When collecting personal data, you need to clarify the legal basis for processing personal data and provide sufficient, mandated information to the data subjects on the processing of their personal data.
For studies and thesis-writing by BSc/MSc/eMBA students, consent is usually used as the legal basis unless the student is a member of a research project where more senior researchers (PhD level or above) are involved (GDPR (point (a) of Article 6 (1)).
When collecting personal data, what BSc/MSc/eMBA students should do to comply with data protection laws includes:
For research work conducted by researchers including PhD students, the legal basis is usually scientific research carried out in the public interest (based on the Finnish Data Protection Act (1050/2018, Section 4) and GDPR (point (e) of Article 6 (1)).
When collecting personal data, what researchers should do to comply with good data management practices, data protection regulations, and research integrity includes:
More detailed information, see 4. Clarify the legal basis for processing personal data and provide data subjects with sufficient, mandated information in the Guidelines and procedures of personal data processing in research and studies at Hanken.
Hanken’s video platform Panopto can be used for transcribing research data, for both audio files and video files. The transcription is generated automatically by an AI service, which means that it is not perfect but using this service can significantly speed up transcription of research data. Hanken has made data management agreements with Panopto, so that you can use this service in accordance with the data security requirements and data protection regulations. Please note that you are nonetheless responsible for not sharing the research data in Panopto with anyone else.
Follow the instructions in the following PDF file carefully or watch the video "Transcribing research data with Panopto":
• Video: Transcribing research data with Panopto, by Mikaela Krohn:
Recorded interviews are usually materials associated with the base information security level (restricted).
Exceptions to the above consist of:
For more information on information security levels, see the PDF file "Instructions for handling and storing data and documents on different information security levels" on the page of Information Management at Hanken.
The following instructions apply when recording interviews:
For surveys, you can also use respondents from participants' pools/panels (e.g., Amazon MTurk, Prolific Academic). If doing so, all the same principles for data processing and protection apply as for other sources from or about the respondents. Remember to obtain informed consent from the respondents and provide them with a Privacy notice with all the mandated information on the processing of their personal data. You can add the link to the Privacy notice on the cover letter or first page of the survey. See 4. Clarify the legal basis for processing personal data and provide data subjects with sufficient, mandated information.
Note that if the actual survey instrument that you use is not Hanken-provided Webropol (e.g., Qualtrics), you need to check with email@example.com that there is a Data Processing Agreement (DPA) in place with the provider of the survey instrument.
Research data exist in many different forms. It is recommended to use standard, interchangeable, and non-proprietary data formats to ensure data reusability. See File formats and Recommended formats by UK Data Service.
It is also recommended that data files are clearly named, well-organised, and version controlled throughout the research:
Learn more about the best practices in naming and and structuring your data: