to the members of the Ethics Committee to enable them to carry out the preliminary assessment.

The controller will not disclose the data subjects’ personal data to third parties. Due to the technical requirements of data processing, some of the data may be physically located on subcontractors’ servers and devices.

Transfer of data to non-EU or non-EEA countries

Personal data is not transferred to non-EU or non-EEA countries.

Principles of register protection

a) Manual material

The Committee does not process or store manual material.

b) Digital material

The stored data is protected by technical means. Access to the data is subject to sufficient rights and authentication. Only separately designated persons who participate in the issuing of statements (members of the Committee and the Secretary of the Committee at any given time) shall have the right to process the digital material. Users are subject to a confidentiality obligation.

Data subjects’ rights

Right of access

Data subjects have the right to review the register data concerning them and to be provided with a copy of this data if they so request. Requests to review personal data must be made in writing to the contact person for the data register.

Right to rectification

Data subjects have the right to request that the data concerning them in the register be rectified. If the data is inaccurate, requests to rectify data must be made in writing to the contact person for the register.

Right to erasure

Data subjects have the right to request that the data concerning them in the register be erased. Requests to erase personal data must be made in writing to the contact person for the data register.

It should be noted that a request to erase data may lead to a situation in which it is not possible for the request for a statement to be processed by the Committee.

Right to receive information on processors of personal data

The data subject has the right to receive information on the request for a statement and the persons processing it and its appendices.

Right to file a complaint with the supervisory authorities

Data subjects have the right to file a complaint with the supervisory authorities concerning the processing of their personal data.