The General Data Protection Regulation, a new important regulation for the protection of personal data, came into force in May 2018. It entails improved rights for you to determine how your personal data is processed.
The Institute for Futures Studies [IFFS] is the controller of the personal data processed within the Institute for which the Institute determines the purposes and the means of the processing.
We process personal data for the following purposes:
The personal data (name, organization, e-mail), which is provided when subscribing to our newsletter and/or to invitations to seminars, are processed only for the respective specific purpose for which it was provided. Should you choose to unsubscribe from either type of mailing-list, your personal data will be erased.
Upon registration to a seminar, your personal data will only be processed for as long as is necessary to administrate the seminar, for instance in regard to compiling a list of participants, providing an evaluation inquiry or similar administrative tasks.
When seminars are conducted in cooperation with other organizations (in which case, it will be clearly advertised in the invitation), we may allow access to review the personal data to that organization, such as a compiled list of attendees. However, we never allow independent use of the personal data and we never share personal data with third parties.
When you order our newsletter through our website, your phone or mail, you become a subscriber. The personal data that you provide us upon subscribing to our newsletter, will be processed for the purpose of administering your subscription. The personal data provided may also be further processed for statistical purposes to develop the communications activities of the Institute for Futures Studies.
The lawful basis of the processing is your consent and you can at any time withdraw your consent via a link provided in each newsletter.
When you apply for an available position, provide a spontaneous application or wish to be contacted by the Institute, we will process your personal data only for the purpose for which you have provided them.
In order to review a job application, we will process your personal data to assess your candidature. The personal data that will be processed consists of the data you have yourself provided in your application, such as name, personal identification number, contact details, portrait photo, information on your previous work experience in your CV and the personal data in your cover letter.
The lawful basis for the processing is that IFFS has a legitimate interest in carrying out the recruitment process. The personal data will be processed for as long as is necessary to fulfill the recruitment process and then additionally two years for reasons relating to the Swedish legislation against discrimination (Diskrimineringslag 2008:567).
The personal data will only be processed for the purposes of recruitment and no data will be shared with third parties, the exception being if IFFS falls under a legal obligation to provide specific data.
Relating to our research activities, IFFS process personal data for the following purposes:
1. Conducting research projects
The main focus of the Institute for Futures Studies is conducting various types of research programs with a focus on how we shape our society going forward. Each research project has a “data management plan”, in which the specific purpose for any processing of personal data is defined as well as what categories of personal data that will be processed.
Many of the research projects within the Institute are subject to an ethics review according to the Swedish law on ethics review within research relating to humans (Lag 2003:460 om etikprövning av forskning som avser människor). The lawful basis for the processing of personal data in these research projects is that the processing is necessary for the performance of a task carried out in the public interest. Additionally, the Institute sometimes conducts research projects upon request and on behalf of an external party, such as a governmental authority. In these instances, it is sometimes the requesting party who, as the controller, determines the lawful basis of the processing.
In the specific cases that a research project would include processing of special categories of personal data, the lawful basis for such processing is that the processing is necessary for scientific research purposes.
The personal data will be processed for the duration of the research project, after which the personal data will be either anonymized or archived in accordance withs requirements in law or from the research financier.
Appropriate technical and organizational measures will always be carried out to protect confidential information in our research projects. Such measures may include encryption of data bases and other types of storage medium or access restriction and authentication measures to ensure the principle of leas privilege. Furthermore, in many cases, the technical and organizational measures are verified by our research financiers and/or by the Swedish ethical review authority at the time of a research projects ethics review.
2. Administration, monitoring and evaluation of research projects
IFFS continuously monitors and evaluate ongoing research projects to ensure adequate results in terms or research as well as compliance with applicable legal requirements. The monitoring and evaluation are also an integral part in fulfilling auditing requirements. The basis for this processing is both legal requirements in, for instance, accounting legislation and that it is necessary for the fulfillment of our agreements with our research financiers. In connection with the monitoring and evaluation of our research activities, additional administration is in some cases required. Whenever this is not directly connected to a legal obligation, the processing is carried out based on a legitimate interest of IFFS to ensure the proper functioning of our research activities.
As an example, evaluation may include information on which individuals that has been involved in a research project, to what degree and how much time they have spent in the project.
The personal data is processed for the duration of the research project and then additionally for the time necessary for the final reporting of the research projects.
As a data subject, you are entitled to several data protection rights. If you wish to exercise these rights in regard to how IFFS process your personal data, you may contact us as [email protected]. You can find a summary of your rights, below.
Right of access:
Right to rectification:
Right to object:
Right to limitation of the processing:
Right to erasure:
Right to data portability:
You can provide your comments and views on IFFS processing of your personal data. In such cases, or to exercise your data protection rights, you can contact us at [email protected]. Additionally, you can always lodge a complaint with the Swedish Authority for Privacy Protection.
