Oulu Culture Foundation Privacy Statement
Controller
Oulun kulttuurisäätiö sr/Oulu Culture Foundation
Business ID 3246820-6
Torikatu 18 1st floor., 90100 Oulu
+358 40 167 6827
info@oulu2026.eu
Data protection officer
Mika Vierimaa, Head of Administration and Finance
mika.vierimaa@oulu2026.eu
Names of the personal data files
Grant and subsidy applicant register and grant and subsidy recipient register
The purpose of collecting personal data and the purpose of the personal data file
Personal data are collected and processed to enable the purpose of the operations of the Foundation. The Foundation also has a statutory duty to collect personal data, for example, for the purpose of submitting information to the authorities about grants and subsidies awarded.
Grant and subsidy applicant register:
A register of grant and subsidy applications addressed to Oulu Culture Foundation for the purpose of making decisions about awarding grants and subsidies.
Grant and subsidy recipient register:
For the purpose of monitoring and paying grants and subsidies awarded and submitting information to the authorities about grants and subsidies paid. In addition, possible statistical and research use.
Data content of the personal data file
Grant and subsidy applicant register:
Grant or subsidy applicant’s name, job title or occupation, contact information, personal ID number or business ID number, gender (optional), purpose or type of grant or subsidy applied for, amount of grant or subsidy applied for and application period, degrees completed by the applicant, referees, information on any funding received in the previous three years as reported by the applicant, other pending grant or subsidy applications as reported by the applicant, references and statements, other possible application attachments sent by the grant or subsidy applicant
(degree certificates, resumés, portfolios, research or project plan, list of publications, annual reports, etc.) and any e-mail messages exchanged between the Foundation and the applicant as necessary.
Grant and subsidy recipient register:
In addition to the above information, the grant or subsidy awarding date and amount, grant or subsidy payment contact information, and interim and final reports.
Regularly used sources of information
The information is regularly received from the grant and subsidy applicants and, when necessary, from other funding sources. External referee’s details and the content of references are provided by the referee on request by the grant and subsidy applicant. By submitting an application or payment request, the applicant agrees to their personal data being processed in accordance with the purpose of use.
Cookie policy
A cookie is a small file placed on a visitor’s computer that the visitor’s browser provides to the website each time the visitor accesses the website. The Oulu Culture Foundation uses cookies in order to monitor the traffic on its website and the associated grant system. Cookies are used for marketing or advertising. Cookies can be disabled or a cookie alert can be enabled in the browser settings.
Processors and regular disclosures of personal data
Personal data on grant and subsidy applications and the grants and subsidies awarded are processed by the staff, board, external experts, named accountancy workers and auditors of the Oulu Culture Foundation as well as other grant providers and administrators of electronic services with whom agreements have been made on the processing of personal data.
Personal data is disclosed only to the extent that is necessary. Personal data may be required to be disclosed to the authorities or law enforcement personnel when legal grounds to this exists.
All of the aforementioned persons processing personal data are bound by professional secrecy regarding the personal data stored in the personal data files held by the Foundation.
The grants and subsidies paid are reported to the tax authorities in accordance with tax legislation. The recipients and amounts of grants and subsidies as well as possible research/project resumés are published on the Foundation’s website and annual report. The Foundation may disclose personal data to other providers of grants or subsidies.
Transfer of data outside the EU/EEA
The Oulu Culture Foundation processes and stores personal data primarily within the EU/EEA. However, the Foundation may use service providers who process personal data also outside the EU/EEA. In this case, measures required by personal data protection legislation will be taken to protect the personal data.
Protection of personal data
The Oulu Culture Foundation protects personal data through the necessary technical and organisational measures. As a processor of personal data, the provider of the application system will for their part ensure data protection using the necessary technical and organisational measures, and processes personal data only in accordance with the agreement with and the assignments given by the Foundation. Personnel processing personal data have the duty of professional secrecy.
Manual materials are stored in locked facilities at the Oulu Culture Foundation office, which can only be accessed by authorised personnel.
The storing of personal data
Personal data regarding unsuccessful grant and subsidy applications are deleted at the end of the application year, with the exception of data required for statistical and scientific or historical research use.
Personal data regarding grants and subsidies awarded are stored for the period prescribed in the Accounting Act (incl. applicant’s details, grounds for awarding the grant or subsidy).
The appendices to the minutes of decision-making are stored permanently.
Right of inspection and implementing the right of inspection
Grant and subsidy applicants and recipients have the right to annually inspect the personal data regarding themselves held in the personal data files of the Oulu Culture Foundation. The Foundation does not disclose to applicants any assessments or statements regarding their application.
Inspection requests must be made by a personally signed letter addressed to:
Mika Vierimaa. Head of Administration and Finance
Oulu Culture Foundation
Torikatu 18, 1st fl.
90100 Oulu
Right of rectification and implementing the right of rectification
Grant and subsidy applicants and recipients have the right to request the rectification of the personal data regarding themselves held in the personal data files of the Oulu Culture Foundation.
The rectification requests must be specific and made by a personally signed letter addressed to:
Mika Vierimaa. Head of Administration and Finance
Oulu Culture Foundation
Torikatu 18, 1st fl.
90100 Oulu
Erasure of data
The Oulu Culture Foundation may, upon request, delete the personal data of an applicant/grant and subsidy recipient/data subject from their personal data files if any of the following criteria is met:
• personal data is no longer required for the purpose for which they were collected or otherwise processed,
• the data subject withdraws their consent on which the processing has been based,
and no other legal reason for processing exists,
• the personal data have been used in an unlawful manner.
The requests must be specific and made by a personally signed letter addressed to:
Mika Vierimaa
Head of Administration and Finance
Oulu Culture Foundation
Torikatu 18, 1st fl.
90100 Oulu
More information about the rights of the data subject:
https://tietosuoja.fi/en/rights-of-the-data-subject