Management tool (Gruppo) used for the Pool of Experts
Name of register
Finnish Art and Culture Agency’s management tool for the Pool of Experts
Controller and contact information
Name: Finnish Art and Culture Agency
Address: Kaikukatu 2 C, FI-00530 Helsinki
Postal address: P.O. Box 1001, FI-00531 Helsinki
Switchboard: +358 295 249 000
E-mail: [email protected]
Website: www.taike.fi
Contact information for data protection officer
Purpose of processing personal data
The purpose of processing personal data is to compile the Pool of Experts of the Finnish Arts and Culture Agency and to manage the data. Grant Assessment Panels are assembled from the members of the Pool of Experts to review applications received by the Finnish Arts and Culture Agency.
Personal data is collected based on the information received through the registration form. Persons have either been nominated on behalf of a community, or they have nominated themselves for the Pool of Experts. After nominations are received, nominees are sent a supplementary contact form on which they can confirm their contact information.
Personal data is processed from the stages of compiling the Pool of Experts to communications, compiling Grant Assessment Panels, gathering statistics, collecting feedback and other communications. Personal data is not disclosed to third parties.
The basis for processing personal data is to perform the statutory tasks of the Finnish Arts and Culture Agency. The tasks of the Finnish Arts and Culture Agency are regulated by the Act on the Finnish Arts and Culture Agency (511/2025).
Personal data in the register
The following personal data about nominees is stored in the register:
- Name
- Address and country
- E-mail address
- Phone number
- Year of birth
- Gender
- Native language
- Language for reviewing grant applications
- Finnish language skills
- Previous experience in reviewing grant or funding applications
- Professional expertise in the region
- Professional role in the arts and culture sector
- Job title
- CV
- Expertise in the arts
- Other expertise
The names, region of residence and professional title of persons nominated for the Pool of Experts are published on www.taike.fi. Grant Assessment Panels are assembled separately for each call for applications.
Sources of personal data when the data has not been obtained from the data subject
When a community nominates a person for the Pool of Experts, the community provides minimum information about the nominee (first name, last name, the nominee’s expertise in various fields of the arts, region of residence, e-mail address).
Processors and recipients of personal data
Officials of the Finnish Arts and Culture Agency. Access to the register is limited to those officials whose duties include managing the Pool of Experts.
Transfer of data outside the EU or EEA countries or to international organisations
The bulk e-mail functionality provided by the Finnish company Gruppo Software Oy is used for communications for the Pool of Experts, by which the person’s name and e-mail address are also processed by a subcontractor outside the EU/EEA area to send the newsletter. However, personal data is technically protected. The agreements between Gruppo and its subcontractors contain EU standard data protection clauses.
Other personal data is not transferred outside the EU or EEA countries.
Retention periods for personal data
Data is stored in Gruppo, where it is retained for the three-year term of the Pool of Experts. After the three-year term, the data is erased unless a member of the Pool of Experts gives their consent for a further term. Data is also erased if the data subject requests it.
Rights of the data subject
The data subject has the right to obtain information from the controller about whether their personal data is being processed.
The data has the right to request:
- personal data about themselves
- the controller to rectify inaccurate and outdated personal data
- to limit the processing of their personal data
If the data subject believes that their personal data is being processed unlawfully, the data subject has the right to submit a complaint to the Office of the Data Protection Ombudsman.
Office of the Data Protection Ombudsman
Visiting address: Lintulahdenkuja 4, 00530 Helsinki
Postal address: P.O. Box 800, 00531 Helsinki
E-mail: tietosuoja(at)om.fi
Switchboard: +358 (0)29 566 6700
Registry: +358 (0)29 566 6768
Further information about submitting a complaint is available on the website of the Office of the Data Protection Ombudsman:
Automated decision-making and profiling
Personal data is not used for automated decision-making or profiling that could have an impact on the rights or freedoms of the data subjects.
Protection of personal data
The Finnish Arts and Culture Agency, as the data controller, has implemented the necessary technical and organisational measures and also requires them from the processors of personal data.