Description of the client register data file for the Finna search portal

Data file controller

• National Library of Finland
• Library Network Services
• P.O. Box 26 (Kaikukatu 4)
• 00014 University of Helsinki
• Phone: 09 1911

Data file contact person

• Erkki Tolonen, Head of Development
• Library Network Services
• National Library of Finland
• P.O. Box 26 (Kaikukatu 4)
• 00014 University of Helsinki
• Phone: 050 576 2869
• Email: erkki.tolonen(at)helsinki.fi

Regular sources of data

Personal information is received from the registers of the clients’ home organisations. For personalised functions, the information must be recorded by the user.

Regular disclosure of information

The information will not be disclosed to third parties.

Name of data file

Client register for the Finna search portal

Reason for maintaining the data file

This register has been established to maintain the unambiguity of client identities.

Data file usage

This register will be used to identify users in order to enable personalised services, such as the news alert service which will send an email to the client whenever new entries relating to a search are added to the database.

Data types included in the file

Basic user information

• Username
• Language
• Name
• Relationship to education institution or other organisation
• Email
• Library card information

Data collected for personalised services

• Personal settings
• Favourites
• Tags
• Comments
• Reviews
• Reservations
• Loans
• Fees
• References added to bookshelf
• Material added to My materials
• Journal references added to My journals

Principles of data security

The information is recorded exclusively in an electronic format. Only system administrators, authenticated by username and password, may access the information.

Archiving period for personal information

Personal information will be stored in the service until 12 months have passed from the last login.

Right to inspect the data file

Users may contact the data file contact person to inspect their personal information stored on the server.

Rectifying inaccurate information

If the information retrieved from the user’s home organisation is inaccurate, the user should contact the organisation in question. If necessary, the user may also contact the data file contact person.