The JYX repository of the Ģ��ֱ�� – Privacy notice

Privacy notice of the institutional repository of the Ģ��ֱ�� (JYX).

Published

23.8.2023

What should you know about the processing of your personal data?

The Ģ��ֱ�� collects personal data about you to carry out its duties. You have rights to this data, such as the right to access the data and the right to be sure that it is stored securely and only for the necessary time. Above all, you have the right to know the following:

what information we collect about youand why,
for how long, and where we keep this information, and
to whom we share this information.

All of these points are explained in this privacy notice.

How to find the information you are looking for?

We have created this privacy notice to be as easy as possible to use and understand. That is why you will find the key points summarised under each section. If you are interested in knowing more, please follow the links in the sections or contact the data protection officer of the Ģ��ֱ��.

Contact the data protection officer

Why we process your personal data?

JYX – The institutional repository of the Ģ��ֱ�� publishes, distributes, and saves the University’s publications and related data. Basic information of the public content of the repository is available through open interfaces, which are used by national and international open-access publication portals (e.g. Finna, OpenAire, BASE, National Sports Research Database). The purpose of the repository is to make scientific information openly available worldwide.

The use of the JYX repository does not require registration. Registration is only possible for people who manage and supervise the service. The repository contains their personal information only required for the registration (name, email address).

What data we process and how long?

The archive aims to long-term storage of publications produced at the University, so personal data included in the repository materials and related to publications are kept on a permanent basis.

The JYX repository contains information about publications and other data sets produced by the staff and students of the Ģ��ֱ��. The repository only deals with personal information related to different types of publications and research data.

The publication archive does not process any sensitive data. No data are used for profiling purposes.

To get more information about what personal data we collect and how long we keep certain information, check the sections below.

Publications: Author, authors’ affiliation (faculty, department, subject), information on the research project and funder related to the publication and, if available, a personal identifier (ISNI, ORCID).

Registered users/data depositers: Name and email address.

Repository users: Log information is collected from the use of the service, including an IP address, a downloaded document, and a timestamp. Log data is used to compile usage statistics on JYX publications, for example, by indicating how many times certain publication has been downloaded.

Main sources of data

The University’s research information system Converis

Information available in the publications
The library system
Data that the person him/herself has submitted to the Open Science Centre

What rights you have and how to exercise them?

You have the following rights:

Right to access your data.
Right to have any incorrect information corrected.
Right to have your data erased (right to be forgotten), in certain situations.
Right to restrict processing.
Right to have the responsible unit inform the party to which your data is disclosed of your data being corrected, erased, or the processing being restricted.
Right to object processing, e.g. direct marketing.
Right to have your data transferred from one system to another, when processing is based on an agreement or your consent.
Right to be notified of any information security breaches resulting in a high risk.
Right to file a complaint with the supervisory authority.
Right to withdraw consent

You can exercise your rights by sending a request to the university's Registry Office. You can use the form on the Registry Office's website or send your request informally. Keep in mind that withdrawing your consent doesn’t change the processing that happened before the withdrawal.

Get to know your rights

Use the form of the Registry Office

Send an informal request to the Registry Office

Who can access your personal data?

Processing rights for personal data are held by the administrators of the JYU Open Science Centre. As for data transfers, etc., personal data are processed also by the specialists of JYU Digital Services. The servers are located at the Ģ��ֱ��.

The personal data of registered users is held by the Ģ��ֱ��.

Also, the service providers we use can access your personal data in their role as data processors. However, these providers do not actively process your personal data, but they have access to it for maintenance reasons.

Learn more about data processors

To whom we transfer your data?

Publication-related Data are published in the open institutional repository , where they are publicly available for readers. Based on requests through various interfaces (RSS, OAI-PMH), the repository may produce lists and catalogues of publications or other material in the archive, which can then be distributed to any websites.

Publication-related personal data are published in the open access repository, where they are publicly available worldwide.

The data of registered users is processed only at the Ģ��ֱ��.

On what basis we process your personal data?

We process your personal data based on legal grounds, agreements, or your consent. If you want to dive deeper into our legal bases, such as the relevant legal provisions, you can find more information through the menu below.

Processing is based on the main task of the university set out in section 2 of the Universities Act (558/2007) and its implementation, and in Article 6.1(c) and 6.1(e) of the EU General Data Protection Regulation.

The University processes, compiles statistics on, analyses and publishes personal data related to the University’s research and societal interaction in order to perform its tasks in accordance with the Universities Act, Section 2. Data from research activities are public. The University communicates actively about its research activities in accordance with responsible conduct of research. The JYX repository contributes to this policy.

Authors of the deposited publications (theses, serial publications published by the Ģ��ֱ��) have signed a publishing agreement. With this agreement the author has given the permission to publish the publication in the JYX repository.

How to contact us?

If you want more information about the processing of your personal data, do not hesitate to contact our data protection officer via email or phone (+358 40 805 3297).

Contact our data protection officer

Contact information of units

Below you find the contact information of the responsible unit. If you wish, you can directly contact the responsible unit instead of the data protection officer.

If you want to exercise your rights (withdraw your consent for example) you can contact the Registry Office by email:

Send a request to the Registry Office

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