Data access permissions

Data access permissions

In Fairdata, dataset metadata is public, but access to the dataset’s data can be restricted by requiring permission. Permission handling in Fairdata is available only when the data is stored in Fairdata’s IDA service. Fairdata does not manage access permissions for data linked from outside Fairdata.

Permission can be handled in two ways:

  • Automatic: The user submits an application and accepts the license and terms for data access defined for the dataset. The application is processed automatically, and permission is granted without separate manual handling.
  • Data Access Committee (DAC): The application is processed manually by the organization that handles the applications. The applicant describes the intended use of the data, and the organization’s application handlers approve or reject the application. The user can access the data only after the application has been approved.

Enabling manual application handling in an organization

Manual application handling is available only to organizations that have enabled this functionality. Before enabling it, the organization must:

  • Define its application handlers, i.e. the DAC, and ensure that the handlers have a CSC account, which is required to access Fairdata.
  • Agree on how incoming applications are monitored and processed, including the criteria used to approve or reject applications.

When describing a dataset, the organization that handles the applications is determined based on the organization selected for Organizational maintenance rights to metadata. This organization is responsible for handling the data access applications. It is therefore important to check the organization before publishing the dataset.

How is a data access application handled?

When a user wants to access data with the access type “Requires applying for permission”:

  1. The user signs in to Etsin and submits an application from the dataset landing page by clicking “Ask for access”. Applying for permission requires signing in to Fairdata with a CSC account.
  2. The application is sent to the organization that handles the applications. Application handlers receive an email notification of new applications.
  3. The DAC reviews the application in Qvain according to the organization’s own criteria.
  4. The application is approved or rejected in Qvain.
  5. The applicant is informed of the decision by email.
  6. If the application is approved, the data download functionality in Etsin is activated for the relevant dataset.

Fairdata provides the technical workflow for submitting and handling data access applications, but each organization defines its own criteria for approving or rejecting applications.