Privacy notice for the TAVATA-project mixed method study
Privacy notice for a scientific study. EU General Data Protection Regulation, Articles 12–14 Supportive conversation skills for reception centers - mental health for asylum seekers (TAVATA)
28 August 2023
Information for study participants
This document describes how the Finnish Institute for Health and Welfare (THL) processes your personal data in this study. Participation in the study is always voluntary. You will not face any negative consequences if you do not participate in the study or if you discontinue your participation in it. If you discontinue your participation in the study, the material collected before you do so can still be used in the study. Section 18 of this description includes more detailed information on your rights and how you may affect the processing of your data.
1. Controllers of the study
Finnish Institute for Health and Welfare (THL)
P.O. Box 30, 00271 Helsinki, Finland
+358 29 524 6000
The organisations mentioned above make the decisions on and are responsible for processing personal data for the purposes described in this notice; in other words, they are the controllers for these data.
2. Contact person in matters concerning the study
Name: Antti Klemettilä
Phone number: +358 29 524 7398
Email: [email protected]
3. Description of the research project and purpose of the processing of personal data
The aim of the TAVATA project is to promote the mental health of reception centers' clients by strengthening the supportive conversation skills of the professionals. In course of the project, a comprehensive, high-quality, time-resistant training package on supportive conversation skills will be created for professionals working in the reception center environment. The training will consist of module-based training materials (e.g. videos, exercises, self-study materials) as well as practicing the use of the materials in actual client interface and operating environment together with reception center clients. New information on the health and mental health of reception center clients will be produced in the project to serve as the basis for the development work.
Qualitative information will be produced in the co-creation process together with the professionals and clients of reception centers. The aim is to map the views of reception centers' clients, specialists and professionals participating in the co-creation process on relevant topics to ensure that the training package produced in course of the project will meet their needs as well as possible. Lasting the entire duration of the project, the co-creation process will help gather in-depth insights into the support needs of professionals and reception centers' clients as well as create good practices for the training package, which will also be developed and piloted as part of the co-creation process.
Data collection is carried out using multiple methods: individual and focus group interviews, observations, surveys and written assessments.
The personal data to be collected for communication purposes include name, telephone number and e-mail address. The data collected for communication is stored separately from background information collected prior to the interview and observation. Background information collected from professionals includes: gender, language skills, profession, education, experience in years (at the reception center) and size of the locality (where the reception center is located). Background information collected from clients includes: gender, age (18–29, 30–65, >65 years of age), country of birth, status (refugee, asylum seeker, under temporary protection), period of residence in Finland, language skills, size of the locality (where the reception center is located).
4. Parties and division of responsibilities for a study carried out as a cooperation project
The main implementing party of the project and the study is THL, with the Finnish Immigration Service and MIELI ry as cooperation partners.
THL has the main responsibility for the collection and storage of data as well as for producing the research data. The Finnish Immigration Service participates in the production of research data where applicable.
5. Director or group in charge of the study
Name: Anu Castaneda
Phone number: +358 29 524 7848
E-mail: [email protected]
6. Data protection officer’s contact information
The email address for THL’s data protection officer is: jarkko.reittu(at)thl.fi
7. Parties carrying out the study
Researchers from the Equality Unit of the Finnish Institute for Health and Welfare, and possibly research assistants and higher education students utilising the data in their theses.
8. Name, nature and duration of the study
Name: Supportive conversation skills for reception centers - mental health for asylum seekers (TAVATA project)
Type of study: One-time study
Duration of study (how long the personal data will be processed): 01 October 2023 – 31 October 2025: All material that contains personal data will be destroyed after this period.
9. 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:
Consent (Article 6(1)(a) of the General Data Protection Regulation)
10. Sensitive personal data
No sensitive personal data are processed in the study.
11. What personal data are processed?
Personal data: name, phone number and email address.
12. Sources of personal data collected
From the person in question.
13. Transfer or disclosure of data outside of research group
No data will be disclosed.
14. Transfer or disclosure of data outside the EU or the European Economic Area
The data will not be disclosed outside the EU/EEA.
15. Automated decision-making
This scientific study does not involve automated decision-making.
16. Principles of personal data protection
The data are confidential. The controller has prepared a data protection impact assessment. The controller is committed to complying with the established code of conduct in its field. Protection of manual material:
- Locked space
Data processed in the information systems:
- Form code
- Password
- Access logs
- Access control
Processing of direct identifiers:
- Direct identifiers are eliminated during the analysis phase.
17. Processing of personal data after the end of the study
The research data will be archived in anonymised form without direct identifiers.
Where will the material be filed and for how long: Archives of the Finnish Institute for Health and Welfare.
18. Rights of the data subject and their possible limitation
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, please contact THL’s registry office or the contact person mentioned under section 2.
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 study 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:
a) the personal data are no longer necessary in relation to the purposes for which they were collected or otherwise processed;
b) you withdraw your consent on which the processing is based and there is no other legal ground for the processing;
c) you object to the processing and there are no overriding legitimate grounds for the processing;
d) the personal data have been unlawfully processed; or
e) the personal data have to be erased for compliance with a legal obligation in Union or Member State law
f) to which the controller is subject.
Derogation from the rights
Derogations from the rights described in this section 18 The rights of the data subject and their possible limitation
may occur in accordance with the conditions laid down in data protection legislation in so far as
the right 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 the organisation’s registry office (kirjaamo(at)thl.fi).
Contact
If you have any questions about you rights, please contact THL’s registry or the contact person mentioned under section 2.
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 information:
Office of the Data Protection Ombudsman
Visiting address: Ratapihantie 9, 6th floor, 00520 Helsinki
Mailing address: P.O. Box 800, 00521 Helsinki, Finland
Switchboard: +358 29 56 66700
Facsimile: +358 29 56 66735
E-mail: tietosuoja(at)om.fi
