- Controller
Name: The Riitta and Jorma J. Takanen Foundation (the Foundation).
Business ID: 1937654-2.
Postal address: Haikolantie 20, 85410 Sievi. - Name of the register
Grant applicant register of The Riitta and Jorma J. Takanen Foundation. - Person in charge of the register
CEO of the Foundation Jarmo Rankinen.
E-mail address: asiamies@rjtsaatio.fi.
Phone number: +358 40 588 5511. - Purpose of processing personal data and legal basis
The register is for grant decision-making, processing awarded grants and contacting applicants as well as monitoring and developing electronic services relating to the application process.
Information provided in grant applications and data related to grant payments and the progress of research projects and their final reports are filed in the register.
Details of applicants and applicant groups provided by applicants are filed in the register. Applicants may nominate also referees and information regarding these referees given by applicants is filed in the register.
In addition to this, information related to payments as well as data regarding applicants´ activity in the grant portal, technical and log information and communication between an applicant and the controller over the portal are filed in the register.
The legal basis of the filing and handling of the information in the register is an applicant´s consent to this procedure and statutory obligations of the controller. Also filing of information regarding other persons is based on consents given by these persons. Applicants must check from their referee in advance whether data on their personal data as a referee may be recorded in the system.
To process an application an applicant has to provide information mentioned in the application form and its appendices. If this is not the case, the application is not processed further.
The minutes of the Foundation’s board meetings include basic information about an applicant (excluding personal identity number and payment-related data), an application as well as the decision regarding the application. The legal basis for this is the requirement under Section 3:6 of the Foundations Act to keep minutes of board meetings. In addition, pursuant to Section 4.1, Paragraph 3 of the Data Protection Act, personal data may be processed in accordance with Article 6(1)(e) of the General Data Protection Regulation if the processing is necessary for scientific or historical research purposes. - Recipients of personal data
Personal data will be disclosed to CEO and the board of the Foundation, referees nominated by an applicant, evaluators of grant applications nominated by the Foundation, persons giving technical support, persons executing grant payments and auditors of the Foundation. The information is disclosed on the need to know basis only. - Protection of the register
The user right to the system requires a personal user ID.
The administrator provides each user a relevant access level of the register.
To log to the register a personal password is needed. The connection is encrypted by a SSL-protocol. The process to log in and to use the register is monitored. The information is gathered to databases that are protected by different kind of technical methods. The servers of cloud services are located in locked-up premises to which access is controlled. Only certain pre-authorised persons have access to the data. - Data retention periods
User IDs and personal data related to them:
● User IDs will be retained as long as an applicant has unfinished applications.
● If a user ID has been unused for more than two years and a user has no active applications the user ID will be deleted from the register.
Unfinished applications:
● Unfinished applications may be deleted from the register by an applicant herself/himself
● The controller will delete unfinished applications from the register in 12 months after the relevant application period has ended.
Evaluation information regarding applications:
● Evaluation information will be deleted in three months after the decisions on grants have been made.
Rejected applications:
● The controller deletes or anonymizes rejected applications in two years after the decision has been made, unless otherwise specified below. When anonymizing all the personal data will be deleted.
● The information recorded in the minutes of the Foundation’s board meetings will be retained permanently in order to fulfill the requirements set by Foundation Act.
Approved applications with appendices and additional information:
● The controller deletes account numbers and social security numbers in two years after a report on usage of a grant has been approved.
● Other information will be stored perpetually for the Foundation´s history and statistics purposes.
● The information recorded in the minutes of the Foundation’s board meetings will be retained permanently in order to fulfill the requirements set by Foundation Act.
Messages:
● Messages related to an application will be removed when a relevant application is removed or a message is regarded unnecessary. - Data subjects´ right to access their personal data
Users´ user IDs:
An applicant is entitled to access the register and view all the information the applicant has provided in the register by previewing the application form. All the contact information may be viewed and updated, if needed, in Settings – Personal Data
Grant applicants and grant recipients are entitled to have inaccurate personal data corrected in the Foundation’s register. The request for rectification must be made in writing and duly specified to CEO of the Foundation using an internal message of the application system or by e-mail.
However, an applicant has no right to get information regarding an application evaluation process or data or information gathered for statistics purposes.
An applicant has a right to cancel an application, and if this is a case the application process is stopped.
If a decision on an application has already been made, all the information will not be deleted from the register.
An applicant may take a pdf-copy of an application for personal purposes.
If a data subject considers that her/his personal data is not processed legally, she/he has the right to file a complaint with the supervisory authority. - Disclosure of data
Personal data may be disclosed to authorities, such as the Finnish Tax Administration and the Farmers’ Social Insurance Institution Mela, only within the limits permitted by law.
The controller notifies the Tax Administration of detailed information on the grantee and the grant as annual notifications.
The awarded grantees, grants and possibly a summary of a research may be published on the Foundation´s website and in the Foundation´s annual report.
The controller may also disclose personal information related to awarded grants to foundations and other institutions awarding grants.
WEBSITE PRIVACY STATEMENT
The Riitta ja Jorma J. Takanen Foundation sr (“the Foundation”) is committed to protecting your privacy and personal data. The Foundation adheres to the Personal Data Act (523/1999) and other relevant regulations when processing personal data. This Website Privacy Statement provides information on how the Foundation, and its representatives process personal data related to this Website and the Foundation’s other online services. We ask that you read this Privacy Statement before using the site. If you do not accept this Privacy Statement, we assume you will discontinue use of the site.
Processing of personal data
The Foundation does not collect or store your personal data in any section of this Website. The Foundation collects personal data related to grant applications available on the Website for the purpose of fulfilling its mission, but such collection requires that the grant application is filled out by the grant applicant themselves. For more detailed information about the processing of personal data collected via a grant application, please refer to the privacy policy for the grant applicant and recipient register, available on the Foundation’s Website.
Cookies
The Foundation uses cookies on this Website to collect statistical data about users and how the site is used. A cookie is a small text file sent to and stored on the user’s own computer. Cookies do not damage the users’ computers or files. Cookies provide the Foundation with information about how and when you have used the site and help us to develop the site to provide better service. Users may choose to disable cookies in their browser settings. If this feature is disabled, it may result in slower service or prevent access to certain sections of the Website. The Foundation uses Google Analytics visitor tracking on the Website. Through this service, we collect anonymous statistics about Website users with the aim of improving its content. Google Analytics provides us with the following information:
- the daily number of visitors to the Website
- the geographical location of visitors
- which sections of the Website users have viewed
- how visitors arrived at the Website
- the devices visitors have used to access the Website (computer, smartphone, tablet)
- the relative ratio of new and returning visitors to the Website
The Foundation does not collect or store any information about users via Google Analytics that would allow individuals to be identified, nor does the Foundation combine information obtained via the Website with data received in connection with grant applications. You can prevent visitor tracking with the Google Analytics opt-out feature https://tools.google.com/dlpage/gaoptout.
Links and connections to other websites
The Foundation’s Website may contain links and connections to third-party websites. By opening a link, you may allow third-party website cookies to be stored on your computer, allowing the site administrators to monitor usage of that website. Third-party websites are governed by the privacy, usage, and other terms defined by each respective website administrator. The Foundation has no control over third-party websites and is not responsible for any material published on or the use of those sites.
Updates to the privacy statement and right of inspection
This privacy statement was last updated on 3 September 2025. As the Foundation is continually developing its Website, we reserve the right to make changes to this statement. We encourage you to check this Privacy Statement for any changes from time to time on our Website. You may contact the Foundation at any time to check whether we hold personal data about you and what information we may have. For more details on the rights of registered persons, refer to the privacy policy of the Foundation’s grant applicant and recipient register. Inquiries related to the Website’s Privacy Statement can be sent to: Riitta ja Jorma J. Takasen Säätiö sr, Haikolantie 20, 85410 SIEVI, asiamies@rjtsaatio.fi.
