Privacy Statement / Grant register
Controller
Turku University Foundation
Business ID: 0204863-0
Contact information
Henrikinkatu 10, FI-20014 University of Turku, Finland
tysaatio@utu.fi
Person responsible for register matters
Grant Secretary Marjukka Sillanpää
Tel. +358 29 450 4724
marjukka.sillanpaa@utu.fi
Name of the register
Grant register
Purpose of the register
Every year, the Turku University Foundation awards grants to teachers, researchers, research groups and postgraduate students at the University of Turku.
Personal data is collected for processing grant applications and for distributing funds.
The data collected are used for internal reporting by the controller.
Data content of the register
The following information is collected of the grant applicants:
- information on the applicant (name, date of birth, contact details, information on the studies and completed degrees, previous grants)
- information on the use of the grant (doctoral dissertation grant, post doc grant, research grant, travel grant)
- information for the payment of the grant (personal identity code, account number)
Regular data sources
Regular sources of information include information provided by grant applicants, which are provided to the controller through the electronic grant administration information system.
Regular disclosure of register data
The names of the grant recipients and the titles of the studies are public information.
In order to perform the duties assigned to them, the authorities have the right to obtain information about the data subjects from the register. Data is disclosed from the register as follows:
- Social Insurance Institution of Finland (Kela): Social security-related enquiries about working with a grant
- Farmers’ Social Insurance Institution (Mela): information for pension insurances of grant recipients
- Finnish Tax Administration: annual notification of grants awarded to individuals amounting to at least EUR 1,000
- Inquiries by authorities concerning grants awarded to a specific person
Personal data contained in the register is not transferred outside the EU or the EEA.
Principles of register protection
The controller has an electronic grant administration information system. The maximum archiving time in the electronic system is 10 years.
Access rights to the electronic grant administration information system are limited within the controller’s organisation to those responsible for grants. Data produced by the information system, other data in the register processed electronically and their backups are stored appropriately protected in a cloud.
Informing the data subject
The data subject is informed of the application of the Personal Data Act when they apply for a grant through the electronic grant administration information system used by the controller.
Right of inspection
Notwithstanding the secrecy provisions, after having provided the necessary details for seeking information, the grant applicant has the right to know what data concerning them has been stored in the personal data register or that there is no data concerning them in the register.
The grant applicant may make a request related to the right of inspection in person or by contacting the controller in writing.
Correction of information
The grant applicant may request the information to be corrected. The controller shall rectify any inaccurate data or supplement incomplete data. A grant applicant may submit a request for rectification to the controller. The controller shall process the request without delay.
Deletion and transfer of register data
The data subject has the right to withdraw their consent to the processing of personal data and to request the controller to delete the data concerning them. The data subject also has the right to receive personal data concerning them to transmit the data to another controller. The information shall be delivered in PDF format by e-mail to the e-mail address in the register.
The processing of personal data does not involve automatic data processing or profiling.