Privacy policy

Privacy statement for the Directorate of cultural heritage

Personal information is information that can be linked to you as an individual. It can be your name and/or your contact details.It can also be a lot of other information that can be indirectly linked to you. In this privacy policy you can read about how we collect and use information about you. Here you will find information about what personal data we collect, why we do this, and what rights you have under the data protection legislation.

Data controller

The controller for the personal data the Directorate of cultural heritage processesis managesd by our director, Hanna Geiran.

Contact information
Visitors address: Dronningens gate 13, 0152 Oslo
Post address: Postboks 1483 Vika, 0116 Oslo
E-mail: postmottak@ra.no
VAT-no: NO 974 760 819
Phone: +47 22 94 04 00

When does the Directorate of cultural heritage collect personal data?

The purpose of the Directorate of cultural heritage processing of personal data is primarily to take care of our administrative duties within the protection of cultural heritage. We mainly process information that you have provided to us for one of the following reasons:

• We make decisions about conservation
• You have applied for an exemption
• You have applied for a subsidy
• You have sent us a complaint
• You have requested access in accordance with the Public Service Act
• You subscribe to our newsletter
• You are a user of Digisak, Askeladden or Kulturminnesøk
• You have registered for a course or seminar
• You have applied for a job with us

We also receive information indirectly for the following reasons:

• We have asked a business for a report and your information appears in the report
• A complaint or protection case contains information about you
• We receive information about you from another authority
• An employee has indicated you as the next of kin
• A job seeker has listed you as a reference

Case management

When the National Archives has cases to process, for example through applications and complaints, we process personal data in order to carry out our tasks. We process, among other things, contact information and any other personal data that may result from the inquiry. It may include information about legal offences, health information, property information, account numbers etc.

The processing basis for this is the personal data protection regulation article 6 no. 1 letter e, which allows us to process information that is necessary for the exercise of public authority imposed on us, cf. the Cultural Heritage Act, the Planning and Building Act and the Public Administration Act. If the inquiry contains, or the proceedings reveal, special categories of personal data, the processing basis is our personal data protection regulation article 6 no. 1 letter e, cf. article 9 no. 2 letter g, cf. the Cultural Heritage Act, the Planning and Building Act and the Public Administration Act.

Archives and the public

The Directorate of cultural heritage is obliged to keep all records. This follows from § 10 of the Civil Service Act. We keep a record of all correspondence we send and receive in connection with case management. The main rule in Section 3 of the Civil Service Act is that all case documents in the administration must be publicly available, unless they can be exempted from public access for very specific reasons. This applies, for example, to information that is subject to confidentiality.

The Directorate of cultural heritages archives uses eInnsyn, which is an open, public search service that anyone can use to search for and order access to letters and documents

The Directorate of cultural heritage archives has an obligation to file all records. This follows from Section 6 of the Archives Act. This means that case documents, job applications and the like are stored in our archive indefinitely. After a certain period, all documents are transferred to the National Archives in accordance with Section 10 of the Archives Act.

The basis for processing is the Personal Protection Regulation article 6 no. 1 letter c, i.e. that the processing is necessary to comply with our legal obligations, cf. the Archives Act and the Public Service Act. Where special categories of personal data are concerned, the basis for processing is the Personal Data Protection Regulation Article 6 no. 1 letter c, cf. Article 9 no. 2 letter g.

E-mail

We use e-mail to carry out our tasks. E-mails we have received must be deleted when they are no longer necessary for our day-to-day tasks, or are covered by the filing obligation. We ask that special categories of personal data are not sent by e-mail.

Our basis for processing personal data in e-mails is the Personal Data Protection Regulation article 6 no. 1 letter e, which allows us to process information that is necessary for the exercise of public authority, cf. the Cultural Heritage Act, the Planning and Building Act and the Public Administration Act.

We scan all incoming and outgoing e-mail for viruses and malware to ensure the integrity, confidentiality and availability of our systems that processes personal data.

The processing basis for the scan is the personal protection regulation article 6 no. 1 letter c. The National Archives has a legal duty to ensure information security according to the personal protection regulation article 5 no. 1 letter f and 32.

Newsletter

Riksantikvaren sends out newsletters by e-mail to those who want it. In order for us to send you the newsletter, you must register an e-mail address. You can choose whether you also want to enter your first and last name. The e-mail address is stored in a separate database operated by our data processor Make AS, and will only be used to send out the newsletter. It is not shared with others and is deleted if you let us know that you no longer wish to receive the newsletter. We also delete the information if we are notified that the e-mail address is no longer active.

The processing basis for processing your e-mail address in connection with our newsletter is the Personal Protection Regulation article 6 no. 1 letter a, i.e. consent. You can withdraw your consent at any time by unsubscribing from the newsletter.

The cultural heritage database, Askeladden

If you access the database, we store your name, username and email address in the system. Your name will be linked to cultural monuments you register in the database. This is to make it clear who is responsible for what is registered.

The basis for processing is the Personal Data Protection Regulation article 6 no. 1 letter a, i.e. consent. You can ask us to delete your user profile at any time. This will not affect the lawfulness of the processing of personal data that occurred before you withdrew your consent. See also separate terms of use for the service.

The public access to Askeladden, Kulturminnesøk

If you create a user profile, your name and email address will be stored in the system. Your name will be linked to cultural monuments, photographs and comments you enter in Cultural Heritage Search. This is to make it clear who is responsible for what is registered.

The basis for processing is the Personal Data Protection Regulation article 6 no. 1 letter a, i.e. consent. You can withdraw your consent at any time by deleting your user profile. You can also delete the registrations you have entered in the database. This will not affect the lawfulness of the processing of personal data that occurred before you withdrew your consent. See also separate terms of use for the service. .

We will use your e-mail address to send you user surveys. Answering the surveys is voluntary and your answers will not be shared with other parties.

The basis for processing is the personal protection regulation article 6 no. 1 letter f, which allows us to process information that is necessary to safeguard a legitimate interest that outweighs the consideration of the individual’s privacy. The legitimate interest is to improve our systems.

Digisak

Personal information (name, address, e-mail address, etc.) you have provided in our services to create a user account is stored in our databases. It is The Directorate of cultural heritage that is responsible for the processing and the storage of this personal data in Digisak. It is the county councils that are responsible for the processing of information you must provide in connection with the proceedings in the first instance. This information is only shared with the National Archives in case of appeals.

When creating a user profile, the personal data you have provided (name, address, e-mail address and telephone number) will be stored in the system. The basis for processing is the Personal Data Protection Regulation article 6 no. 1 letter a, i.e. consent. You can ask us to delete your user profile at any time. This will not affect the lawfulness of the processing of personal data that occurred before you withdrew your consent. See also separate terms of use for the service.

When we process cases that we have recieved through Digisak, we store the information that is necessary for the processing of the case. The information you give us will be stored in our archive.

Forms and registrations

When you register for courses and events, we will ask for information such as your name, contact information, workplace and invoice reference. The purpose of the processing is to provide information to the participants, manage and facilitate events and prepare participant lists. The information is deleted after the event has ended.

The basis for processing is primarily the Personal Protection Regulation Article 6 no. 1 letter a, which allows us to process your personal data on the basis of your consent.

Occasionally we send out surveys in connection with the event you have attended. Our basis for processing is the Personal Protection Regulation Article 6 No. 1 letter f, which allows us to process information that is necessary to safeguard a legitimate interest that outweighs the consideration of the individual’s privacy. Our legitimate interests are to increase our knowledge base to make our services better, mapping of various management topics and project reports.

Job seekers

If you apply for a job with us, we will process the information you give us in your application, CV, diplomas and certificates. In addition, we use the information you give us in any interviews. We can also carry out our own investigations, for example through conversations with your references.

We use the job applicant portal Webcruiter to manage the applications. They will also be stored in our archives.

The processing basis for assessing your application is the Personal Protection Regulation article 6 no. 1 letter b. This provision allows us to process personal data at the request of a job seeker before any employment contract is entered into.

We consider your application to be a request to process your personal data, conduct interviews and call references with a view to entering into an employment contract.

If we carry out our own investigations in addition to this, for example contacting someone who has issued a certificate, but who is not given as a reference, the processing basis for such investigations is the Personal Protection Regulation Article 6 no. 1 letter f, which allows us to process information that is necessary to safeguard a legitimate interest that outweighs consideration of the individual’s privacy. The legitimate interest is to find the right candidate for the position.

You do not need to provide special categories of personal data in your application or interview. However, you can choose to do so. If you state that you have a functional impairment that will require adaptation at the workplace or in the working relationship, we are obliged to call at least one applicant with such a functional impairment for an interview. This follows from regulations to the Act on State Employees etc. Section 6.

The processing basis for this information is the personal protection regulation article 6 no. 1 letter c, which allows us to process such information when it is necessary to comply with our legal obligation in the area of ​​employment law, cf. article 9 no. 2 letter b.

In other cases, our basis for processing is the Personal Protection Regulation Article 6 no. 1 letter a, i.e. your explicit consent, cf. Article 9 no. 2 letter a. You can withdraw this consent at any time. Withdrawing your consent will not affect the legality of the processing of personal data that occurred before you withdrew your consent.

Job applications and CVs stored in the job applicant system of Webcruiter are deleted after two years. Applications, list of applicants and settings are stored in our archives.

Visitor registration

When you come to visit us, we ask you to register your name and telephone number and the name of the person you are visiting. The information is automatically deleted after three days. You can also choose to have the information stored for a longer period.

The processing basis for this is the personal data protection regulation article 6 no. 1 letter f, which allows us to process information that is necessary to safeguard a legitimate interest that outweighs the consideration of the individual’s privacy. The interest of the directorate is to secure access to the Directorate of cultural heritage premises.

Analysis and statistics

Our aim is to develop and improve our website(s) and digital databases. Therefore we use the analytic tool Matomo to analyze and improve the functionality of our websites. When you search on our websites, we store information about which search terms you use. We do this to improve our digital sites and services.

Matomo is an anonymised user ID function, which allows us to identify the same user across different devices without using personal data. This means that we cannot trace the information we collect back to you as a user.

The Directorate of cultural heritage uses logs from our web server to create statistics.

You can switch off this function in your browser at any time. We need to point out that this may lead to the service not working as it should. At nettvett.no, you can read about how to set your browser to accept/reject cookies, and get tips for safer use of the internet.

Cookies and consent

When you visit riksantikvaren.no, we install cookies that are necessary for you to be able to use our websites. Cookies are small text files that are placed on your computer when you download a website. Riksantikvaren currently uses cookies for these four purposes:

• In order for various services on our website to work.
• To develop and improve our websites (web analysis).
• To be able to publish journals
• To let you play videos.

When we process your personal data, you have the right to:

• demand access to own information
• ask us to correct or supplement information that is incorrect or misleading
• in certain situations to ask us to delete information about yourself
• in some situations to ask us to limit the processing of information about you
• object to our processing of information about you, if we process the information on the basis of our tasks or on the basis of a balancing of interests
• ask us to transfer information about it to you or to another controller if we process this information based on consent or a contract
• complain to the Norwegian Data Protection Authority about our processing of your personal data. We still encourage you to always contact us first.

You can read more about the content of these rights at the Norwegian Data Protection Authority.

Privacy officer at the Directorate of cultural heritage

Riksantikvaren is a public authority and has established its own data protection ombudsman. Our data protection officer is Elisabeth Nordling.

You can contact our data protection representative with questions related to personal data about you. The inquiry is sent by e-mail to elisabeth.nordling@ra.no. We will respond to your inquiry as soon as possible, within 30 days at the latest.

In order to be able to answer your inquiry, we ask you to confirm your identity or to provide additional information before we can answer your inquiry. We do this to be sure that we only give access to your personal data to you, and not to others pretending to be you.

This document was last updated 30.11.2021