Privacy statement of the record and case processing system

The record and case processing system

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

Pekka Kortelainen, Senior Specialist

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

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

Personal data is processed to maintain the document register of the Digital and Population Data Services Agency, and cases that have been filed and their processing stages are recorded through the register. In addi-tion, personal data is processed for the supervision of the activities of guardians.

The personal data contained in the register is processed on the basis of Article 6 of the EU’s General Data Pro-tection Regulation. Personal data is processed as part of the provision of the Digital and Population Data Ser-vices Agency’s statutory services. The Information Management Act (906/2019, section 25) lays down provi-sions on the Agency’s obligation to maintain a register of cases that are being processed and have been pro-cessed by the authority. The Act on Continuing Powers of Attorney (648/2007) lays down provisions on the su-pervision of guardians.

According to the archive compilation plan, personal data is retained permanently, or for one to fifty years.

Basic case data:

• register number
• the manner in which the case became pending
• state of the case
• case type
• status and publicity of the case
• date on which the case became pending and the deadline
• initiator and other interested parties
• case and its description
• the previous register number
• other reference data
• statistics code
• name of the person responsible
• the Local Register Office
• responsible unit
• service locality for the case
• payment
• reference number (for name-related cases)
• additional information

Important information for the interested parties processing the case and, in guardianship affairs, for the guardianship concerned:

• customer type
• position
• personal ID code or date of birth
• business ID
• language
• name data
• address and other contact details
• municipality of domicile
• country of residence
• date of decease
• date of marriage
• date of dissolution of marriage
• end date of an order of restricted access

Information on the intermediary measures taken:

• type of measure
• notice
• manner of communication
• date of referral
• deadline
• recipient
• date of supply
• type of reply
• date of receipt

Information on the solution to the case:

• type of final measure
• notice on the final measures
• date of solution
• person providing the solution

Information on archiving the case:

• filing date
• person responsible for the measure

Monitoring data in guardianship affairs:

Data on the restrictions on the client’s capacity to act and the restriction history, the year for the four-year report, start and end dates for the guardianship, previous register number, previous guardianship number transferred from the municipal guardianship records, date of transfer, start and end dates of Creation date: 8/11/2018 the guardianship task, type of guardianship, distribution of the guardianship tasks, task description, history of task description, liability, accounting period data, deadline for the property list/annual accounts/in-terim accounts/final accounts, date of receipt, date of deferral, recovery dates and audit date as well as the data for previous annual accounts.

• the equivalent data is exported from the guardianship authorisation. The amount of data corresponds to the account data but does not exceed the authorization

Documents:

• documents related to opening the case
• intermediate measures and the final measure

The information is obtained from documents containing information that must be recorded in the Agency’s case register. As the case progresses, the information is updated directly into the system.

In addition, information concerning a person is obtained from the Population Information System through the application query and the modified data update service when the search criterion is the personal identity code.

Data on the confirmation of an acknowledgement of paternity and guardianship data is transferred mechanically to the Population Information System and to the Register of Guardianship Affairs (Holle) on a daily basis.

Name changes are manually transferred to the Population Information System.

Based on the data controller’s discretion, data may be transferred to other authorities within the limits permitted and set by legislation. In addition, data may be transferred for other identified purposes with the express consent of the individual concerned by data recorded on the use of services.

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 per-sonal 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.

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

Most of the services provided by the Digital and Population Data Services Agency are based on compliance with a statutory obligation or the use of public powers. In those cases, you do not have the right to demand the dele-tion of your data or its transfer to another system.

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.