Privacy Policy
Updated 7 April 2025
The protection of your privacy is important to us. This policy exists to explain how and why RELEX Foundation for a Better Future uses the personal information we collect when you visit our websites or apply for a grant. By visiting RELEX Foundation’s websites/systems, you consent to our use of the information in this way.
Register Holder
RELEX Säätiö parempaan tulevaisuuteen sr
Business ID (Y-tunnus) 3313056-5
Teollisuuskatu 18 20 A 18, 00520 HELSINKI
contact@relexfoundation.org
Register Names
Stakeholder RegisterGrant, Donation and Scholarship Applicant RegisterGrant, Donation and Scholarship Recipient Register
Contact Information of the Register Holder and Administrator
Outi Kuittinen
Chief Executive Officer and Data Protection Officer
Email: outi.kuittinen@relexfoundation.org
Purpose of Processing Personal data
Personal data is collected and processed to enable the foundation’s activities. The processing is based on the legitimate interests of the foundation. The foundation also has a legal obligation to collect personal data regarding awarded grants and donations, among other things, for notifications to authorities. In separately defined situations, the processing may also be based on the individual’s consent.
Stakeholder Register
Data is processed for communication purposes, informing about the foundation’s activities and to maintain contact with stakeholders and potential partners.
Grant, Donation, and Scholarship Applicant Register
Regarding the grant, donation, and scholarship applications addressed to the foundation, data is processed for making grant, donation, and scholarship decisions.
Grant, Donation, and Scholarship Recipient Register
Data is processed for monitoring and payments of granted grants, donations, and scholarships, as well as for making notifications to authorities.
In addition to the above, information may be processed for statistical and research use.
Register Data Content
Stakeholder Register
Name, organization, email address of the stakeholder.
Grant, Donation, and Scholarship Applicant Register
Name, position or profession of the applicant, contact information, organization, business ID, purpose or nature of the requested grant, donation, or scholarship, amount and application period, degrees obtained by the applicant, referees, funding received by the applicant in the previous three years as reported by the applicant, pending other grant, donation, or scholarship applications reported by the applicant, recommendations and opinions, other possible attachments sent by the applicant (diplomas, resumes, portfolios, research or project plans, publication list, activity reports, etc.), and necessary email correspondence between the foundation and the applicant.
Grant, Donation, and Scholarship Recipient Register
In addition to the above data, the date and amount of the granted grant or scholarship, payment contact information for the grant or scholarship, and interim and final reports.
Data Sources
Stakeholder Register
The register is compiled from individuals who have participated in collaborations aligned with the foundation’s purpose, our own networks, and publicly available sources. Data is collected only to the extent necessary to facilitate collaboration. The register also consists of individuals who have participated in events organized by the foundation or otherwise engaged in contributing to the foundation’s mission.
Registers concerning grants, donations, and scholarships
Personal data in the application and its attachments is collected from applicants and, if necessary, from other funding sources. By submitting the application or payment request, the applicant consents to the processing of their data for the intended purposes.
The applicant must obtain consent from their team members and referees before disclosing their personal data to the foundation.
Data from external referees is obtained from the applicant, and the recommendation data itself is obtained from the referee. The recommender grants permission for the recommendation and the storage of necessary personal data when providing the recommendation.
The foundation’s own evaluators provide their assessments of the application. At the same time, the evaluator grants permission for the assessment and the storage of necessary personal data.
Data Processors
Personal data is processed by the foundation’s Chief Executive Officer, Lead Environmental Specialist and other employees that take part in the grant making and project work, evaluators designated by the foundation, referees appointed by the applicant, the foundation’s board, technical support personnel, designated users of the accounting firm, auditors, and other grant providers, as well as employees responsible for the stakeholder register who have the necessary permissions and authority to process such matters. Information is displayed only to the extent necessary for the operations of the recipient group.
All individuals mentioned above are subject to confidentiality obligations regarding personal data in the foundation’s registers.
Protection of Personal Data
The foundation protects data with necessary technical and organizational measures.
The personal data in Grant, donation and scholarships related registers and the Stakeholder Register is stored confidentially within the foundation’s information systems that require a personal login and password. The foundation’s network and hardware where the register is stored are protected by necessary technical measures. Personal data may be processed outside the EU and EEA by the processor, but the processor is committed to adhering to the obligations of the EU General Data Protection Regulation (GDPR) regarding data transfers.
Data Subject’s Right to Access Their Own Data
Individuals included in the Stakeholder Register have the right to access the data stored about them. This information can be obtained upon request from the register administrator.
Grant, donation, or scholarship applicants and recipients can request to view all the information they have provided in the register. Grant, donation, or scholarship applicants and recipients have the right and obligation to correct inaccurate information. If they have a request or question regarding the matter, they can address it to the foundation’s Chief Executive Officer.
Applicants have the right to withdraw their application, in which case the application will not be evaluated. If a decision has already been made on the application, the application’s information cannot be completely removed from the foundation’s system.
Applicants and recipients also have the right to lodge a complaint with the supervisory authority if they believe their personal data has been processed incorrectly.
Applicants and recipients do not have the right to inspect application evaluation data or data collected for statistical purposes.
Paper Materials
The foundation does not generally store personal data on paper, but if such material exists, it is kept in locked premises accessible only to relevant individuals.
Data Transfer
Paid grants, donations, and scholarships are reported to the tax authorities in accordance with tax laws and to the Farmers’ Social Insurance Institution of Finland (Mela) in accordance with the Farmers’ Pensions Act. The recipients and amounts of granted grants, donations, and scholarships, and possibly project summaries, are published on the foundation’s website and in the annual report. The foundation may disclose information to other grant providers. The foundation has obtained explicit consent from the grant, donation, and scholarship recipients for the disclosure of such information.
A service provider implementing stakeholder communication for the foundation may act as a processor of personal data. In these cases the foundation and provider have agreed on the processing of personal data in accordance with the General Data Protection Regulation.
Transfer of Data Outside the EU or European Economic Area
The foundation primarily processes and stores personal data within the EU or European Economic Area. However, the foundation may use service providers who process personal data outside these areas. In such cases, the protection of data is ensured in accordance with EU data protection legislation.
Retention of Personal Data
Data concerning rejected grant, donation, and scholarship applications is deleted at the end of the application year, except for information required for statistics and scientific or historical research purposes.
Information about granted grants, donations, and scholarships is kept for the period required by the Accounting Act. Attachment details to decision protocols are kept permanently.
Data Deletion
Upon request, the foundation may delete the personal data of grant, donation, or scholarship applicants or recipients from its register if one of the following criteria is met: the personal data are no longer necessary for the purposes for which they were collected or otherwise processed, the data subject withdraws their consent on which the processing is based, and there is no other legal ground for the processing, or the personal data have been unlawfully processed.
The request must be made specifically, in writing, and with a personally signed letter addressed to:
Data Protection Officer
RELEX Foundation for a Better Future sr
Teollisuuskatu 18 20 A 18
00520 Helsinki, Finland
From the Stakeholder Register, individuals can remove their own personal data by contacting the register administrator.
Cookie Policy
A cookie is a small file that a website stores on a visitor’s computer and that the visitor’s browser provides to the website each time the visitor returns. Currently the foundation does not use cookies on its website to track traffic on the foundation’s website and in the foundation’s grant system.
