Privacy statement of DVV´s remote service at Suomi service points
The function of the Digital and Population Data Services Agency’s remote service at Suomi service points is to enable personal service equivalent to an in-person visit via video and audio connection with remote experts from public authorities. The service is pilot tested in Imatra, Nurmes and Porvoo. It is provided in an accessible and private room or modular space equipped with the necessary technology. The remote service system functions as a booking and video channel platform, and only essential customer data is recorded for appointment scheduling. All service-related data is stored in the Agency’s internal case management systems.
Digital and Population Data Services Agency
Lintulahdenkuja 2, 00530 Helsinki, Finland
PO Box 123, 00531 Helsinki, Finland
Telephone (switchboard) +358 295 536 000
Email kirjaamo(at)dvv.fi
Contact person in register-related matters
Maisa Gynther, Director
Lintulahdenkuja 2, 00530 Helsinki, Finland
Telephone (switchboard) +358 295 536 000
Email kirjaamo(at)dvv.fi
The personal data of customers using the remote service is processed to identify and serve the customers of the Digital and Population Data Services Agency in the remote service. The customers' personal data is processed to confirm the remote service appointment and invite them to customer service location, as well as to identify the person arriving at the customer service event.
During the customer service event itself, the customer's voice and image are transmitted to the officer handling the remote service via a video connection. In addition to the video connection, the remote service system also includes a document camera, which the customer can use to show a document to the officer, and a chat channel, which the officer can use to communicate with the customer. The customer may be asked to identify themselves at the beginning of or during the customer service event. Identification can be done as suomi.fi identification, or by a service advisor working at the remote service point using an official identity document.
After the session, customers may be asked to provide feedback via the system or by text message. Personal data may also be used for statistical purposes, such as monitoring the total number of service sessions during a given period.
Personal data contained in contacts processed in the remote service is processed as part of the statutory official services of the Digital and Population Data Services Agency. The processing of personal data is necessary and required for the performance of tasks in the public interest of the Digital and Population Data Services Agency. Provisions on the activities and certain services of the Digital and Population Data Services Agency are also laid down in the Act on the Population Information System and on the Certificate Services of the Digital and Population Data Services Agency (661/2019) and the Act on Joint Administrative Electronic Support Services (571/2016).
The appointment data recorded in the remote service system is one-time in nature, meaning that no permanent customer information is stored in the system. The customer’s booking details are retained only until the appointment has ended, after which the related personal data is deleted.
The personal data processed in the system for both the customer and the officials using the system include:
- first name and surname
- email address,
- phone number
- language of the service session
- time-related data, such as the start and end times of the remote service session
For officials using the system, the following personal data is also processed:
- role (user, main user),
- organisation
Other data content:
- feedback provided about the service session
- the official may record service-related information provided by the customer during the remote session in the Agency’s internal systems
- when a customer uses suomi.fi authentication, their personal identification number, age and gender are also transmitted to the system.
The data is obtained directly from the customer when booking a remote service appointment either via DVV’s personal customer service phone line or at a Suomi service point. In these cases, the customer’s information is entered into the system by a DVV customer service official or a service advisor at the remote point.
The contact details of employees of the Digital and Population Data Services Agency are recorded in the system as necessary in accordance with access rights requests.
Data will not be disclosed to third parties except when the processing of the matter requires the transfer of the matter to another authority.
No personal data is transferred outside the EU or the eea or to international organisations.
No personal data is used for automated decision-making.
Right of access
You have the right to access your personal data and check its content.
You can send a request to check your personal data 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. The request for corrections must be submitted in writing to the contact person of the registry. In your request, you must specify which information should be corrected and what changes or additions should 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/home.