Funding Application System Privacy Statement

Finnish Film Foundation’s Application System Privacy Statement

Personal Data Act (523/1999) § 10 and § 24
EU General Data Protection Regulation 2016/679 (GDPR)

1. DATA CONTROLLER

Finnish Film Foundation

2. CONTACT INFORMATION FOR QUERIES ABOUT THE REGISTER

Finnish Film Foundation / Data Protection Ombudsman
Kanavakatu 12
00160 Helsinki
Finland

Tel. +358 9 6220 300
tietosuoja@ses.fi

3. NAME OF THE REGISTER

Finnish Film Foundation’s Application System

4. DATA SUBJECTS

Finnish Film Foundation’s support applicants

5. PURPOSE OF THE REGISTER

The personal data of the support applicant who logs in the Finnish Film Foundation’s application system or fills out the scriptwriting grant application form on the website is handled in order to identify the applicant, to process the support application and to pay the grant as well as to fulfill the contracts between the Foundation and the applicant and the rights and duties derived from legislation.

With consent from the applicant, the personal data is used to share the information crucial to the support application process, to publicizing the support decisions, to develop the customer experience and to compile and analyze statistics on the Foundation’s support.

6. DATA CONTENT OF THE REGISTER

Basic information of the applicant

  • Name
  • Address
  • Phone number(s)
  • Email address
  • Internet page
  • Gender
  • Profession

Unique identifiers

  • Social security number
  • Bank account number

Data related to the customer relationship

  • Former support decisions

Possible other information

  • Employer company
  • Former projects
  • Possible other information provided by the applicant

7. REGULAR DATA SOURCES

The applicant data is collected from the applicant themself as they log in the application system, while submitting a support application, while the application is processed and while the grant agreement is drafted. The data is gathered via internet, email, phone or form.

8. DATA STORAGE DURATION

Finnish Film Foundation only stores data for the processing of which there are legal justifications. Redundant data, obsolete data or data for the processing of which there are no other grounds is destroyed safely. The data subject may unsubscribe from the mailing list at any time, resulting in the removal of all their data from the register.

9. DATA PROCESSORS

Employees of the Finnish Film Foundation may process personal data according to existing privacy laws. The processing of personal data may be outsourced to a third party when necessary, in which case the processing of data according to data protection laws and good practices is ensured with separate agreements.

Personal data may also be transferred or released with the data subject’s consent to temporary registers such as guest lists. The data in these registers is processed only in relation to the purpose of each designated register.

The applicant data may be released for the purpose of scientific or historical research.

10. TRANSFERRING DATA OUTSIDE THE EU OR THE EEA

Finnish Film Foundation does not transfer or release the personal data of customers outside the European Union or the European Economic Area.

Suomen elokuvasäätiö ei siirrä tai luovuta asiakkaan henkilötietoja Euroopan unionin tai Euroopan talousalueen ulkopuolelle. However, if necessary, data can be transferred outside the European Union or the European Economic Area in ways permitted by the Personal Data Act, if the customer has given their consent.

11. REGULAR DATA RELEASES

We transfer data to third parties only in the following cases:

  • the user has given their consent.
  • based on the valid demands of legal authorities or other parties according to established law.
  • for statistical, scientific or historical research purposes upon the condition that the data has been changed so that the original data subject is no longer recognisable.

12. GUIDELINES FOR REGISTER SECURITY

Finnish Film Foundation’s Kino K13 customer register and the confidentiality of its personal data are secured with firewalls, by securing the physical location of the equipment, access control, user rights, encryption and active surveillance.

Digitally stored and processed data is stored in databases that are secured with firewalls, passwords and other methods. The databases are located in facilities with round-the-clock surveillance.

Personal data is processed only by employees of the Finnish Film Foundation who log into systems using an individual user name and password.

13. RIGHT OF ACCESS

According to § 26–28 of the Personal Data Act, the data subject has the right to examine what information about them has been stored into the register. A signed request for access must be sent in writing to

The Finnish Film Foundation / Data Protection
Kanavakatu 12
00160 Helsinki
Finland

or via email to tietosuoja@ses.fi.

The request may also be presented in person at

Kanavakatu 12
00160 Helsinki
Finland

The data subject also has the right to demand incorrect data be corrected with a written notification sent to the above address or via email to tietosuoja@ses.fi.

The data subject has the right to demand their data be erased with a written notification sent to the above address or via email to tietosuoja@ses.fi.

Queries related to register data are processed within a month.

14. CHANGES IN THE PRIVACY STATEMENT

We constantly develop our services and retain the right to change this privacy statement with an announcement on our website. Changes may also occur based on changes in legislation. We encourage you to inspect the contents of the privacy statement regularly.