Certificates from the Population Information System Self-Service
Certificates from the Population Information System Self-Service (Certificate Service) is a system wherein you can order the following certificates:
- a certificate concerning yourself or your dependant from the Population Information System
- a certificate on the examination of impediments to marriage
In addition to a system for placing certificate orders, the Certificate Service consists of the service area of the Digital and Population Data Services Agency’s Elsa case management system, where we process certificate orders.
Digital and Population Data Services Agency
Lintulahdenkuja 2, 00530 Helsinki
PO Box 123, 00531 Helsinki, Finland
Telephone (switchboard) +358 295 536 000
Email kirjaamo(at)dvv.fi
Contact persons in register-related matters
Paula Ojaniemi, Chief Specialist
Tiina Härkönen, Senior Lead
Lintulahdenkuja 2, 00530 Helsinki
Telephone (switchboard) +358 295 536 000
Email kirjaamo(at)dvv.fi
Telephone (switchboard) +358 295 536 000
Email [email protected]
Personal data is processed to issue certificates from the Population Information System and to conduct an examination of impediments to marriage. Issuing certificates is a statutory task of the Digital and Population Data Services Agency, which is based on the Act on the Population Information System and the certificate services of the Digital and Population Data Services Agency and the Marriage Act.
Certificates from the Population Information System
An electronic certificate from the Population Information System is stored in the Certificate Service for 24 hours.
Information on certificate orders is stored for five years.
Certificates on the examination of impediments to marriage
Certificates on the examination of impediments to marriage and requests for examination of impediments to marriage and their appendices are stored for 10 years.
The system contains information on pending and resolved certificate orders. Personal data in the system includes the name, personal identity code, municipality of residence, place of residence and marital status of the person who placed the certificate order or the person the certificate concerns. Information on custodianship and family relationships is also processed in the system.
As a rule, data is obtained from the Population Information System. If you request a certificate on the examination of impediments to marriage from the Certificate Service, you will be asked to provide some of the information needed to resolve the matter.
As a rule, data in the certificate service is only disclosed to a service user, i.e. the person who ordered the certificate. A certificate on the examination of impediments to marriage will be provided to both spouses.
No personal data is transferred outside the EU or the EEA or to international organisations.
We use an automated decision-making procedure in the Certificate Service. Automated decision-making is based on chapter 8b of the Administrative Procedure Act (434/2003).
Certificates from the Population Information System
An electronic certificate from the Population Information System is issued automatically. Payment of the certificates is processed automatically. We will notify you of automated decision-making in the electronic certificate you receive and in your receipt of payment.
Certificates on the examination of impediments to marriage
Some certificates concerning the examination of impediments to marriage may be issued automatically. You will be informed on the certificate you receive if your issue has been resolved automatically.
An automated decision-making procedure means that a person does not make a decision on the matter, but that the information system makes a decision by mechanical means. Under the law, this can be done if the matter does not involve case-by-case discretion or if a person has assessed the discretionary aspects before the decision was made.
Right of access
You have the right to access your personal data and check its content. You can request a control of your personal information by sending an access request to the Registry Office of the Digital and Population Data Services Agency. Be prepared to provide proof of identity.
Right of revision
You have the right to correct your personal data if you notice that it contains inaccurate or incorrect information. Submit your request in writing to the register’s contact person or submit a request for rectification to the Registry Office of the Digital and Population Data Services Agency. In your request, please specify which information should be corrected as well as the specific changes and additions to be made. Be prepared to provide proof of identity.
Limitations to the rights of the data subject
Most of the services provided by the Digital and Population Data Services Agency are based on compliance with the controller’s statutory obligation, on the performance of a duty of public interest or the exercise of public authority. In such cases, you do not have any right to demand that your personal data should be deleted or transferred to another system. Moreover, as a rule, you do not have any right to object to the processing of your personal data.
If you think that your personal data is processed unlawfully, you can submit a complaint to the Office of the Data Protection Ombudsman.
Office of the Data Protection Ombudsman
Street address Lintulahdenkuja 4, 00530 Helsinki, Finland
Postal address PO Box 800, 00531 Helsinki, Finland
Email tietosuoja(at)om.fi
Switchboard +358 29 566 6700
Registry +358 29 566 6768
For more information on submitting a complaint, see the website of the Office of the Data Protection Ombudsman at https://tietosuoja.fi/en.