Terms of service
Terms of Service: The Finnish Heritage Agency’s Permit and Collections Service
Purpose of the Service
The Finnish Heritage Agency’s Permit and Collections Service is intended for submitting service requests related to collections and the archive, as well as to permit matters. Through the service, you can contact the Finnish Heritage Agency and provide the information required for processing the matter.
Use of the Service
The service may be used by private individuals, organisations, and public authorities. The user agrees to:
- provide accurate and up-to-date information
- use the service appropriately and lawfully
- follow the instructions of the Permit and Collections Service
- avoid disruptive or harmful activity.
User authentication and obligations
Using certain features of the Permit and Collections Service (“Service”) requires authentication via an authentication method available in the Service, or logging in. A more detailed description of authentication methods is available at: https://www.suomi.fi/instructions-and-support/identification. Authentication as a Service user and creating a user account is free of charge.
Information requests under the Act on the Openness of Government Activities may be submitted anonymously using the Information Service Request form. In this case, the customer saves to their user account an email address that does not allow identification. Other contact details are not required in this case.
Service credentials are personal and may not be shared with others.
By submitting a form through the Service, the user accepts the terms of service and undertakes to comply with them.
Use of the Service requires providing the Finnish Heritage Agency with the required personal data. Personal data are processed as described in the Service’s privacy notice. The user must ensure their information in the service is accurate and up to date. The privacy notice is available on the Permit and Collections Service website.
If the user acts in violation of the terms of service or legislation, the Finnish Heritage Agency may terminate access rights and delete the user account. The user is liable for any damage caused to the Finnish Heritage Agency or to a third party due to actions contrary to these terms of use or the law.
Terms of use for materials and collections
Digitization request:
The user is responsible for respecting copyright and privacy and for ensuring the accuracy of information. Using images of identifiable persons for marketing and advertising is prohibited without the consent of the person depicted. The user is responsible for obtaining permissions concerning persons, works, and trademarks appearing in the files. The user is responsible for handling files in accordance with the intended use.
The author and/or photographer as well as the name of the collection and organisation must be stated in connection with the file.
The Finnish Heritage Agency strives for the accuracy of the information it publishes. However, information related to the collections has been recorded since the 19th century, so errors may exist. The information may also contain words and expressions no longer considered acceptable today. There is no reason to conceal past practices and history; therefore, the Finnish Heritage Agency publishes historical information unchanged. The Finnish Heritage Agency does not condone racism or discrimination.
Usage restrictions:
The majority of the Finnish Heritage Agency’s materials are freely available for research. Free use of materials may be restricted, for example, by poor condition, lack of arrangement, or secrecy. In addition, the use of materials may be restricted by:
- legislation on publicity and personal data (EU General Data Protection Regulation (EU) 2016/679, Data Protection Act 1050/2018)
- Act on the Openness of Government Activities (621/1999)
- Copyright Act (404/1961)
- special legislation
- use restrictions set out in deposit or transfer agreements for certain materials.
Furthermore, access to original items of digitised materials is restricted. This limitation aims to safeguard the preservation of the originals.
Access to restricted materials may be granted for a justified reason by specifying the intended use on the material order form. The Finnish Heritage Agency may decline to retrieve materials. In such cases, at the customer’s written request, the matter can be submitted for an official decision by a separate administrative decision.
Publicity and confidentiality of documents
Documents submitted via the Service are processed in accordance with the Act on the Openness of Government Activities (621/1999). Users should not send confidential information via the Service, such as:
- special categories of personal data (beliefs, etc.)
- trade secrets
- health data.
Fees for services
Some services are subject to a fee, which is charged at the time of application or order, in accordance with the price list of the Finnish Heritage Agency’s Permit and Collections Service.
The payment intermediation service and payment service provider is Paytrail Plc.
Accuracy of information and disclaimer
The Finnish Heritage Agency strives to provide error-free information in the Service. However, the Finnish Heritage Agency is not liable for any direct or indirect damage or disadvantage arising, for example, from errors or omissions in the Service or its content, or from technical problems related to the Service.
Amendments to the Terms of Service
The Finnish Heritage Agency has the right to unilaterally amend these terms of service. Amendments take effect when they are published in the Service. The Finnish Heritage Agency may also change the content of the Service or discontinue the Service or parts of it without prior notice.
Contact details
For questions related to the Service, you can contact the Finnish Heritage Agency:
Email: lupajakokoelmapalvelu@museovirasto.fi
Phone: +358 295 33 6000
Separate statements
The Service’s Accessibility Statement and Privacy Notice are available as separate documents on the Finnish Heritage Agency’s website.