Privacy notice for publishing activities

Data controller

Laurea University of Applied Sciences Ltd (Business ID 1046216-1). Ratatie 22, 01300 Vantaa

Contact person for matters concerning the register

Hanna Lahtinen
Hanna.lahtinen@laurea.fi
Tel. 09-8868 7406

Vanha Maantie 9, 02650 Espoo

Purpose of processing personal data

The purpose of the register data is to document Laurea’s publishing activity. Information is collected for the Ministry of Education and Culture’s (OKM) publication data collection, as well as for monitoring Laurea’s strategy and objectives and for developing publishing activities.

Contents of the register

Information of Laurea’s own publication channels (author’s name and email address and job title, organisation unit information, author’s photograph, working title / final title of the publication, additional information related to the publication process).

Publication agreements: Laurea Journal, Laurea Publications series, Laurea Long

Information related to the reporting of publications: JUSTUS service, Tiedejatutkimus.fi service, and PowerBI reporting.

Regular sources of information

•    JUSTUS notifications
•    Peppi system
•    Publication and reference databases
Information is supplemented from publication channels’ websites, printed material and from individuals by clarifications/updates requested by email  

Statutory disclosures of information

Ministry of Education and Culture (OKM) publication data collection: Publication data are forwarded to the VIRTA publication information service and the Tiedejatutkimus.fi service. OKM collects and uses the data for steering higher education institutions (funding model, performance indicator targets, feedback from OKM), for reporting externally and for horizontal cooperation with other administrative branches, and to describe the state of the Finnish higher education system. Internal reporting at Laurea: Data are transferred from the storage service to the PowerBI reporting tool and the publication metadata to the parallel repository Theseus.

Disclosure of data for use by the Academy of Finland and the University of Turku’s Centre for the Sociology of Education: data from the register are disclosed for use by the Academy of Finland and the University of Turku’s Centre for the Sociology of Education. The data are transferred from the national higher education data repository to the VIRTA publication information service using a technical connection. The data are used in research funding application and reporting processes. In the VIRTA service, publications may be linked to a research project identifier.

Transfer of data outside the EU or EEA

Data is not transferred outside the EU or EEA

Principles of register protection

Manual records

There are no manual records

Information processed electronically

The person saving publication data authenticates to the service with a HAKA or eDuuni login. CSC is responsible for the adequacy, maintenance, protection, information security and retention of the nationally centralized system. Data processing is restricted to the publication services staff and the system administrators.

The criterion for the retention period is the decision of the National Archives (12.9.2017), according to which the National Library is responsible for the permanent preservation of publications of universities of applied sciences based on the Act on the Deposit and Preservation of Cultural Material (1433/2007).

Right of access

Personnel can inspect information they have entered into the register by logging into the publication data storage service with valid organisational credentials. Approved publications can be viewed in the public tiedejatutkimus.fi service.

Right to request correction of data

The controller must, without undue delay, on its own initiative or at the request of the data subject, rectify, erase or complete personal data in the register that is incorrect, unnecessary, incomplete or outdated for the purposes of processing.

Every person recorded in the register has the right to request correction of information concerning them if it contains errors. Requests to correct errors should be submitted to the register contact person, who will confirm that the error has been corrected.

Information is corrected without undue delay. If correction is refused, a written certificate of refusal will be provided. The data subject has the right to bring the matter before the Data Protection Ombudsman at Tietosuojavaltuutetun toimisto, P.O. Box 800, 00531 Helsinki. The Data Protection Ombudsman may issue an order to the controller to correct the data.