Name of the register: Register of applicants and scholarship receivers and applications to Raisio Oy Tutkimussäätiö/Raisio plc Research Foundation’s grant fund
Controller
Raisio Oyj:n Tutkimussäätiö sr / Raisio plc Research Foundation (Business ID 0138294-4)
Mailing address: c/o Raisio Oyj, PO Box 101, FI-21201 RAISIO, Finland
Visiting address: Raisionkaari 55, 21200 Raisio, Finland
Telephone +358 2 443 2111
E-mail: tutkimussaatio(at)raisio.com
Contact person in matters regarding the register
Eva Jaakkola
Address: Raisio plc, PO Box 101 (Raisionkaari 55), FI-21201 Raisio, Finland
Tel. +358 2 443 2110
E-mail: tutkimussaatio(at)raisio.com
Purpose and legal basis for processing personal data
Grant applications, grant and scholarship receivers form a register according to Data Protection legislation. The personal data will be used for processing the applications for grants and for the awarded grants and scholarships. In case the applicant does not provide the requested personal data, the data controller in unable to accept or process the applications.
Categories of personal data and content of the register
The register contains the following personal data:
- Basic data about the applicant, such as first name, surname, address, e-mail address, telephone number and degree;
- Basic data about the scholarship receiver, such as first name and surname
- Information about how the application has been processed and its status;
- Information in connection with awarding the grant/scholarship (bank account data, personal ID, amount of the grant/scholarship).
Personal ID is requested to ascertain the legal rights of the applicant and the Foundation. The Foundation is also legally responsible for informing the personal ID’s of the persons who have been awarded grants to the Finnish Tax Administration as part of the annual notice about awarded grants, as well as to the Farmess’ Social Insurance Institution (MELA) in order to arrange the obligatory MYEL insurance in case the criteria for such an insurance are met.
The grant applicant gives consent to the publication of his or her name on Raisio plc’s Research Foundation’s website and in the communication channels used by Raisio plc (e.g. television, radio, press articles, newsletters and news, social media channels) if the grant is awarded. On a separate form, the scholarship recipient gives consent to the publication of his or her name on Raisio plc’s Research Foundation’s website and in the communication channels described above used by the Foundation or Raisio plc.
The use of a possible electronic form also stores technical user data that is not stored in connection with personal data.
Sources of information
Personal data is received from the applicant or his/her representative. Information about processing the application and its status are provided by the Raisio plc’s personnel involved in the process.
Transfer or disclosure of personal data
Data may be disclosed to Raisio plc under the data prcocessing agreement in place between Raisio plc and the Foundation. The data controller is obliged by law to disclose the data about the awarded grants and the personal ID’s of the grant receivers to the Finnish Tax Administration and to the Farmess’ Social Insurance Institution (MELA) in order to arrange the obligatory MYEL insurance in case the criteria for such an insurance are met.
The data conroller informs the awarded grants to all grant receivers. Apart from this, personal data may only be disclosed based on the data subject’s consent or, if the receiving party is otherwise entited under law to receive the personal data.
The information is not transferred or disclosed outside the EU or European Economic Area (EEA).
Storage period of personal data
Personal data is retained for the duration of the project for which the grant was awarded and until the data controller does not require the data to review its operations and assess of its performance.
Information on the recipients of grants/scholarships awarded can be seen on the Foundation’s website and on any social media pages, for three years after the grant/scholarship has been awarded and in the case of the grant recipient until the doctoral degree has been completed.
Copies of applications for grants awarded shall be kept for a maximum period of 10 years.
Data from other applications are stored for one (1) week after the Foundation has processed the applications.
At the end of the retention period, the controller will dispose of the data about the subject securely.
The names of applicants with degree values, grants awarded or negative decisions will remain part of the Foundation’s Board minutes for an indefinate period. This information is not public and will not be disclosed to third parties unless otherwise provided by law or official order.
Principles for the protection of personal data
Personal data is stored in systems that can only be accessed by the employees with the right to process the data based on their work duties are entitled to use the personal data. All persons processing the data are bound by confidentiality.
Manual material is kept in a locked space protected by access control system. The data in electronic form is protected by user firewalls, passwords and other technical means. Databases and their backups are stored in a locked space and may be accessed only by named individuals.
Data subject’s rights
The data subject’s rights under the applicable personal data legislation are:
- The right to know what data of him/her has been stored in the register and the right ask for inaccurate data to be rectified and modified;
- The right to request restriction of the use
- The right to object the processing of his/her personal data or to require the data to be transferred to another controller in a structured, commonly used and machine-readable format;
- The right to request for the removal of the personal data;
- The right to withdraw his/her consent to the extent the personal data are processed based on his/her consent. However, the withdrawal of consent has no effect on the lawfulness of processing occurred before the reception of withdrawal.
All requests concerning the verification etc. should be sent in writing to the person responsible for the register. The data subject must prove his/her identity in an acceptable way. The controller will reply in writing within a time frame of the personal data legislation (as a rule, within one month), even if the data subject’s claim is not accepted.
The data subject has the right to file a complaint with the supervisory authority if the data subject considers that his/her information has not been processed in accordance with this Privacy Statement or with current personal data regulations: Office of the Data Protection Ombudsman, P.O. Box 800, 00521 FI-Helsinki, Finland; tel: +358 29 56 66700; tietosuoja(at)om.fi.
Changes
The data controller reserves the right to change this Privacy Statement in order to develop its business operations or in case the legislation changes.
Privacy statement updated on September 28, 2021
