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Changes for page Data Protection & Ethics

Last modified by Veronika Kocher on Friday, 18 Sep 2026 16:47
From version 2.3
edited by Veronika Kocher
on Friday, 28 Aug 2026 15:46
Change comment: There is no comment for this version
To version 6.3
edited by Veronika Kocher
on Friday, 04 Sep 2026 14:45
Change comment: There is no comment for this version

Summary

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1 +en
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1 +art and research|enable|data protection|personal data|gdpr|ethics|consent|sensitive data|confidentiality|data privacy|dsgvo|anonymisation|anonymization|pseudonymisation|pseudonymization|datenschutz|einwilligung
Content
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1 -Assess personal data, confidentiality, consent, sensitive materials and ethical considerations early in the project.
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2 2  
3 -== Overview ==
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4 4  
5 -Add a concise explanation of this topic and why it matters for Art & Research projects.
51 +<div class="dpe">
6 6  
7 -== What you need to know ==
53 +<section class="dpe-card" style="margin-bottom:18px;overflow:hidden;border-left:6px solid #f0aa00;">
54 + <div class="dpe-hero">
55 + <img src="https://xwiki.uni-ak.ac.at/bin/download/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/WebHome/enable.png" alt="Data protection and ethics in artistic and research projects" />
56 + </div>
57 + <div style="padding:18px 21px 20px;">
58 + <div class="dpe-eye" style="color:#7a5b12;margin-bottom:5px;">PREPARE · PROTECT &amp; CLARIFY</div>
59 + <h2 style="font-size:27px;line-height:1.2;margin:0 0 8px;color:#2c2926;">Identify personal, confidential and sensitive information early — and plan deliberately how it will be handled</h2>
60 + <p style="margin:0;color:#5e5953;line-height:1.6;max-width:1160px;">
61 + Data protection, confidentiality, consent and ethical questions affect which information a project actually needs,
62 + who may access it, how long it should be retained and what can later be shared or published.
63 + Clarify these questions before collection, production or publication wherever possible.
64 + </p>
65 + </div>
66 +</section>
8 8  
9 -* Key concepts
10 -* Relevant requirements
11 -* Important distinctions
68 +<div class="dpe-info" style="margin-bottom:14px;">
69 + <strong>Start from the actual information flow.</strong>
70 + Record which personal, confidential or sensitive information is created or used,
71 + who receives it, where it is stored and what should happen to it when the project ends.
72 +</div>
12 12  
13 -== What you need to do ==
74 +<div class="dpe-warn" style="margin-bottom:27px;">
75 + <strong>Planning guidance — not a binding data-protection or ethics decision.</strong>
76 + This page helps make questions visible early and document them.
77 + Personal-data questions belong with the relevant data-protection service; ethical review follows the applicable project, funder or review route.
78 +</div>
14 14  
15 -1. Identify what applies to your project.
16 -2. Document the relevant decisions.
17 -3. Use appropriate institutional services and support where needed.
80 +<section class="dpe-sec">
81 + <div class="dpe-eye" style="color:#8a4d36;margin-bottom:4px;">STEP 1 · CREATE A DATA-PROTECTION &amp; ETHICS INVENTORY</div>
82 + <h3>Record not only the information, but also its purpose, access and later use</h3>
83 + <p>For each relevant material or information group, it should be clear why it is needed and how it will be handled.</p>
84 + <div class="dpe-grid">
85 + <div class="dpe-check"><strong>Information type:</strong> Which personal, confidential or sensitive information does the material contain?</div>
86 + <div class="dpe-check"><strong>Necessity:</strong> Which of this information is actually needed for the project?</div>
87 + <div class="dpe-check"><strong>People / participants:</strong> Who does the information come from and who is affected by it?</div>
88 + <div class="dpe-check"><strong>Purpose:</strong> Why is the information collected, created, analysed or documented?</div>
89 + <div class="dpe-check"><strong>Access:</strong> Who may access the information during the project?</div>
90 + <div class="dpe-check"><strong>Storage:</strong> Where is the information stored and how is it appropriately protected?</div>
91 + <div class="dpe-check"><strong>Retention / deletion:</strong> What should be retained, for how long, and what should later be deleted?</div>
92 + <div class="dpe-check"><strong>Sharing / publication:</strong> Which content should remain internal, be shared with restrictions or become public?</div>
93 + <div class="dpe-check"><strong>Consent / information:</strong> Which agreements or information for participants are required?</div>
94 + <div class="dpe-check"><strong>Ethics or funder route:</strong> Is there an applicable review, approval or funder route that needs to be considered?</div>
95 + </div>
96 +</section>
18 18  
19 -== Key questions ==
98 +<section class="dpe-sec">
99 + <div class="dpe-eye" style="color:#7a5b12;margin-bottom:4px;">KEY DISTINCTIONS</div>
100 + <h3>These decisions should be considered separately</h3>
101 + <div class="dpe-grid">
102 + <div class="dpe-protect"><strong>Participation ≠ publication.</strong><br>Agreement to participate in a project is not automatically the same as permission to make identifiable content public.</div>
103 + <div class="dpe-protect"><strong>Legally compliant ≠ ethically unproblematic.</strong><br>Ethical questions can go beyond legal compliance and may require additional judgement.</div>
104 + <div class="dpe-protect"><strong>Collection ≠ sharing.</strong><br>Information needed for project work does not automatically need to be distributed or published later.</div>
105 + <div class="dpe-protect"><strong>Access during the project ≠ access after project closure.</strong><br>Decide who needs access during active work and what should be retained, restricted or deleted afterwards.</div>
106 + <div class="dpe-protect"><strong>More data ≠ a better project.</strong><br>Check which personal or sensitive information is actually necessary before collecting or storing it.</div>
107 + <div class="dpe-protect"><strong>Project coordination ≠ a data-protection decision.</strong><br>SKF can coordinate project and funder routes, but it is not the data-protection authority.</div>
108 + </div>
109 +</section>
20 20  
21 -* What needs to be decided?
22 -* Who is responsible?
23 -* What needs to be documented?
24 -* Are there legal, ethical or technical constraints?
25 -* What needs to happen before the next project phase?
111 +<section class="dpe-sec">
112 + <div class="dpe-eye" style="color:#8a4d36;margin-bottom:4px;">STEP 2 · PRACTICAL WORKFLOW</div>
113 + <h3>Make data protection and ethics part of the project workflow</h3>
114 + <div class="dpe-grid">
115 + <div class="dpe-step"><div class="n">01</div><h4>Clarify the information need</h4><p>Identify which personal, confidential or sensitive information the project genuinely requires.</p></div>
116 + <div class="dpe-step"><div class="n">02</div><h4>Describe the information flow</h4><p>Record where information comes from, who receives it, where it is stored and how it may leave the project.</p></div>
117 + <div class="dpe-step"><div class="n">03</div><h4>Assign responsibility</h4><p>Define who is responsible for decisions, documentation, access and specialist questions where needed.</p></div>
118 + <div class="dpe-step"><div class="n">04</div><h4>Plan consent and participant information</h4><p>Where relevant, distinguish participation, documentation and publication of identifiable content.</p></div>
119 + <div class="dpe-step"><div class="n">05</div><h4>Define storage and access</h4><p>Plan suitable storage, access restrictions and safeguards before collection or production begins.</p></div>
120 + <div class="dpe-step"><div class="n">06</div><h4>Plan retention and deletion</h4><p>Decide which information is needed for how long and what should be deleted, restricted or retained after the project ends.</p></div>
121 + <div class="dpe-step"><div class="n">07</div><h4>Plan specialist review in time</h4><p>Involve the data-protection service and the applicable ethics or funder route where the project requires it.</p></div>
122 + <div class="dpe-step"><div class="n">08</div><h4>Recheck before publication</h4><p>Before sharing or publishing, confirm that the intended visibility matches the decisions already documented.</p></div>
123 + </div>
124 +</section>
26 26  
27 -== Services & Tools ==
126 +<section class="dpe-sec">
127 + <div class="dpe-eye" style="color:#7a5b12;margin-bottom:4px;">COMMON SCENARIOS</div>
128 + <h3>In these project situations, clarify the information flow especially early</h3>
129 + <div class="dpe-grid">
130 + <div class="dpe-scenario"><h4>Interviews, conversations &amp; portraits</h4><p>Keep participation, recording, internal analysis and possible publication of identifiable content clearly separate.</p></div>
131 + <div class="dpe-scenario"><h4>Participatory &amp; collaborative work</h4><p>Check which information about participants is created, who can see it and which later forms of presentation or publication are intended.</p></div>
132 + <div class="dpe-scenario"><h4>Confidential or sensitive material</h4><p>Define access, storage, sharing, retention and deletion explicitly instead of leaving them to the general project workflow.</p></div>
133 + <div class="dpe-scenario"><h4>External project partners</h4><p>Clarify which information moves between units, who is responsible and how handover or project closure will be handled.</p></div>
134 + <div class="dpe-scenario"><h4>Public outputs</h4><p>Before a website, exhibition, publication or repository deposit, recheck which identifiable or sensitive information should actually become visible.</p></div>
135 + <div class="dpe-scenario"><h4>Funded projects</h4><p>Include additional funder requirements, reporting obligations or applicable review routes in project planning.</p></div>
136 + </div>
137 +</section>
28 28  
29 -Add links to relevant institutional services, infrastructure and tools.
139 +<section class="dpe-sec">
140 + <div class="dpe-eye" style="color:#8a4d36;margin-bottom:4px;">STEP 3 · DOCUMENT DECISIONS</div>
141 + <h3>A simple data-protection &amp; ethics log keeps decisions traceable</h3>
142 + <p>The log can be part of the project folder, material inventory or data management plan. What matters is that responsibility, access, retention and planned sharing remain understandable.</p>
143 + <div class="dpe-table-wrap">
144 + <table class="dpe-table">
145 + <thead><tr><th>Field</th><th>What to record</th><th>Why it matters</th></tr></thead>
146 + <tbody>
147 + <tr><td><strong>Material / information group</strong></td><td>A clear name for the data, documentation, recording or material group.</td><td>Connects decisions to the correct project material.</td></tr>
148 + <tr><td><strong>Personal / sensitive content</strong></td><td>Which personal, confidential or sensitive information is contained.</td><td>Makes protection needs visible early.</td></tr>
149 + <tr><td><strong>Purpose</strong></td><td>Why the information is needed, collected, created or retained.</td><td>Prevents unclear or unnecessary collection.</td></tr>
150 + <tr><td><strong>Access</strong></td><td>Which people, roles or project partners may access it.</td><td>Makes responsibility and restrictions traceable.</td></tr>
151 + <tr><td><strong>Storage</strong></td><td>Where the information is stored and who manages the storage location.</td><td>Connects protection requirements to the actual working environment.</td></tr>
152 + <tr><td><strong>Consent / participant information</strong></td><td>Which participation, documentation or publication decisions have been recorded.</td><td>Keeps different uses distinct.</td></tr>
153 + <tr><td><strong>Retention / deletion</strong></td><td>How long the information is needed and what happens at project closure.</td><td>Prevents accidental indefinite retention.</td></tr>
154 + <tr><td><strong>Sharing / publication</strong></td><td>Whether and how content is used internally, with restrictions or publicly.</td><td>Connects active project work to later publication.</td></tr>
155 + <tr><td><strong>Review</strong></td><td>Date or event for rechecking, such as publication or project closure.</td><td>Ensures changed project plans are reviewed again.</td></tr>
156 + </tbody>
157 + </table>
158 + </div>
159 +</section>
30 30  
31 -== Info Sheets & Checklists ==
161 +<section class="dpe-sec">
162 + <div class="dpe-eye" style="color:#8a4d36;margin-bottom:4px;">STOP &amp; CHECK</div>
163 + <h3>Common warning signs in data protection and ethics</h3>
164 + <div class="dpe-grid">
165 + <div class="dpe-warn"><strong>More personal information is collected than the project actually needs.</strong><br>The information requirement was not clarified before work began.</div>
166 + <div class="dpe-warn"><strong>Participation and publication are treated as the same decision.</strong><br>Permission to participate does not automatically cover every later use of identifiable content.</div>
167 + <div class="dpe-warn"><strong>Access rights are undefined.</strong><br>It is unclear who may see personal, confidential or sensitive information during the project.</div>
168 + <div class="dpe-warn"><strong>Retention and deletion are unresolved.</strong><br>No one has decided what should be kept, restricted or deleted after project closure.</div>
169 + <div class="dpe-warn"><strong>Public presentation is planned but has not been rechecked.</strong><br>Before publication, exhibition or online release, confirm which information should actually become visible.</div>
170 + <div class="dpe-warn"><strong>Several units are involved but responsibilities are unclear.</strong><br>Project coordination, data-protection review and any applicable ethical review need distinct responsibilities.</div>
171 + </div>
172 +</section>
32 32  
33 -Add links to related Info Sheets, checklists and templates.
174 +<section class="dpe-sec">
175 + <div class="dpe-eye" style="color:#7a5b12;margin-bottom:4px;">SERVICES &amp; SUPPORT</div>
176 + <h3>Who is responsible for data-protection and ethics questions</h3>
177 + <div class="dpe-service-grid">
178 + <div class="dpe-service">
179 + <strong>Data Protection Officer / data-protection service</strong>
180 + <span>Primary specialist responsibility for questions concerning personal data and data-protection review.</span>
181 + </div>
182 + <div class="dpe-service">
183 + <strong>Project / host unit</strong>
184 + <span>For project-level responsibility, working arrangements and the organisational anchoring of decisions.</span>
185 + </div>
186 + <div class="dpe-service">
187 + <strong>Applicable ethics or funder route</strong>
188 + <span>For ethical review or additional requirements where the specific project or funding context requires them.</span>
189 + </div>
190 + <div class="dpe-service">
191 + <strong>Support Kunst und Forschung (SKF)</strong>
192 + <span>Coordinates project and funder requirements and helps route specialist review; SKF is not the data-protection authority.</span>
193 + </div>
194 + </div>
195 +</section>
34 34  
35 -== Tutorials ==
197 +<section class="dpe-sec">
198 + <div class="dpe-eye" style="color:#8a4d36;margin-bottom:4px;">RELATED TOPICS</div>
199 + <h3>Data-protection and ethics decisions are often connected to these topics</h3>
200 + <div class="dpe-linkgrid">
201 + <a class="dpe-navlink" href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/Enable/Copyright%2C%20Rights%20%26%20Licences/">Copyright, Rights &amp; Licences</a>
202 + <a class="dpe-navlink" href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/Enable/Identify%20Your%20Data%20%26%20Research%20Outputs/">Identify Your Data &amp; Research Outputs</a>
203 + <a class="dpe-navlink" href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/Enable/Plan%20Your%20Data%20Management/">Plan Your Data Management</a>
204 + <a class="dpe-navlink" href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/Work%20%26%20Manage/Store%2C%20Back%20Up%20%26%20Control%20Access/">Store, Back Up &amp; Control Access</a>
205 + <a class="dpe-navlink" href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/Publish%20%26%20Share/Decide%20What%20to%20Share/">Decide What to Share</a>
206 + <a class="dpe-navlink" href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/Publish%20%26%20Share/Manage%20Access%2C%20Reuse%20%26%20Licensing/">Manage Access, Reuse &amp; Licensing</a>
207 + </div>
208 +</section>
36 36  
37 -Add links to step-by-step tutorials for this topic.
210 +<!-- ARSN_TRAINING_WORKSHOPS_V2_START -->
211 +<section class="arsn-training-workshops" data-arsn-training-workshops="v2" style="margin:27px 0 22px 0;">
212 + <div style="padding:16px 18px;background:#eef8fa;border:1px solid #cfe8ef;border-left:5px solid #21b6d7;border-radius:9px;">
213 + <div style="font-size:12px;font-weight:700;letter-spacing:.075em;text-transform:uppercase;color:#3f6871;margin-bottom:5px;">TRAINING &amp; WORKSHOPS</div>
214 + <h3 style="font-size:20px;line-height:1.3;margin:0 0 7px;color:#35312d;text-align:left;">Training, workshops &amp; consultation sessions</h3>
215 + <p style="margin:0 0 10px;color:#5e5953;line-height:1.55;">Relevant opportunities for this topic will be shown here automatically from the central calendar.</p>
216 + <span data-arsn-coming-soon="true" style="display:inline-block;padding:4px 9px;border-radius:14px;background:#fff4ee;border:1px solid #efd9cc;color:#8a4d36;font-size:11px;font-weight:700;letter-spacing:.065em;line-height:1.2;">COMING SOON</span>
217 + </div>
218 +</section>
219 +<!-- ARSN_TRAINING_WORKSHOPS_V2_END -->
38 38  
39 -== Related Topics ==
221 +<section class="dpe-sec">
222 + <div class="dpe-eye" style="color:#8a4d36;margin-bottom:4px;">PRACTICAL RESOURCES</div>
223 + <h3>Info sheets, tutorials and templates</h3>
224 + <div class="dpe-resource-grid">
225 + <div class="dpe-resource"><strong>Info Sheets</strong><span class="dpe-badge">COMING SOON</span><div style="color:#625d56;line-height:1.45;">Short guidance on personal data, confidentiality, consent and ethical project questions.</div></div>
226 + <div class="dpe-resource"><strong>Tutorials</strong><span class="dpe-badge">COMING SOON</span><div style="color:#625d56;line-height:1.45;">Step-by-step workflows for information inventories, access planning, retention and publication checks.</div></div>
227 + <div class="dpe-resource"><strong>Checklists &amp; Templates</strong><span class="dpe-badge">COMING SOON</span><div style="color:#625d56;line-height:1.45;">Templates for a decision log, project review and handover.</div></div>
228 + </div>
229 +</section>
40 40  
41 -Add links to related pages in Enable, Work & Manage, and Publish & Share.
231 +<div class="dpe-info" style="margin-bottom:14px;">
232 + <strong>Need help finding the right route?</strong>
233 + For questions concerning personal data, start with the data-protection service.
234 + Where several units or funder requirements are involved, SKF can coordinate the project route and refer the question to the appropriate specialist review.
235 +</div>
42 42  
43 -== Need help? ==
237 +<details style="margin-top:24px;padding-top:10px;border-top:1px solid #e3ded6;">
238 + <summary style="cursor:pointer;color:#6a655e;font-size:13px;">Search terms &amp; related topics</summary>
239 + <div style="margin-top:9px;color:#5c5650;font-size:12px;line-height:1.7;">
240 + data protection · ethics · personal data · sensitive data · confidentiality · consent · participation · publication · identifiable content · access · access control · storage · retention · deletion · sharing · data management · research data · project documentation · Data Protection Officer · ethics review · funder requirements · project partners · publication · repository
241 + </div>
242 +</details>
44 44  
45 -Not sure what applies to your project? Contact Art & Research Services for support.
244 +</div>
245 +{{/html}}
46 46  
47 -TODO: Replace this line with the central contact-form link once the form is available.