JUSTUS publication information reporting service’s privacy statement | SeAMK

JUSTUS publication information reporting service's privacy statement

Articles 13 and 14 of the EU General Data Protection Regulation

Data Protection Act (1050/2018)

Articles 13 and 14 of the Combined Data Subject Information Document (EU Data Protection Regulation 2016/679)

1. Controller

Seinäjoki University of Applied Sciences, SeAMK Library
Kalevankatu 35, Kampustalo
FI-60100 Seinäjoki, Finland
+358 40 830 0410
kirjasto(at)seamk.fi

2. Controller’s representative

Jaana Latvanen, Head of Library and Information Services
+358 40 830 4203
jaana.latvanen(at)seamk.fi

2a. Official responsible for the personal data file

Minna Karvonen, Information Service Assistant, Seinäjoki University of Applied Sciences
+358 40 0830 0413
minna.karvonen(at)seamk.fi

2b. Contact persons in matters relating to the data file

Minna Karvonen, Information Service Assistant, Seinäjoki University of Applied Sciences
+358 40 0830 0413
minna.karvonen(at)seamk.fi

2c. Contact details of the Data Protection Officer

Jarmo Jaskari, Data Protection Officer, Seinäjoki University of Applied Sciences
tel. +358 40 868 0680
jarmo.jaskari(at)seamk.fi

3. Name of the data file

JUSTUS publication information reporting.

4. Purpose of processing personal data/data file use

Information on publications of SeAMK staff members is entered in the JUSTUS publication information reporting service.

The information entered in the service is automatically transferred to the VIRTA publication information service owned by the Ministry of Education and Culture. Technical implementation and development of the service is the responsibility of CSC – IT Center for Science Ltd. The VIRTA publication information service brings together publication information from all Finnish universities, universities of applied sciences, research institutions and university hospitals. It provides commensurate and up-to-date information on their publication activities for comparison purposes. The information transferred to the VIRTA service can be viewed in the Juuli publication information portal maintained by the National Library.

The Seinäjoki University of Applied Sciences acts as the controller of its own information entered in JUSTUS and is responsible for the contents of the information that it has entered in

the JUSTUS service. Entering information in the national VIRTA publication information service is not information disclosure as the information remains part of the research organisations’ data files and the organisations remain responsible for the data file maintenance. In their capacity as controllers, research organisations decide on the use and disclosure of the information beyond the VIRTA publication information service.

The data stored in the collection of publication information is used in the compilation of SeAMK-internal statistics.

5. Purpose of maintaining the data file

The data is collected as part of the information collection obligation imposed by the Ministry of Education and Culture. The Ministry of Education and Culture uses the information for steering of higher education institutions (financing model, indicator targets, feedback provided by the ministry), in its reporting to third parties and in horizontal cooperation with other administrative branches and in the description of the state of Finnish higher education institutions.

5a. Data content of the file

The data file contains the information on the publications produced by SeAMK staff members.

The following details are entered in the data file:

  • Names of the authors
  • Organisation of the authors and sub-unit of the organisation
  • ORCID identifier of the authors (if available)
  • Publication identifiers: name, publisher, ISBN, permanent network address, etc.

5b. Information systems using the data file

  • JUSTUS publication information reporting service
  • VIRTA publication information service
  • Vipunen statistical service of the education administration
  • Juuli publication information portal
  • List of SeAMK publications

6. Regular sources of data

From the staff members themselves: using the JUSTUS form, email or a form provided by the e-form service.

7. Regular disclosure of data

The Ministry of Education and Culture collects publication information from higher education institutions and other research organisations each year through the VIRTA publication information service. Statistical details of the publications entered in the VIRTA publication information service are published each year in the Vipunen statistical service of the education administration. The publication information can also be viewed in Juuli and SeAMK-Finna.

By the decision of the controller

SeAMK Director of Administration has on 15 March 2017 granted the following permissions to use VIRTA publication information:

  • In an education sociology research project (4/2017) of the University of Turku, and
  • In the research funding application and reporting process of the Academy of Finland, and in the merging of the Academy of Finland’s information system with the VIRTA publication information service of the National Higher Education Data Hub (3/2017).

8. Transfer of data outside the EU or the EEA

No data stored in the file is transferred outside the EU or the EEA, but the publication information is openly accessible through the Juuli portal and SeAMK-Finna.

9. Principles of data file protection

A.      Manual material

The data file does not contain manually collected material.

B.      Computer-processed data

In its capacity as the controller, the Seinäjoki University of Applied Sciences is responsible for ensuring that all data protection requirements are met when using the JUSTUS publication information reporting service. When processing personal data, SeAMK complies with the legal provisions on good personal data processing practice and data protection.

CSC is responsible for the JUSTUS publication information reporting service and the VIRTA publication information service and for their maintenance. CSC is responsible for the practical aspects of the data disclosures and for ensuring their appropriateness, and for the maintenance, protection and information security of the data resource. CSC must ensure the appropriateness, maintenance, protection and information security of the systems, and for the data storage.