17 May 2021

You have been invited to participate in a research study. You can discontinue your participation in the study at any time. Should you discontinue your participation, you will not be subject to any negative consequences, but information gathered from you up until the point of cessation of your participation may be used in the study according to this Privacy Notice and the applicable data protection legislation.

1. Purpose of the research study and data gathering
You are invited to participate in co-design workshops, designed to develop and further support Performance Oriented Research Methods for audience studies and exhibition evaluation (PORe). In these workshops we gather personal anecdotal material — in the form of autobiographical accounts, descriptions, interpretations, performances, reflections and stories — associated with the exhibitions created and organized in the framework of the Beyond Matter project. The research study will be carried out by Aalto University.

2. Personal data to be processed
a) Name if you wish to be credited for video materials recorded during these sessions
        OR we will use a pseudonym, if you do not wish to publish your name in connection of the material
b) Photograph or video, to be altered so that your face is not recognizable, unless you directly request
        to be recognised ("Avatars and Poetry" workshop will take screen recordings or screenshots of     
        participants as avatars, not of real faces)
c) Gender
d) General age group
e) General education level
f) Profession
g) Home municipality
h) Original language (mother tongue)
i) Autobiographical narratives
j) Narrative texts describing heritage and popular traditions
3.  Data will be collected from the following sources:
a) Personal data will be collected from PORe Workshops co-design participants.
b) User experience data from personal accounts of PORe Workshops participants.
4. a) Personal data will be processed and analysed in the following manner
As a participant, you make decisions on the manner you wish to participate in sharing autobiographical accounts, descriptions, interpretations, performances, reflections and stories. If you wish to be named as author of these works, these works will be published with your name.
You can choose, that this data will not contain your name and immediately at the point of collection, a pseudonym will be given during the co-design workshops. This pseudonym will be used throughout the study.

b) The purpose of the research study
The research aims to develop performance-oriented research methodology for audience studies and exhibition evaluation (PORe), to develop technologies that support the process of interpretation and reflection, and to further develop the knowledge about and accessibility of European heritage. The research will collect new knowledge on European cultural heritage in form of personal interpretations and stories. The collected data will be archived at Aalto University and may be used as material for creative reuse in the context of the Beyond Matter project, documentation of research processes, reporting as well as for scientific research, academic and journalistic expression.

c) Effects to data subjects
Our hypothesis is that students, academic community and museums stand to benefit from increased understanding of collaborative and pedagogical processes brought together in the Beyond Matter project. We expect that the data might have a positive impact regarding the collaboration between universities and museums, and that it might uncover types of the support needed in similar collaborations. The handling of research data in the study is designed with the principles of data minimisation and privacy by default.  Vulnerable participants can choose to participate with pseudonyms and facial features will be blurred if the participants wish, thus mitigating the possibility for negative effects to data subjects.

d) Legal basis for processing personal data
The processing of personal data is required for the performance of a task carried out in the public interest, namely scientific research and for academic and journalistic expression. Legal basis for processing is GDPR  Art 6.1  (e) processing is necessary for the performance of a task carried out in the public interest, GDPR Art 9.2 (j) processing is necessary for scientific research purposes and Data Protection Act (1050/2018) Section 4, Lawfulness of processing, Personal data may be processed in accordance with point (e) of Article 6(1) of the Data Protection Regulation if: 3) the processing is necessary for scientific research purposes and it is proportionate to the aim of public interest pursued.

5. Controllers of personal data
The research study will be carried out by controllers of data in this research study, Aalto University Foundation sr.

6. Sharing of Personal Data
Sharing of personal data shall be carried out in accordance with privacy legislation. The rights and privacy of the individuals is safeguarded with agreements with third parties. Aalto University will not share the personal data obtained during this study with third parties, unless it is granted explicit permission from a participant to do so.

7. Transfer of Personal Data to Non-EU/EEA countries
Special care for privacy is taken when transferring personal data to countries outside of the European Union and the European Economic Area, particularly where those countries do not provide data protection regulation according to the standards set by the GDPR. These transfers of personal data are conducted according to the GDPR, utilizing standard contractual clauses or other appropriate safeguards.

8. Storage period of data and anonymisation
All data deemed for preservation by the Aalto University will be stored in a safe and accessible place, in accordance with European Code of Conduct for Research Integrity first guideline, which recommends archiving for 5-10 years. Other data of a personal nature that is not anonymised will be erased/destroyed at the end of the project.

9. The rights of the study participant in a scientific study
According to the General Data Protection Regulation (GDPR), data subjects have the right

• to obtain information on the processing of their personal data
• of access to their data
• to request rectification of their data
• to request restrict the processing of their data
• to object to the processing of their data
• right to erasure, if research data have been unlawfully processed and processing is no longer necessary for archiving purposes in the public interest, scientific research purposes or statistical purposes and erasure of research data will not render impossible or seriously impair objectives of scientific research.

The processing of personal data is based on a research plan. A data impact assessment on this processing has been made.


10. Contact information

Principal Investigator
Dr. Lily Diaz-Kommonen
Professor of New Media
Aalto University,
School of Arts, Design and Architecture,
Department of Media
lily.diaz@aalto.fi 

The Data Protection Officer of Aalto University is data protection officer of this research study and can be approached if you as participant have questions or demands related to the processing of personal data. Data Protection Officer is Anni Tuomela, phone number: 0947001 Email: ietosuojavastaava@aalto.fi

If the research participant sees that their data has been processed in violation of the General Data Protection Regulation or data protection legislation, the participant has the right to lodge a complaint with the supervisory authority, the Data Protection Ombudsman (see more: tietosuoja.fi).

Principal Investigator

Dr. Lily Diaz-Kommonen

Professor of New Media
Aalto University,
School of Arts, Design and Architecture,
Department of Media
lily.diaz@aalto.fi