URN for this page: http://urn.fi/urn:nbn:fi:lb-2020081522
You are required to follow these guidelines when processing corpora from the Language Bank of Finland that contain personal data.
NB: This page contains a preliminary English translation of the corresponding Finnish guidelines. In case you find the content unclear, please contact FIN-CLARIN. However, if you have more specific questions related to local procedures at your university or to the content of your Privacy Notice, we advise you to consult the Data Protection Officer of your home organization.
If a corpus available via the Language Bank of Finland contains personal data, the license conditions will include the following tag:
PRIV: There are personal data in the resource.
The license information for an individual corpus can be found on the list of corpora of the Language Bank of Finland as well as in the metadata record of the resource in question. The metadata can be accessed via the persistent identifier of the corpus (i.e., the URN address included in the citation instructions).
The metadata of a corpus tagged with the PRIV condition may include a separate description of the personal data included in the corpus. Among other details, the description of personal data should provide the following information:
In case you are unable locate a description of the personal data for a specific corpus and you cannot find the corresponding details in the general description of the resource, please contact the service address of FIN-CLARIN for more details: fin-clarin (ATT) helsinki.fi.
When using a corpus with the license condition PRIV, you must commit to processing the personal data confidentially, carefully and only for the purpose for which you were granted permission to access the data.
When processing personal data, apply sufficient safeguards according to the instructions provided by your home organization. Note that additional safeguards may be in order if processing sensitive personal data (that belong to so-called special data categories).
When you start processing a corpus that contains personal data which you obtained via the Language Bank of Finland for a new research project or for some other purpose, you and/or your home organization will become the Data Controller, with regard to your purpose of use. When requested, the Data Controller is, e.g., obliged to show that the processing of the personal data has been lawful.
When processing personal data, you should primarily follow the instructions and guidelines given by your home organization. In case no such instructions are available, please refer to, e.g., the Data Management Guidelines (published by the Finnish Social Science Data Archive) when planning your data processing activities.
As a Data Controller, you are usually required to provide a Privacy Notice concerning the personal data processing conducted by you. Again, please follow the instructions and guidelines given by your home organization.
When you start using a corpus in the Language Bank of Finland and the corpus includes personal data, you should publish the Privacy Notice regarding your purpose of use for the resource. The Privacy Notice can be published on the website of your home organization, for instance.
When compiling the Privacy Notice of your project, you may need to refer to details in the original Privacy Notice of the corpus, or to the description of the personal data included in the metadata of the corpus.
Submit the brief title of your project and the link to the publicly available Privacy Notice to the Language Bank of Finland by using this form. The link will then be published on the Language Bank website, so as to make the information accessible for all interested parties.
Follow the instructions of your home organization. If required, you may also check out a few examples of safeguards, including some that are usually applied by the Language Bank of Finland (examples in Finnish only).
When creating scientific publications and giving scientific presentations, you must process personal data responsibly and according to good ethical practices.
When reporting the results of scientific research, personal data must primarily be either completely removed or pseudonymized, which can be achieved, e.g., by grouping the ages of the research subjects, place names, etc. into larger categories. The aim is to prevent the participants from being identified either according to the data that is included in the publication or presentation or by combining with other data.
However, in some cases it may be necessary to include personal data in scientific publications and presentations. For instance, brief samples of the data may need to be included in a research article, of a fragment needs to be played back for the audience in a scientific conference. You should carefully consider the potential risks and other effects this might have on the research subjects or to people close to them. It is important to include only the required content in the presented samples, and all unnecessary information and details should be removed or pseudonymized by using the appropriate methods.
Please note that in case the research subjects have been explicitly informed that none of their personal data will be published, and in case it is not possible to make the samples fully anonymous, you may not publish or present the personal data without contacting the research subjects again for their specific consent.
In case a restricted +PRIV-tagged corpus needs to be processed for several different purposes – e.g., you notice later that you wish to conduct a new study that is not directly compatible with your original research – you need to apply for separate permission to use the corpus for each different purpose. Naturally, you will also need to mention all purposes in your Privacy Notice.
In case you notice that a corpus or resource contains some personal data that you think it should not contain according to the resource description, you must notify, without delay, either the Language Bank of Finland or the Data Controller of the original resource. Similarly, in case you have reason to suspect that personal data may have fallen into the wrong hands, notify the Language Bank of Finland or the original Data Controller as soon as possible.