Privacy notice, Finnish song database Laura

EU General Data Protection Regulation, Articles 13 and 14
Informing the data subject
Date of preparation: 26 July 2022

1. Controller

University of the Arts Helsinki
Postal address: PL 1, 00097 Uniarts
Phone: +358 294 47 2000 (switchboard)

2. Entity and person in charge of processing personal data and Contact persons for handling personal data

Sibelius Academy of the University of the Arts Helsinki, Vocal music
Jenni Lättilä
Email address: firstname.surname@uniarts.fi
Phone: +358 50 4628 964

3. Data Protection Officer

Manager Antti Orava acts as the data protection officer of the University of the Arts Helsinki
Email address: tietosuoja@uniarts.fi
Phone: +358 294 47 3568
Postal address: PL 1, 00097 Uniarts

4. Name of the register

Finnish song text translation database Laura (https://laura.uniarts.fi).

5. What are the purpose and the legal basis for processing personal data?

Laura is a database of classical repertoire lyrics and their translations developed and maintained by Sibelius Academy of the Uniarts Helsinki. In addition to the lyrics and their translations, Laura publishes the names of the composers of the songs and the authors of the original lyrics and, if known, their year of birth and possible death. In addition, Laura publishes the names of the translators of the lyrics, as well as possibly also the translators’ birth and death years and/or contact information.

A written agreement is always made with the translators or their heirs to publish the translations in Laura. The agreement also defines whether the contact information of the translators or representatives of the heritage – and which of them – may be published in Laura. If it has been more than 70 years since the death of the translator and the translation is therefore free of copyright, the contract will not be concluded.

The names of the composers and the authors of the original texts are published in Laura, so that the user can be sure to find the song translation they need. The names and contact information of the translators are published in Laura for copyright reasons and so that the user can contact the translator if necessary.

The basis for processing personal data of translators is the contract, the basis for processing personal data of composers and authors of original texts is public interest.

When processing personal data, we do not use automatic decision-making or profiling as defined by the data protection regulation.

6. What data do we process?

In Laura, the names of the composers, authors of the original texts and translators are published, as well as, if known, their year of birth and possible death. In addition, the translators’ contact information is published in Laura, if the translator has given written permission.

The information listed above is necessary to provide the service.

7. Where do we get the information?

The correct spelling of composers’ names and the year of birth and death are usually verified from the music encyclopedia Grove. Information about the authors of the original texts is mostly sought from Wikipedia or other sufficiently reliable public online sources. The information can also be obtained from the translator.

The translators’ information is obtained from the translator him-/herself or his/her heirs. Mandatory information about the translator is only the translator’s name. If the translator specifies in the contract that he/she must be asked for permission to publish his/her translations in manual programs, Laura must be able to publish at least the translator’s email address or phone number. Some of the translators have also given permission for their addresses to be published.

8. To whom do we disclose and transfer data, and do we transfer data outside the EU or the EEA?

The information in Laura is not disclosed or transferred outside the EU or EEA.

In the Laura search function, we use the search engine provided by Algolia. Personal data is stored on a server managed and protected by Algolia. Regarding personal data, Algolia’s service processes the names of composers, authors of the original texts and translators, as well as the years of birth and death. The contact information of the senders does not go to Algolia. We have taken care of data protection with Algolia by drawing up a personal data processing agreement.

9. How do we protect the information and how long do we keep it?

Only those who have the right to process the data in the register due to their duties are entitled to use the system containing personal data. The information is collected in databases that are protected by firewalls, passwords and other technical means. The databases and their backups are located in locked rooms and only certain pre-designated persons can access the data.

The data is stored as long as the Laura database is maintained. If the service is terminated, the data will be archived in accordance with the Archives Act.

10. What are your rights as a registered user?

Data subjects have the right to check the information about themselves stored in the register and to demand the correction or deletion of incorrect, outdated, unnecessary or illegal information. If the data subject has access to his/her data him-/herself, he/she can edit his/her data him-/herself. If the processing is based on consent, the data subjects also have the right to withdraw their consent or change it.

In accordance with the data protection regulation, data subjects have the right to object or request the restriction of data processing and to file a complaint about the processing of personal data with the supervisory authority.

Those registered for special personal reasons also have the right to object to processing actions directed at them when the basis for data processing is our legitimate interest. In connection with the request, the data subject must identify the special situation based on which he objects to the processing. We can refuse to implement a request for objection only based on the law.

As far as the data subject is not satisfied with the way in which the university has processed his/her personal data, the data subject can demand that the matter be investigated by the national data protection authority (the data protection ombudsman in Finland, whose contact information can be found at tietosuoja.fi).

11. Who can you contact?

You can submit questions and contacts regarding the processing of personal data described in this privacy notice to the contact person named in section 2, who, if necessary, will refer the matter to the data protection officer. If you believe that your rights mentioned in section 10 are not fulfilled, you can directly contact the Data Protection Officer of the University of the Arts named in section 3.