Elsa case processing system
Elsa is a case processing system used for the processing of with matters sent to the Digital and Population Data Services Agency and initiated by the Digital and Population Data Services Agency in accordance with the Act on First Names and Surnames, matters under the Act on Guardianship Services, matters under the Act on Continuing Powers of Attorney, matters under the Parenthood Act, matters related to certificate orders and their processing under the Act on the Population Information System and the Certificate Services Provided by the Digital and Population Data Services Agency and matters concerning the registration of foreigners in under the Municipality of Residence Act. The system is also used to assist in the supervision of the activities of guardians. The provisions laid down in section 16 of the Act on the Openness of Government Activities are applied to disclosures of information contained in the system.
Digital and Population Data Services Agency
Lintulahdenkuja 2, FI-00530 Helsinki
P.O. Box 123, FI-00531 Helsinki
Telephone (switchboard) +358 295 536 000
Email kirjaamo(at)dvv.fi
Contact person in register-related matters
Heidi Gillberg, Chief Specialist
Lintulahdenkuja 2, FI-00530 Helsinki
Telephone (switchboard) +358 295 536 000
Email kirjaamo(at)dvv.fi
Telephone (switchboard) +358 295 536 000
Email [email protected]
The Digital and Population Data Services Agency's Elsa case processing system is used to process matters referred to in the Act on Forenames and Surnames, matters referred to in the Act on Guardianship Services, matters referred to in the Act on Continuing Powers of Attorney and matters referred to in the Parenthood Act. In addition, the case processing system is used for the processing of registration matters related to certificate orders under the Act on the Population Information System and Certificate Services Provided by the Population Register Centre and matters under the Municipality of Residence Act.
Act on the Population Information System and Certificate Services Provided by the Population Register Centre, section 4, 9, 13 and 17
Guardianship Services Act, section 84
of Residence Act, section 4
Act on Forenames and Surnames, section 21
Parenthood Act, section 4 and 5
In addition, personal data is processed for the supervision of the activities of guardians. Personal data is processed as part of the provision of the Digital and Population Data Services Agency’s statutory services.
The processing of personal data contained in the register is based on subparagraph 1c (compliance with a legal obligation to which the controller is subject) or subparagraph 1e (the performance of a task carried out in the public interest) in Article 6 of the EU's General Data Protection Regulation. The Act on Information Management in Public Administration (906/2019, section 25) lays down provisions on the Agency’s obligation to maintain a register of cases that are being processed and have been processed by the authority.
The retention periods of documents in Elsa are laid down in the Archives Act. The retention periods are specified in the Digital and Population Data Services Agency's information management plans. Retention periods vary by process and by document from four years to permanent storage. If you would like more detailed information on the documents for an individual process and their retention periods, please send an e-mail to [email protected].
The following information has been stored in the system:
* identification data and contact details of the interested parties
* details of applications, processing and decisions
* details of the supervision carried out by the guardianship services
* order details
The information is obtained from documents containing information that must be recorded in the case processing system. As the case progresses, the information is updated directly into the system.
In addition, data on persons can be obtained from the Population Information System.
There are no regular disclosures of information to third parties.
Right of access
You have the right to gain access to 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 to rectification
You have the right to correct your personal data when you observe that it is inaccurate or incorrect. Submit the request to the Registry office in writing. In the request for revision, state the information to be corrected and its exact change or addition. Be prepared to provide proof of identity.
Limitations to the rights of the data subject
The processing of personal data in ELSA is based on compliance with the statutory obligation of the Digital and Population Data Services Agency or on the performance of a duty of a public interest or the exercise of public authority. In these cases, you cannot request that your personal data be deleted or transferred to another system, and, as a rule, you cannot oppose the processing of your personal data.
Personal data will not be transferred outside the EU or EEA countries or to international organisations.
If you feel that your personal data is being processed unlawfully, you can file a complaint with the Office of the Data Protection Ombudsman.
Office of the Data Protection Ombudsman
Street address Lintulahdenkuja 4, 00530 Helsinki, Finland
Postal address P.O. Box 800, 00531 Helsinki
Email tietosuoja(at)om.fi
Switchboard +358 29 566 6700
Registry +358 29 566 6768
For more information on filing a complaint, see the Office of the Data Protection Ombudsman website at https://tietosuoja.fi