Privacy notice for scientific research
Information for those participating in the study
EU General Data Protection Regulation, Articles 12–14
3 November 2024
1. Register controller and contact details
This is a description of how your personal data will be processed in the Global Shelter Research Network Questionnaire 2025, which produces information on shelter services across different countries in the world. You will not face any negative consequences if you participate or do not participate in the study or if you discontinue your participation in it. Participation in the study is voluntary. Section 16 of this description includes more detailed information on your rights and how you may influence the processing of your data.
Finnish Institute for Health and Welfare, (“THL”)
P.O. Box 30
FI-00271 Helsinki
Finland
tel. +358 29 524 6000
Contact person for study-related matters:
Johanna Hietamäki
Finnish Institute for Health and Welfare
P.O. Box 30
FI-00271 Helsinki, Finland
tel. +358 29 524 7990
[email protected]
2. Description of the study and the purposes of processing personal data
The aim of the study is to collect information on shelter services across different countries in the world.
The data are used to understand domestic violence (DV) shelters and the role of DV shelters to promote the safety and wellbeing of survivors of DV and their children. The data will also be utilised in scientific research.
3. Parties and their responsibilities in research collaboration
THL is the controller as defined in the EU’s General Data Protection Regulation. THL collaborates with partners in other organisations within the framework of cooperation agreements. THL maintains the interview data collected as the Global Shelter Research Network Questionnaire 2025.
THL hosts the data collection and data cleaning processes. Each participating researcher is liable for the collection of research data or compliance with applicable legislation related to conducting the interview in each party’s country.
The researchers aim to archive the data at the Finnish Social Science Data Archive (FSD) where it can be used for research purposes for registered users in accordance with access conditions. The collaborating researchers authorise THL to act on their behalf to suggest the archival of study data at FSD and, if the FSD approves the archival, conclude an archiving agreement with FSD.
In all cases, THL is responsible for the obligations of the controller as laid down in more detail in the GDPR.
Research subjects can submit any requests to exercise the data subject’s rights related to this study (see section 17) at: kirjaamo(at)thl.fi
4. Director or group in charge of the study
Johanna Hietamäki
Finnish Institute for Health and Welfare
P.O. Box 30
FI-00271 Helsinki, Finland
tel. +358 29 524 7990
[email protected]
5. Contact details of the Data Protection Officer
Email address of THL’s data protection officer is: tietosuoja(at)thl.fi
6. Persons processing personal data in the study
The study is being conducted by the Safety and Protection Unit of THL’s department of Safety.
The interview is conducted by responsible members of the Shelter Research network in each country.
7. Name, nature and duration of the study
Name: Global Domestic Violence Shelter Pilot Study
Type of study: One-time study
The interviews will be conducted in 2025.
8. Legal basis for the processing of personal data
In accordance with Article 6(1) of the EU General Data Protection Regulation, the legal basis for the processing of personal data is the following:
Scientific or historical research purposes in the public interest, statistical purposes or the exercise of official authority vested in the controller (Data Protection Act, section 4, paragraph 3).
9. Personal data
The research data does not contain direct personal data from the interviewee. During the implementation of the interview, the name and email of the participating researcher are collected and deleted after data validation.
Indirect identification using data collected from the interviewee (general information about the shelter) may be possible. We aim to eliminate the possibility of identification.
10. Which personal data is contained in the research material?
Data obtained through the interviews from research participants.
11. Transfer and disclosure of the personal data to third parties
Personal data will not be regularly disclosed or transferred outside the research group.
12. Transfer of personal data to countries outside the EU/European Economic Area
The research data can be transferred outside Europe using appropriate transfer mechanisms.
13. Automated decision-making
No automated decisions are made.
14. Principles of personal data protection
The data are confidential.
The data processed in the data systems:
- username
- password
- user logs
- access control.
Processing of direct identifiers:
- Direct identifiers are eliminated during the data storage phase.
15. Processing of personal data after the completion of the study
The research data will be archived in the THL for 25 years.
The research data will be permanently archived in the Finnish Social Science Data Archive (FSD) in Finland without direct identifiers.
16. The rights of the data subject and any limitations
Under data protection legislation, research subjects have certain rights. By exercising these rights, research subjects can ensure that the protection of their privacy, which is a fundamental right, is realised. If you would like to exercise your rights, contact THL’s registry [kirjaamo(at)thl.fi] or the contact person mentioned in section 1.
If THL is unable to identify you from the data, rights such as the right of access, the right to rectification and the right to erasure will not be applied.
Withdrawing consent (Article 7 of the General Data Protection Regulation)
Where the processing of personal data is based on consent, you have the right to withdraw your consent at any time. The withdrawal of consent shall not affect the lawfulness of processing based on consent before its withdrawal.
Right of access (Article 15 of the General Data Protection Regulation)
You have the right to obtain confirmation as to whether or not your personal data are being processed in the survey and which of your personal data are processed in the study. You may also request a copy of the personal data undergoing processing.
Right to rectification (Article 16 of the General Data Protection Regulation)
If your personal data are inaccurate or incorrect, you have the right to request their rectification or supplementation.
Right to erasure (Article 17 of the General Data Protection Regulation)
You have the right to obtain from the controller the erasure of your personal data in the following cases:
- the personal data are no longer necessary in relation to the purposes for which they were collected or otherwise processed;
- you withdraw your consent on which the processing is based and there is no other legal ground for the processing;
- you object to the processing and there are no overriding legitimate grounds for the processing;
- the personal data have been unlawfully processed; or
- the personal data have to be erased for compliance with a legal obligation in Union or Member.
Derogation from the rights
Derogations from the rights described in this section 17 The rights of the data subject and their possible limitations may occur in accordance with the conditions laid down in data protection legislation in so far as the obligation is likely to render impossible or seriously impair the achievement of the objectives of scientific or historical research purposes or statistical purposes. The need for derogation is always assessed on a case-by-case basis.
If you would like to exercise your rights, contact THL’s registry [kirjaamo(at)thl.fi].
Contact requests
If you have any questions about you rights, contact THL’s registry [kirjaamo(at)thl.fi] or the contact person mentioned in section 1.
Right to refer the matter to the Data Protection Ombudsman
You have the right to refer the matter to the Office of the Data Protection Ombudsman if you consider that the valid data protection legislation has been violated in the processing of your personal data.
Contact
Office of the Data Protection Ombudsman
Visiting address: Lintulahdenkuja 4, 00530 Helsinki, Finland
Mailing address: P.O. Box 800, 00531 Helsinki;
Switchboard: +358 29 56 66700
Fax: + 358 29 56 66735
E-mail: tietosuoja(at)om.fi
