Data protection statement and privacy notice for research participants – Performing the Political project’s video material
Data protection statement and privacy notice (EU 2016/679, articles 12–14, 30). Date of preparation: 1 October 2024.
Information for research participants about the project and the video material
You are participating in a research project that aims to expand the notion of the political in music professionalism by promoting eco-artistic imagination and transformative systems thinking within higher music education.
In the second phase of the research, artistic-pedagogical interventions will be carried out with teachers and students in performance degree programmes at the Sibelius Academy of the University of the Arts Helsinki and with external partners. The public outputs, ie. performances of the interventions will be recorded on video.
The video material of the public outputs of the research project can be used for research communication, project-related teaching and development activities, and as illustrative material for lectures. In addition, edited videos may be published on the project website.
The purpose of this privacy notice is to provide information about the video material that will be made available to the public, and the personal data that will be processed in them. In addition, you will be informed where the personal data come from and how they will be used in the videos published by the project.
As with participation in the research project, consent for the publication of the videos and any personal data that may be identified in them is voluntary.
1. The data controller of the research and contact details of responsible researchers
- Principal investigator (PI): Tuulikki Laes, Academy Research Fellow, Research Institute, Uniarts Helsinki, tuulikki.laes(at)uniarts.fi, +358407104373. The PI is responsible for publishing the videos and complying with regulations on the processing of personal data.
- Contact person: Taru Koivisto, Postdoctoral Researcher, Research Institute, Uniarts Helsinki, taru.koivisto(at)uniarts.fi, +358503141302. The contact person answers questions about the video material to be published.
The persons who appear in the published videos can make all inquiries related to the processing of personal data in this privacy notice to the responsible persons above, who have the right to process personal data related to this privacy notice.
2. Contact details of the Data Protection Officer
The University of the Arts Helsinki Data Protection Officer can be contacted by email: tietosuoja(at)uniarts.fi
3. Description of the research project
Performing the Political: Public Pedagogy in Higher Music Education research project aims to expand the notion of the political in music professionalism by promoting eco-artistic imagination and transformative systems thinking within higher music education.
Following the idea of public pedagogy, the project will implement alternative performance practices in collaboration for example with folk music, jazz, classical, music technology, and global music programmes. Through participatory processes, the research project will co-create new knowledge and shared systemic visions for the reinforcement of music professionalism and socially relevant, responsible higher music education policies.
Artistic-pedagogical interventions
In the second phase of the project, 2–3 artistic-pedagogical interventions will be carried out with teachers and students in performance degree programmes at the Sibelius Academy of the University of the Arts Helsinki and with external partners. The interventions will last approximately 3–4 months and will, as far as possible, be integrated into the existing study modules in the programmes. The participatory processes of the interventions will be observed and their public outputs will be recorded on video. Individual and group interviews can also be conducted in connection with the interventions.
Identifiable video data
Research data will be analysed qualitatively and, with the exception of video data, the analysis will always be carried out on anonymised or pseudonymised data. This means that the video data will be identifiable throughout the project period, i.e. the persons appearing in the data may be identified, for example, by voice or face (see paragraph 10). Identifiable video data will be processed and analysed by the project researchers mentioned above, who are entitled to process personal data and have access to the video data.
Identifying personal data
The outcomes of the research project include peer-reviewed scientific publications, conference and seminar presentations, participatory citizen panels and educational materials, where research material can be cited with any identifying personal data removed from the material. Throughout the research project, participants will be instructed that video material or workshop outputs should not contain sensitive personal data. Any sensitive personal data that may appear during data collection will be removed from the video material based on the assessment of the principal investigator (TL) and will not be used in the published videos.
4. Personal data to be collected and processed
In the second phase of the research project (Intervention study) the recording of video material of the participatory interventions, ie. public presentations of the interventions, will generate identifiable personal data. This will be communicated to the participants of these interventions both when they sign the research consent forms (a separate document) and when they sign the consent forms for the public use of the videos.
5. Processors of personal data
- the above-mentioned project researchers (TL and TK)
- video editing software
- professional video editor
6. Personal data processed in the research
The people in the video material are students and teachers of the University of the Arts Helsinki, who have been selected to participate in the interventions through courses and study modules taking place at the university during the academic year 2024–2025. Other potential participants have been invited through the general email lists and other existing information and communication channels of the University of the Arts Helsinki, as well as through networking techniques and snowball sampling where appropriate.
The video recordings of the intervention outputs, such as the public presentations, will create a personal data register of the participants in the study. The password-protected video recordings are identifiable and remain identifiable throughout the study. The University of the Arts Helsinki will ensure the secure storage of the recorded, identifiable video material (for the research purposes) and the archived public video material (covered by this privacy notice and the accompanying consent) during the analysis phase. The data will not be combined with other data, such as register data. Furthermore, the research is not intended to assess your personal performance or characteristics, but the video data used for the research purposes will be examined and evaluated in the context of a broader scientific study.
7. Legal ground for processing personal data in research/archiving (Archives Act 831/1994)
Personal data is processed on the basis of the General Data Protection Regulation (EU Data Protection Regulation [EU 2016/679], Article 6, 1a). This is based on the explicit consent of the individual (Articles 6 and 9).
8. Transfer of personal data outside the EU/EEA area
In principle, personal data collected during the survey will not be transferred to countries outside the EU/EEA. Personal data will be treated confidentially and carefully. When using any external video editing services, responsible project researchers will discuss with the service provider the restrictions on the transfer of personal data and, if necessary, enter into a DPA (Data Processing Agreement).
9. Protection and identifiability of personal data, duration of processing
The personal data processed in the video material will be protected by a username and password and the video data used for research purposes will be destroyed once the entire research project is completed, at the end of the archiving obligation specified in the Data Management Plan. Members of the research team have undergone data protection training. A prior ethical review of the research has been carried out.
This information of the research and privacy notice are accompanied by video material published by the project, which will be used for project-related communication, teaching and lectures. Not all personal data can be protected in this video material. For example, a person may be identifiable by his/her voice or face. The video material published by the project and used for communication, teaching and lectures will not be destroyed and will be stored in a system maintained by the University of the Arts Helsinki after the end of the project. The material will therefore be archived in an identifiable form with the explicit consent of the participants in the intervention.
10. Rights of the data subjects and derogation of the rights
According to the General Data Protection Regulation, data subjects (ie., research participants) have the right to access their data, rectify data, request the erasure of the data and to be forgotten, request to restrict data processing, transfer data from one system to another, object to data processing and not be subject to automated decision-making.
The rights described in this paragraph may be derogated from in certain individual cases on the grounds laid down in the General Data Protection Regulation and the Finnish Data Protection Act, to the extent that the rights prevent the fulfilment of a scientific or historical research purpose or a statistical purpose or make it very difficult to achieve such a purpose. The need to derogate from these rights will always be assessed on a case-by-case basis, but in principle, no derogation from these rights will be made in the processing of video data in this case.
No possibility to review and correct the material after consent
The video material recorded during the study, i.e. the public presentations of the interventions, will be stored and archived in an identifiable format, which means that the participant can be identified. As other participants are also identifiable from the video, there is no possibility to review and correct the video material after the research consent has been granted by the participant. Participants also do not have the possibility to request the removal of the video footage, as this would require the removal/deletion of the entire video and would significantly complicate the conduct of the study.
The data subject has the right to lodge a complaint, in particular in relation to the supervisory authority of the place of residence or work, if he or she considers that the processing of personal data infringes the EU General Data Protection Regulation (EU) 2016/679. In Finland, the supervisory authority is the Data Protection Ombudsman.
The processing of personal data covered by this privacy notice is not subject to profiling. A Data Protection Impact Assessment (DPIA) has been carried out as part of the implementation of the processing principles under the GDPR. The DPIA examined the collecting, protecting, and processing of personal data, the risks associated with the processing and the means of managing them, as well as the implementation of the processing principles under the GDPR, in particular in relation to the project´s video data. Both the data protection impact assessment and the privacy notice will be reviewed and, if necessary, updated on an ongoing basis.
Contact details of the Data Protection Supervisor
Office of the Data Protection Ombudsman
Address: Ratapihantie 9, 6th floor, 00520 Helsinki, Finland
Postal address: P.O. Box 800, 00521 Helsinki, Finland
Freephone: 029 56 66700
E-mail: tietosuoja(at)om.fi