Mediabank

 

1. Controller

University of Turku
FI-20014 TURUN YLIOPISTO
tel. +358 29 450 5000
fax +358 29 450 5040
mediabank@utu.fi

2. Person in charge of the controller

Rector Jukka Kola

2a. Person in charge of the register

For the Registry:

Head of Records Management Laura Salmi
Records Services
FI-20014 TURUN YLIOPISTO
+358 50 441 7534
mediabank@utu.fi

For the University Communications:

Graphic Designer Suvi Harvisalo
University Communications
FI-20014 TURUN YLIOPISTO
+358 40 739 3114
mediabank@utu.fi

For the Archives of History, Culture and Arts Studies (ACS Archive):

University Teacher Kirsi Hänninen
Archives of History, Culture and Arts Studies (ACS Archive)
FI-20014 TURUN YLIOPISTO
+358 50 3568742 (mon-wed at 9am-3.30pm)
hktarkisto@utu.fi   

2b. Contact persons for the register

Same as the persons in charge of the register

2c. Contact information of the Data Protection Officer

dpo@utu.fi, +358 50 490 7736

3. Purpose of processing personal data

The photographs of the University of Turku are handled for the purposes of communication and general archiving.

The photographs can be used in marketing the research and education of the University of Turku,communicating the activities of the University as well as for teaching and research purposes.

Terms of use in the mediabank:

1. The user of the photo has to download the photograph from the media bank and accept the terms and conditions at the same time. Concurrently, the user agrees not to hand over the materials or their copies to third parties. It is the responsibility of the user to dispose of the downloaded files.
2. The media bank provides photographs for one purpose at a time. If the user wants to use the photos for a second purpose, they have to be downloaded again.
3. Using the photographs for commercial purposes is prohibited.
4. The photographer or studio (if known) and the University of Turku have to be indicated as the source of the photograph.
5. The published photos cannot be altered, e.g. with digital image processing tools, without a separate agreement with the photographer and/or the Archives. If the photographs are altered, it has to be separately mentioned in the publication.
6. The University of Turku does not charge a fee for using the photographs. Instead, the user is aware of the copyright issues when downloading the photographs and is prepared to pay a possible copyright compensation to the holder of the copyrights. The University of Turku is not responsible for users' possible infringements of terms and conditions or copyrights.
7. The user also has to take into consideration the limitations set by the General Data Protection Regulation (GDPR) and data protection legislation, the purpose of which is to protect people's private lives and the basic rights that guarantee privacy.
8. If the photographs are used in a publication, the University requests that a copy of the publication which contains the material is sent to the Archives.

A user who has registered to the Mediabank can order photographs from the Archives with an order form. The form also functions as the agreement for using the photograph between the user and the Archives.

The Archives of History, Culture and Arts Studies (ACS Archive) contains the collections of the School of History, Culture and Arts Studies of the University of Turku created for the research and teaching carried out in the units. The ACS Archive is a research archive and the materials can be used in scientific studies and teaching. The collections include photographs, interviews, videos and documents. Users can order the materials for appropriate use from the Mediabank. The order form functions as an agreement for using the materials between the user and the ACS Archive and it binds the user to the terms of use.

 

4. Legal basis for the processing of personal data

• The General Data Protection Regulation (GDPR) (EU 2016/679 6 article 1 paragraph) and Data Protection Act (1050/2018 4 §)
  • a task carried out in the public interest and the exercise of public authority
  • the controller's legal obligation
  • Contract
  • Consent
• Universities Act 558/2009
• Archives Act 831/1994
• Act on the Openness of Government Activities 621/1999

5. Legitimate interests of the controller or a third party

• None

6. Content of register and retention period of personal data

Metadata of the photographs:

• Subject (can be a natural person)

• Photographer (natural person)

• The names and possibly professions of the people in the photograph

• Name of the person who provided or gave the photograph

Order form/Terms of use agreement:

• User name

• Purpose of use

• Name

• Email

• Telephone number

• Address (not mandatory information)

Consent form

• username (in Utuforms)

• Name and signature of the photographed person (paper forms)

The photographs that centrally picture the University’s activities are retained permanently (decision of the National Archives, KA296/43/04). The photographs that are retained permanently are transferred to the mediabank or to the University’s Central Archives. Other photographs are retained for a fixed period. The determination of value is made when the material is archived.

Consent forms are retained as long as the photograph.

Metadata of the ACS Archive:

• Subject (can be a natural person)

• Photographer/author (natural person)

• Date and location

• Personal information of the people in the material. The information varies case-by-case and it can include: name, profession, date of birth, time of death, birthplace, place of residence, education, marital status.

• Restriction on use

• For digitised materials, information on the original material and on digitisation

Order form/Terms of use agreement:

• User name

• Purpose of use

• Name

• Email

• Telephone number

• Address (not mandatory information)

7. Used IT systems

Mediabank, Utuforms, network drives, email, Konsta, RT-request tracker

8. Regular sources of data

Photos and their metadata:
Photographs created as part of the University's activities or on the University's activities. Some photos have been donated to the University.

Information related to the photographs: as a result of the Controller's own activity and research, from documents, archives, registered users, and persons providing materials.

The information on the order form/user agreement disclosed by the person who orders the photograph.

Information on consent form provided by

• In Utuforms, the single sign on system of the University of Turku

• Signed paper form

• Information provided by the registered user in Konsta

For the ACS Archive:
Materials that have been created as the result of the activities of the units of the School of History, Culture and Arts Studies and which are meant for research and educational purposes. Information related to the materials as a result of the research and education conducted at the Unit, registered users, archives, and persons providing materials.
The information on the order form/user agreement disclosed by the person who orders the material.

9. Regular destinations of disclosed data

Anyone can download photos from the general Mediabank after accepting the terms of use. Registered users can order photographs after accepting the terms of use.

The forms are stored on university's request tracker and the Unit's network drive which can only be accessed by the personnel of the Records Services. Data is disclosed

• to the person in question upon request pursuant to Section 11 of the Act on the Openness of Government Activities

• on a document pertaining to the individual pursuant to Section 12 of the Act on the Openness of Government Activities

• Data is not disclosed to third parties

For the ACS Archive:

The digitised photographs and their metadata, apart from the personal data of the people in the photo, of the ACS Archive are visible in the ACS Archive Mediabank for registered users. Photographs cannot be downloaded. Registered users can order photographs after accepting the terms of use. Only the metadata, apart from the personal data of the people in the material, are displayed of other digitised materials. Registered users can order materials after accepting the terms of use.

The information on the order form is automatically emailed to the ACS Archive so that the personnel can help the customer. The forms are stored on the Unit's network drive which can only be accessed by the personnel of the ACS Archive.

• to the person in question upon request pursuant to Section 11 of the Act on the Openness of Government Activities

• on a document pertaining to the individual pursuant to Section 12 of the Act on the Openness of Government Activities

• Data is not disclosed to third parties

10. Transferral of data outside the European Union or the European Economic Area

Data is not transferred outside the European Union or the European Economic Area by the University. Anyone can download photos from the general Mediabank after accepting the terms of use.

ACS Archive: Data is not transferred outside the European Union or the European Economic Area by the University.

11. Principles of protection of the register

Personal data managed by the University is protected as part of the regular data security management. The University’s data management is based on user rights that are dependent on the person’s role and position at the University as well as on user rights granted by the persons in charge of the registers when necessary. The validity of user rights is checked daily. The University’s IT systems and services have been secured according to the good practices in the field from unauthorised access, and their function is sufficiently ensured and life cycle controlled.

ACS Archive:

A) The manual collection is stored in the the Archives of the School of History, Culture and Arts Studies. Only the personnel of the Archive can access the materials.

B) Electronically processed data: The information in the register has been saved in the Controller's system which is protected with a user name and password. The data network and servers where the register is stored are protected with a fire wall and other technological measures. The electronic data processing equipment is kept in a locked and supervised facility. Unit personnel who need the information for their work have user rights to the register.

C) The digitised photographs and contents of the ACS Archive can be viewed in the ACS Mediabank and are available for registered users. Registered users can order materials after accepting the terms of use. The personal data of the people in the photographs and materials are not displayed in the ACS mediabank.

Principles of personal data protection is described athttp://www.utu.fi/en/unit/university-services/it-services/information_security/Pages/Data-Security-Description.aspx

12. Rights and duties of data subject

The data subject has the right to access their personal data retained by the the Data Controller, the right to rectification or erasure of data, and the right to restrict and object the processing of data. The right of erasure is not usually applied to personal data that the University processes under a legal obligation or out of public interest, or to which the University has another duty to retain.

The data subject has the right to lodge a complaint with the supervisory authority.

The aim is to always disclose the data concerning the data subject in a well-organised, generally used format that is machine readable.

The contact person in matters regarding the rights and obligations of the data subject is the Data Protection Officer, whose contact information is listed at the beginning of the privacy notice.