Privacy statement of the register of Guardianship Affairs

Register of Guardianship Affairs

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]

The Register of Guardianship Affairs is kept to supervise the activities of guardians and to safeguard the rights of third parties. Information on guardianship and re-strictions of competency are entered in the register under the Guardianship Services Act (442/1999) and the Act on Continuing Powers of Attorney (648/2007).

The personal data contained in the Register of Guardianship Affairs is processed on the basis of Article 6 of the EU’s General Data Protection Regulation. Personal data is processed as part of the provision of the Digital and Population Data Services Agency’s statutory services. The provisions on the Register of Guardianship Affairs are laid down in the Guardianship Services Act (442/1999), the Act on Certain Per-sonal Registers of the Digital and Population Data Services Agency (1156/2019), the Act on Continuing Powers of Attorney (648/2007) and the Government Decree on Continuing Powers of Attorney (942/2007).

Data entered in the Register of Guardianship Affairs must be retained for 10 years after the end of the guardi-anship/continuing power of attorney. Section 68 of the Guardianship Services Act. Section 27 of the Act on Continuing Powers of Attorney.

The following guardianship data is entered in the Register of Guardianship Affairs:

-Name, personal identity code, address and municipality of domicile of the person (client) under guardianship
- Start date of the guardianship
- Name, personal identity code and address of the guardian

-In the case of a public guardian, the guardian's identifier, order number, title and the name of the guardianship office
- If the guardian’s task is based on the decision of a court or guardianship authorities, start date of the task
- Task of the guardian
- End date of the guardian’s task if the guardian was appointed for a fixed time period;
- Information on the potential restrictions on the client’s capacity to act
- If there are restrictions on the client’s capacity to act, information on the type and start date of the restrictions
- Information on which authority made the decision to appoint a guardian, the decision on the task of the guardian and on the restrictions on the capacity to act and when the decision was made
- The guardianship authority monitoring the activities of the guardian
-Information on recording which is necessary for the maintenance and use of the register

The following information on the continuing power of attorney is entered in the Register of Guardianship Affairs:

- Name, address, municipality of domicile and the personal identity code of the granter, or in the absence of a personal identity code, date of birth
- Name, address and personal identity code of the attorney, or in the absence of a personal identity code, date of birth
- Start and end dates for the task of the attorney and grounds for the start and end of the task
- Task of the attorney
- Information on which authority confirmed the continuing power of attorney
- The guardianship authority monitoring the activities of the attorney

Guardianship decisions are received from courts in accordance with section 65 of the Guardianship Services Act (442/1999). Under the above-mentioned act, guardianship decisions made by the guardianship authority must be entered in the Register of Guardianship Affairs. In addition, under section 27 of the Act on Continuing Powers of Attor-ney (648/2007), the powers of attorney confirmed by the guardianship authorities must be entered in the Register of Guardianship Affairs.

The personal and other data required for the maintenance of the register and the changes that have happened in the data are transferred to the Register of Guardianship Affairs from the Population Information System.

Data from the Register of Guardianship Affairs is disclosed to various authorities, associations and private persons. According to section 67 of the Guardianship Services Act (442/1999), everyone has the right to receive information from the Register of Guardianship Affairs on whether a certain person is under guardianship, on the identity of their guardian, on the task of the guardian, and whether the person's capacity to act has been restricted and how. However, a personal identity code may only be disclosed to those who need it in order to exercise their interests and rights, or to fulfil their duties.

The data from the Register of Guardianship Affairs is disclosed as single paper prints (extract from the Register of Guardianship Affairs). The guardianship authority decides on the disclosure of data from the register.

The Digital and Population Data Services Agency discloses data to the following authorities through a technical interface: Kela, Keva and the Tax Administration.

Data from the Register of Guardianship Affairs is disclosed through a technical interface to the authorisations service as provided in section 9, subsection 1, paragraph 2 and section 12, subsection 4 of the Act on Common Administrative E-Service Support Services.  

Once the guardianship has come to an end, the persons with the right to access information from the Register of Guardianship Affairs pursuant to section 67, subsection 1 of the Act on Guardianship Services are those who need the information to exercise their interests and rights, or to fulfil obligations.

No personal data is transferred outside the EU or the EEA or to international organisations.

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 access

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.

Restrictions to the data subject’s rights in relation to personal data processing

The processing of personal data in the Register of Guardianship Affairs is based on compliance with a statutory obligation. In these cases, you do not have the right to demand the deletion or transfer of your data to another system nor to object to the processing of your personal data. Moreover, you do not have the right to request that the processing of your personal data should be limited.

You have the right to lodge a complaint with the Data Protection Ombudsman regarding the processing of your personal data.

Office of the Data Protection Ombudsman, PO Box 800, FI-00531 Helsinki

For more information, see the Data Protection Ombudsman’s instructions