Privacy statement of the genealogical report register

Genealogical report register

Digital and Population Data Services Agency

Lintulahdenkuja 2, 00530 Helsinki

PL 123, 00531 Helsinki

Telephone (switchboard) 02 9553 6000, email kirjaamo(a)dvv.fi

Contact person in register-related matters

Mari Järvinen, Administrative Officer

Telephone (switchboard) 02 9553 6000, email kirjaamo(a)dvv.fi

Telephone (switchboard) 02 9553 6000, [email protected]

The data contained in the genealogical report register is used as the case processing system for the Local Register Offices’ national genealogical report service. All pending genealogical report orders, order transfers and completed orders are stored in the register.

The personal data contained in the genealogical report register is processed on the basis of Article 6 of the EU’s General Data Protection Regulation. Personal data is processed as part of the implementation of the agree-ment (in this case the ordered genealogical report) between the data subject and the controller.

The data in the register is retained for as long as it is necessary for the purposes of the authority in question, but up to a maximum of two years.

The following information is recorded in the register:

• Surname
• forenames
• date of birth
• client name
• order arrival date
• order transfer information
• order confirmation/cancellation
• genealogical report delivery method
• the author of the genealogical report and the author’s unit as well as the processing data related to the order.

The order form for the genealogical report, the Population Information System, the Local Register Offices’ lists of persons and family journals.

The data is not regularly disclosed to any third parties.

No personal data is transferred outside the EU or the EEA.

The data material has been protected by means of access management and it can be accessed only from the internal network of the central government. In addition, personal data is protected by means of physical access control, by monitoring the use of personal data and through instructions provided for the processing of personal data.

No automated decision-making or profiling is performed on the basis of the data.

Right of inspection

You have the right to request that the controller provides you with access to the data on you, so that you can check the information that is kept on you. The request must be submitted in writing to Digital and Population Data Services Agency’s registry office. Be prepared to prove your identity.

You will receive the information you need within a month of the time your request was registered. However, for justified reasons the Digital and Population Data Services Agency can extend the aforementioned one-month timeline by two months at the most. In this case you will receive a notification.

Right to demand data correction

You have the right to ask for your personal data to be corrected. Submit a written request to the contact per-son of the register (section Controller and contact persons). In the request for correction, mention the data that should be rectified and the details of the change or the information that should be added to the register. Your identity will be verified in connection with the request.

Right to have data deleted or to restrict the processing of data

You have the right to request the deletion of your personal data or the restriction of its processing. Submit a written request to the contact person of the register (section Controller and contact persons). In the request, you must provide a detailed account of the data that is subject to your request. Your identity will be verified in connection with the request.

Limitations to the rights of the data subject with regard to the processing of personal data

You do not have the right to ask for the data to be transferred from one system to another because the right is based only on automated processing of personal data. You also do not have the right to object to the processing of personal data because the processing is based on an agreement between the data subject in this register and the controller.

The data subject has the right to lodge a complaint to the supervisory authority on the processing of their personal data.

Additional information by the Office of the Data Protection Ombudsman.