Name: State Treasury
Address: Sörnäisten rantatie 13, P.O. Box 14, FI-00054 State Treasury
Other contact details: tel. +358 (0)295 50 2000, email@example.com
2. Contact person for filing system-related matters
Name: Services for citizens / Crime damages and other types of compensation / Anne Matilainen
Address: Services for citizens, P.O. Box 14, FI-00054 State Treasury
Other contact details: firstname.lastname@example.org
3. Data protection officer
4. Purpose of processing personal data
The data is processed for the purpose of processing compensation matters related to group life insurance.
Grounds for keeping the register:
- State’s collective bargaining and labour agreement concerning a benefit equivalent to group life insurance. The agreements are negotiated on an annual basis.
- Decree on the granting and payment of financial support upon the death of a civil servant (1044/76).
- Special acts that apply to members of parliament, conscripts and UN peacekeepers.
The data in the register is used to issue decisions on the aforementioned matters, send letters of enquiry and pay compensations. Various statistics are also compiled based on the register data.
5. Information content of the register
Deceased person’s information: personal identity code, date of death, age, information on the possible accident, employer’s name, information on the service relationship and possible pension information.
Beneficiary’s information: name, personal identity code, relation to the deceased person, (e.g. widow, child) address and banking details.
Employer information: agency code and employer’s name.
Application information: accident number and arrival date of the application.
Printout information: aforementioned details and the sum to be compensated.
The document register contains the application, cause of death certificate and possible pretrial investigation record, common law spouse’s account of the cohabitation arrangement, agreement on the possible mutual maintenance arrangement and an account of the possible termination of the deceased person’s marriage.
6. Normal data sources
The details in the application and appendices are received from the applicant.
The personal details are received from the applicant. The address information, personal identity code and relation to the person through whom the benefit is derived (e.g. widow, child) is confirmed from the Population Information System (Population Information Act 661/2009, Section 29).
Details regarding the employment relationship are received from the employer and the Central Pension Security Institution’s registers. Information on the cause of death is received from Statistics Finland in cases of accidental death. The aforementioned details are required to determine the right to compensation.
7. Regular disclosures of data
Data contained by the register is disclosed to interested parties.
With the consent of the applicant, information in the application can also be disclosed to the Employees’ Group Life Insurance Pool, Keva, Farmers’ Social Insurance Institute or another authority granting a similar compensation.
As regards compensations paid to legally incompetent persons, the guardianship authority for the municipality of residence of the person in question is notified (Decree 1155/97, Section 2).
The data in the register is used to compile statistics for offical use. These statistics cannot be used to identify individual persons.
8. Regular disclosures of personal data or transfer of data outside the EU or the EEA
Data is not disclosed or transferred to recipients outside the EU or EEA.
9. Principles for filing system protection
The register contains confidential materials.
Only individuals authorised by the controller, who are under obligation of secrecy, have access to the data processed within the information system. Access rights are kept up-to-date by regular inspection, and unnecessary access rights are removed. The information network and terminals containing the register are protected using technical measures. The application servers are located in the operating service provider’s protected facilities. The actions of the data system users and the authorisation of data access are monitored by means of collecting log data.
Manual data content received or printed out for the register is stored in a locked room which is only accessible by individuals who have been authorised by the controller and are bound by an obligation of secrecy. Unnecessary manual materials are destroyed in a data secure manner.
10. Data storage period / criteria for determining storage period
The stipulations of the Archives Act 831/1994 are observed with regard to the storage of documents.
If the archives service has not specified the documents for permanent storage, they will be retained for 100 years from the commencement of the proceedings.
The storage periods are governed by what is stated on document storage in the Workers’ Compensation Act (459/2015) and Motor Liability Insurance Act (460/2016).
11. Information about automatic decision-making (e.g. profiling) and information about the logic of data processing and its impacts on the data subject
The processing of the data does not entail automated decision-making.
12. Right of access
The data subject has the right to access their data in the register. Requests should be sent to the registry office.
In the event that the data subject has exercised their right of access less than one year ago, the State Treasury may collect a fee based on the administrative costs caused by the provision of the data.
13. Rectification of data
Data subjects are entitled to request corrections to any incorrect information the register may contain on them. Requests should be sent to the registry office.
14. The right to object to processing of personal data
The State Treasury processes personal data in order to carry out its statutory duties, and the data subject does not have the right to object to the processing of their personal data.
15. Right to restriction of processing
The data subject has the right to restrict the processing of their personal data as specified in Article 18 of the GDPR.
16. Right to erasure
The State Treasury processes personal data in order to carry out its statutory duties (there are other possible reasons for the right to not be available), and the data subject does not have the right to have their personal data removed
17. Right to lodge a complaint
The data subject has the right to lodge a complaint with a supervisory authority if the data subject believes that their rights have been infringed by the actions of the controller.
18. Other rights
Personal data is neither used nor disclosed for the purpose of direct advertising, distance marketing or other direct marketing, market and opinion research, registers of individuals, or genealogies.