26 September 2018


NSfK complies with the EU General Data Protection Regulation (GDPR) and handles personal information carefully.

You can familiarize yourself with the privacy statement of the NSfK grant application portal below.

Privacy statement / NSfK grant application portal

This privacy statement (dataskyddsbeskrivningen) has been drafted in accordance with the EU General Data Protection Regulation (GDPR).

Registrar

Name: Scandinavian Research Council for Criminology (later in the document = NSfK/Foundation)
Contact information: c/o Ministry of Justice, POB 25, FI-00023 Government
tel. +358 2951 50265

Contact person responsible for register related matters

Leader of the Secretariat Laura Mynttinen
tel. +358 2951 50265
E-mail: laura.mynttinen(at)om.fi

Name of the register

Electronic Grant Application Portal / Scandinavian Research Council for Criminology

Purpose and legal basis for handling personal information

Personal information that the Foundation collects via the grant application portal is used for

-handling of the grant applications and administration regarding given grants

-communication with grant applicants / grant receivers

To the register is being stored

- the information requested in the grant application forms, including personal information

-the information regarding given grants, such as grant payment details, progress of the financed research project, information requested in the final report, including personal information.

-contact information regarding the grant applicant, members of a working group, possible referees of the grant applicant. This information, including personal information, is collected directly from the grant applicant in the portal.

In addition to this, the technical server log information and information regarding the messages between the grant applicant and the Foundation is being collected in the portal.

The basis for collecting and handling personal information is in the consent of the grant applicant. If the applicant wants to use referees in the application, then s/he needs to make sure in beforehand that it is fine for the referee to have his/her contact information stored in the grant application portal. Likewise, if the applicant includes personal information of other parties, such as project partners, to the grant application, then s/he needs to make sure in beforehand that it is fine for these third parties to have their personal information stored in the grant application portal.

In order for the Foundation to be able to process the application, it is required that the grant applicant gives all the personal information asked in the application form. If the personal information required in the form is insufficient, the Foundation reserves the right to leave the application in question unprocessed.

Who handles the personal information over the grant applicant in the portal?

Following groups have the right to handle the personal information over grant applicants in the portal:

-Leader of the Secretariat of NSfK

-Evaluators of the grant applications, designated by the Foundation

-Possible referees of the grant application, appointed by the grant applicant

-Persons giving technical support regarding the application portal and applications

-Auditor of NSfK and other possibly appointed persons from the accountancy firm/unit, used by NSfK

-Other foundations awarding research grants, in case they request specific information from NSfK regarding given grants.

Only the personal information relevant for the group in question (evaluators/referees/auditor etc.) is being shown to them in the application portal.

How is personal information in the grant application portal being protected?

The right to use the grant application portal requires a personal user name. The main user of the portal defines the level and the extent of rights in the portal regarding individual users.

In order to be able to log in, a user needs his/her own personal password to the portal. The portal is used through a protected SSL connection. The use of the portal and sign-ins are being continuously monitored.

All the information in the portal is restored in a database. The database is protected with firewalls and other technical means. The database is physically located in a closed and guarded space, accessed only by certain designated persons.

How long is personal information being stored in the application portal?

Usernames

- Username and personal information connected to it remains saved if the user in question has incomplete/completed applications in the portal.

- If a username remains inactive, then it will be removed. A username is automatically removed, if it has not been used during the last 4 years in the portal.

Incomplete applications

- A user can him/herself remove his/her own incomplete applications in the portal.

- The foundation will remove all the incomplete applications after a year from the end of the grant application period.

Evaluation information regarding applications

The evaluation information regarding applications is removed:

-given grants: when the grant is paid out and final report regarding the use of the grant has been sent to the Foundation

-not granted applications: after a year from the end of the grant application period

Not granted applications

-The Foundation stores the evaluated but not granted applications for statistical purposes, as long as this is needed.

Attachments of the applications

-The Foundation stores the attachments of evaluated but not granted applications for statistical purposes, as long as this is needed.

Granted applications

-The Foundation stores the granted applications for statistical purposes, as long as this is needed.

Information regarding paid grants

The information is restored as long as needed, taking into account the information required for authorities and for auditing.

Final reports

The information is restored on a long-term basis, for statistical purposes.

Messages

Messages in the portal, related to a grant application, are removed together with the application in question.

The right of a user to access his/her own information, including personal information

As a grant applicant/grant receiver, a user has the access to their information by signing in to the portal and opening the preview of the application form. A user can access and change their contact information by going to Settings => Personal information.

A user has the right and the obligation to correct possible faulty information. If a user has inquiries regarding faulty information, s/he can address a question to the Leader of the NSfK Secretariat by sending a message in the application portal.

A user does not have the right to access the evaluation information regarding their grant applications. Personal information restored in connection of the evaluation information is the same as the personal information given in the application form.

If an application is not evaluated, a user has the right to cancel the application in question. If a decision has already been made by NSfK regarding the application, the information cannot be completely removed from the application system.

A user can make a PDF of the application form in the portal and save the copy.

A user also has the right to complain to the supervisory authority of the respective country, if they feel their personal information has not been correctly handled by the Foundation.

To whom can the Foundation give further the information, including personal information?

The Foundation can give information regarding awarded grants to tax authorities, if necessary. The main principle of NSfK is, though, that the grant receivers should themselves take care of the tax reporting obligations in their respective countries.

Given grants, grant receivers and abstracts from granted projects are published on the webpage of the Foundation and in the annual report of the Foundation.

If necessary, the Foundation can give information regarding awarded grants to other foundations/organizations that award research grants.

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