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Personal Data Register Information

1. Name of the register

Culture Bank Personal Data Register

2. Purpose of personal data processing

The register contains data concerning the Creators (service providers) and Purchasers (service purchasers) of the service in question. The register also comprises the data stored in the service user register (such as usernames and login details). The Culture Bank online service stores the usual log data related to enabling the website’s operation and resolving problems.

Professional cultural and arts field associations, companies, cooperatives, small working groups, and individual professionals resident in the following counties may register as Creators with the Culture Bank online service: Åland, South Karelia, South Ostrobothnia, South Savo, Kanta-Häme, Kymenlaakso, Pirkanmaa, Ostrobothnia, North Karelia, North Ostrobothnia, North Savo, Päijät-Häme, Satakunta, Uusimaa, and Southwest Finland. Once the registration has been approved, the Creator’s profile will become publicly visible in the online service.

Any individual or organisation requiring cultural or artistic services may register as a Purchaser in the service. The Purchasers’ profiles will not be displayed publicly in the Culture Bank. A Purchaser’s name and organisation will only be displayed when the Purchaser submits a request for tender and/or recommends a Creator or service on the platform.

The Moderator is a regional actor in the Culture Bank online service who is responsible, within their county, for approving Creators of art and culture for the Culture Bank service in accordance with jointly agreed criteria. For these criteria, visit the Culture Bank online service: Culture Bank criteria.

The Administrator is an employee of the body coordinating the Culture Bank online service (City of Tampere Public Cultural Services unit) responsible for maintenance and content production of the online service.

The City of Tampere serves as the centralised Controller for the following groups of data subjects:

  • Moderators’ user IDs/Administrator IDs/System Administrator IDs
  • Clients visiting the service website
  • Purchasers
  • User access log

The counties participating in the service and the organisations representing them listed in section 3 are independent controllers regarding Creators’ personal data.

Creators and Purchasers may request that their data be deleted from the service by contacting the Administrator through the management view in their profiles.

For the online service, visit: https://kulttuuripankki.fi/en/

Creators can use a licensed AI-based translation service (DeepL) for text translations.

3. Data controllers, office holders responsible for the register, and contact persons for the register


Åland

Controller:
Government of Åland

Office holder responsible for the register, job title and contact information:
Marc Svahnström, Government of Åland Cultural Services, marc.svahnstrom@regeringen.ax

Contact person for the register and their contact information:
Sebastian Åstrand, Lawyer in Government of Åland, sedastian.astrand@regeringen.ax


South Karelia

Controller:
City of Lappeenranta

Office holder responsible for the register, job title and contact information:
Anu Talka, Culture Director, anu.talka@lappeenranta.fi, 040 350 8111

Contact person for the register and their contact information:
Anu Talka, Culture Director, anu.talka@lappeenranta.fi, 040 350 8111


South Ostrobothnia

Controller:
Regional Council of South Ostrobothnia

Office holder responsible for the register, job title and contact information:
Jari Iso-Koivisto, Director of Administration, jari.iso-koivisto@etela-pohjanmaa.fi, 040 3563 910

Contact person for the register and their contact information:
Marjut Ojanperä, Data Protection Officer, marjut.ojanpera@etela-pohjanmaa.fi, 0400 299 745
Hanna Hangasluoma, Head of Culture, hanna.hangasluoma@etela-pohjanmaa.fi, 040 7515 610


South Savo

Controller:
City of Mikkeli

Office holder responsible for the register, job title and contact information:
Susanna Latvala, Director of Culture, firstname.lastname@sivistys.mikkeli.fi, 050 311 7204

Contact person for the register and their contact information:
Susanna Latvala, Director of Culture, firstname.lastname@sivistys.mikkeli.fi, 050 311 7204


Kanta-Häme

Controller:
Regional Council of Häme

Office holder responsible for the register, job title and contact information:
Marita Lähteenmäki, Manager, Administration, marita.lahteenmaki@hame.fi

Contact person for the register and their contact information:
Jaana Laakso, Assistant to Region Mayor, jaana.laakso@hame.fi


Kymenlaakso

Controller:
City of Kotka

Office holder responsible for the register, job title and contact information:
Tomi Purovaara, Cultural Director, 040 668 27 47, tomi.purovaara@kotka.fi

Contact person for the register and their contact information:
Tomi Purovaara, Cultural Director, 040 668 27 47, tomi.purovaara@kotka.fi


Pirkanmaa

Controller:
City of Tampere

Office holder responsible for the register, job title and contact information:
Marianna Lehtinen, Head of Public Cultural Services, 040 801 6868, marianna.lehtinen@tampere.fi

Contact person for the register and their contact information:
Pia Keltti, Senior Coordinator, 040 669 2293, pia.keltti@tampere.fi


Ostrobothnia

Controller:
Regional Council of Ostrobothnia

Office holder responsible for the register, job title and contact information:
Tarja Hautamäki, Cultural Director, tarja.hautamaki@obotnia.fi, 044 723 5007

Contact person for the register and their contact information:
Tarja Hautamäki, Cultural Director, tarja.hautamaki@obotnia.fi, 044 723 5007


North Karelia

Controller:
Regional Council of North Karelia & City of Joensuu/Culture and Sports Committee (joint register)

Office holder responsible for the register, job title and contact information:
Regional Council of North Karelia: Jarmo Heiskanen, Acting Administrative and Financial Director (firstname.lastname@pohjois-karjala.fi; 040 544 5671)/City of Joensuu: Culture and Sports Committee

Contact person for the register and their contact information:
Regional Council of North Karelia: Hannele Autti, Cultural Expert (firstname.lastname@pohjois-karjala.fi ; 050 439 8104) /
City of Joensuu: Sari Suvanto, Cultural Secretary, 050 543 1906


North Ostrobothnia

Controller:
City of Oulu, Well-being, Culture and Sports Committee &
Regional Council of North Ostrobothnia

Office holder responsible for the register, job title and contact information:
Director of Arts and Culture, City of Oulu Registry Office, Postal address: P.O. Box 71, 90015 City of Oulu, Email: kirjaamo@ouka.fi, Telephone: 08 558 410 (switchboard)
Markus Erkkilä, Planning Director, markus.erkkila@pohjois-pohjanmaa.fi, 040 685 4045

Contact person for the register and their contact information:
tietosuoja@ouka.fi
Auli Suorsa, Senior Specialist in Culture, auli.suorsa@pohjois-pohjanmaa.fi, 050 386 8443


Päijät-Häme

Controller:
Regional Council of Päijät-Häme

Office holder responsible for the register, job title and contact information:
Jari Paakkunainen, Director of Administration, jari.paakkunainen@paijat-hame.fi, tel. 044 371 9455

Contact person for the register and their contact information:
Joonas Pokkinen, Project Manager, 044 077 3466, joonas.pokkinen@paijat-hame.fi


Satakunta

Controller:
Regional Council of Satakunta

Office holder responsible for the register, job title and contact information:
Bella Ahto, Director of Administration, bella.ahto@satakunta.fi, 044 431 2530

Contact person for the register and their contact information:
Virpi Rekola, virpi.rekola@satakunta.fi, 044 711 4371


Uusimaa

Controller:
City of Espoo

Office holder responsible for the register, job title and contact information:
Tiina Kasvi, Cultural Manager, tiina.kasvi@espoo.fi, 050 3019 426

Contact person for the register and their contact information:
Kaisa Koskela, Project Manager, kaisa.k.koskela@espoo.fi, p. 040 6365 235


Southwest Finland

Controller:
City of Turku

Office holder responsible for the file, job title and contact details:
Anu Laitila, Director of Culture, P.O. Box 355, 20101 TURKU

Contact person for the file and their contact information:
Data Protection Officer, tietosuoja@turku.fi

4. Processing of personal data in the register has been outsourced under a service contract

Maintenance tasks of the electronic data systems and their servers as well as application support have been outsourced under a service contract.

☐ No

☒ Yes

5. Lawfulness of personal data processing

A)

☐ Public interest/Exercise of official authority

☒ Legal obligation

  • Moderator – Controller’s legal obligation/section 16 of the Act on Information Management in Public Administration.
  • Administrator – Controller’s legal obligation/section 16 of the Act on Information Management in Public Administration.

☒ Consent

  • Client (website visitor) – Consent managed by means of cookies on the website Kuttuuripankki.fi; consent is requested in the cookie banner.

☒ Performance of a contract

  • Purchaser – Contract performed by agreeing to the terms of use. The contract remains valid until the data subject requests the deletion of their data or for a predetermined period of time, after which the data subject is sent a notification that allows them to continue the registration, in other words the validity of the contract. If the data subject does not respond to the notification, their data will be deleted.
  • Creator – Contract performed by agreeing to the terms of use. The contract remains valid until the data subject requests the deletion of their data or for a predetermined period of time, after which the data subject is sent a notification that allows them to continue the registration, in other words the validity of the contract. If the data subject does not respond to the notification, their data will be deleted.

B)

☐ The register is a register for official activities

☒ The register is a register for a voluntary public administration task

C)

Use of the data in the register for automated individual decision-making, including profiling

☒ No

☐ Yes

Personal data in the register, data sources, and disclosures of data

6. Personal data in the register


Creator

  • Name of the data subject (mandatory)
  • Name of the association, company, or other community using the platform
  • Postal address (mandatory)
  • Municipality of residence (mandatory)
  • Telephone number (mandatory)
  • Email address(mandatory)
  • Photograph (mandatory, personal photo not mandatory)
  • Name of the organisation represented (if it is a business name) 
  • Business ID (if it is a business name) 
  • YEL insurance information
  • Prepayment register information
  • Membership of an association or union (Note: not a membership of a trade union for employees)
  • Educational background (qualification) (mandatory)
  • Information on grants/subsidies
  • Confirmation of the person being aged over 18 (Suomi.fi) (mandatory)
  • IP address (mandatory)


Purchaser

  • Name of the data subject (mandatory)
  • Name of the association, company, or other user community associated with the data subject
  • Municipality of residence
  • Telephone number
  • Email address (mandatory)
  • Confirmation of the person being aged over 18 (Suomi.fi) (mandatory)
  • IP address (mandatory)


Moderator and Administrator

  • Name of the data subject (mandatory)
  • Email address (mandatory)
  • IP address (mandatory)

7. Systems for maintaining the data in the register (name(s) of system/application)

  • Culture Bank
  • DeepL (licensed AI-based translation technology)

8. The register contains manual (paper) documents

☒ No

☐ Yes

9. Data sources of the register

  • Creators (artists and creators of culture)
  • Purchasers (commissioners of art and culture)
  • Counties and municipalities (regarding Moderators’ personal data)
  • Suomi.fi e-Identification

10. Principles of data protection

The storage, archiving, disposal, and other processing of the data are governed by filing plans, information management plans, information security and data protection instructions and other guidelines concerning retention periods. The data stored in the register are protected and can only be accessed by a person authorised to do so.

11. Disclosures of personal data in the register

Regular disclosures of data

☒ No

☐ Yes

12. Transfers of data in the register to a third country or international organisation (outside the EU or the European Economic Area (EEA))

☒ No

☐ Yes

13. Storage periods of personal data/Storage period specification criteria

Creators’ and Purchasers’ data are stored until the data subject requests that the data be deleted. Administrators’ and Moderators’ data are stored while they are active in these roles.

The user ID and the personal data of a user registered with the Culture Bank online service linked to it will be automatically deleted if the user has not logged in to the service for two (2) years.

14. Use of cookies in the online service

The online service uses cookies and similar technologies to improve user experience, ensure the functionality of the site, and analyse site use.

Cookies contain a technical identifier that allows the browser or device to be recognised. Depending on the cookie type, cookies are stored for the duration of the session, for 30 minutes, one year or two years. For example, cookies are used to store:

  • the user’s cookie settings (consent/rejections),
  • technical information of the browser and device (incl. operating system, browser version),
  • statistical data on website use (incl. number of visits, pages browsed, duration of the visit).

The following types of cookies are used in the online service:

  • Essential cookies – Enable the basic functions of the site (incl. saving cookie settings, login cookies).
  • Analytics cookies (Matomo Analytics) – For monitoring and developing website use. Matomo is used to collect statistical data on how users navigate the site. The data are not used to identify individual users.
  • YouTube/Google cookies are required to display YouTube videos on the website. The videos are added via embed links provided by users, and no additional plugins are used.

The user can manage and change their cookie settings at any time using the cookie tool and their browser settings.

15. Data subject’s rights

Should you wish to exercise your rights as a data subject, please get in touch with the Controller’s contact person. Read more about the data subject’s rights: https://tietosuoja.fi/en/rights-of-the-data-subject