4. If you need data from other data providers apply for these separately. Inform or apply for approval from Data Protection Agencies

Researchers often wish to link data from other organisations or data they have gathered themselves to the data being applied for from the National Statistical Institutions (NSIs). The researchers need to obtain all relevant approvals from national authorities before final approval by the NSI’s can be granted. The National requirements for approvals differ both in regard to the number of authorities that need to approve the project, the required documents that have to be submitted with the application as well as whether the researcher or the NSI has to submit the application.

Below is a list of approvals needed before the NSI’s can accept an application for data access.

Denmark

  • Data will be hosted by Statistic Denmark
      • All Danish data are owned by Statistics Denmark
        • Approvals from all NSI’s involved
      • Both data from researcher and Statistic Denmark
        • Approval for the use of external data: The Danish Data Protection Agency (Has to be submitted by the researcher before own data are transferred to Statistics Denmark and need to include a project description
        • Approvals from all NSI’s involved
      • Data from other Danish agencies
        • Approvals for using external data are granted by the Danish Data Protection Agency. Please refer to the home page <www.datatilsynet.dk> of the agency for further information.
        • Applications for Danish medical data can be made directly to Statistics Denmark which has a number of the most commonly sought after medical registers.
  • Special additional requirements if Danish data is to be hosted by other Nordic NSI
    • Approval for the use of external data: The Danish Data Protection Agency (Has to be submitted by the researcher before own data are transferred to Statistics Denmark and need to include a project description
    • Approval for use of data owned by Statistics Denmark: Approval from The Danish Data Protection Agency (Has to be submitted by Statistics Denmark and need to include a project description and security agreements)

 

Finland

Sweden

  • Data will be hosted by Statistic Sweden
    • If data from other countries are included approval from the NSI in the respective country is needed.
    • If data from other authorities within Sweden – an approval is needed from every authority involved. For example, medical data are available at National Board of Health and Welfare (Socialstyrelsen).
    • If the application contains sensitive data an approval from the ethical review board is needed.
    • If the researcher has their own survey data and want to include these data, an informed consent from the study persons is needed.

Greenland

  • Data are hosted by another NSI
      • All Greenlandic data are owned by Statistics Greenland
        • Approval from the Danish Data Protection Agency (Has to be submitted by Statistics Greenland and need to include a project description and security agreements)
        • Approvals from all NSI’s involved
      • Both data from researcher and Statistic Greenland
        • Approval for the use of external data: The Danish Data Protection Agency (Has to be submitted by the researcher before own data are transferred to Statistics Greenland and need to include a project description
        • Approval for use of data owned by Statistics Greenland: Approval from the Danish Data Protection Agency (Has to be submitted by Statistics Greenland and need to include a project description and security agreements)
        • Approvals from all NSI’s involved
      • Other special conditions
        • As being considered third country with respect to EU directive 95/46/EF a contract following the Commission decision C(2001) 1539 has to be agreed upon and approved by the Danish Data Protection Agency

Iceland

  • Data are hosted by another NSI
      • All Icelandic data are owned by Statistics Iceland
        • Approval from Statistics Iceland is needed
      • Both data from researcher and Statistic Iceland
        • Until now, data from Statistics Iceland has not been used for linking with data collected by the researcher. This has not been tested, but using a remote access system should be sufficient for a permission for linking researchers’ own data with data from Statistics Iceland
      • Other special conditions
        • In the case of sensitive data, the Icelandic Data Protection agency will be notified of the research project
        • Health data are also a special condition which would require an approval from the Icelandic Directorate of Health

Norway

      • Norwegian research institutions        

        SN cannot host Nordic research data. Hosting of the data will take place at another NSI, also when the project owner is a Norwegian institution.

      • Research institutions in Denmark, Sweden, Finland, Greenland or Iceland

Project owners (primary institution – PI) from other Nordic countries than Norway apply for Norwegian register data to their own national statistical bureau (NSI). For Norwegian register data supplied by others than SN. e.g. health data, you must contact the register owner directly. Attach copies of all correspondence to your application to the NIS.

To get data from Statistic Norway (SN), the PI must be on SN’s list of approved research institutions. If not on the list, the institution may apply for approval to personvernombudet@ssb.no. Make sure you get your approval BEFORE you apply for data.

In addition to copies of local confidentiality permits (where required), SN must have copies of:

          • Exemptions from confidentiality

            for Norwegian register data supplied by others than SN. Attach application and exemption to your data Application

          • SN variable lists

            Whenever available, SN variable lists must be attached to your data application

          • The research protocol

            with the detailed design of the project must be attached to your data application

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