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Privacy policy: Legal and pretrial investigation expenses

17 November 2017

1. Controller

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 protected]

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: [email protected]

3. Data protection officer

[email protected]

4. Purpose for processing of personal data

The processing is based on the Act on Compensations from State Funds for Expenses incurred by Civil Servants due to Certain Legal Proceedings (269/1974).

The purpose of the processing is resolving claims for compensation based on the Act in question.

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

Damage information: application number, application date, court and date of the ruling.

Personal data and contact information: name, personal identity code, address, telephone number, language, profession, nationality, banking details and date of death.

Agent’s details: name and address. Employers’ details: employer’s name and agency code.

Copy of the court decision, or notification of the non-prosecution decision, discontinuation of the pretrial investigation and clarifications of any costs incurred.

6. Normal data sources

The details in the application and appendices are received from the applicant or their agent.

The personal data is obtained from the applicant. If necessary, the address details and personal identity code are confirmed from the Population Information System (Population Information Act 661/2009, Section 29).

In addition to this, the information can be requested with the consent of the applicant or pursuant to explicit stipulations in the relevant legislation.

If necessary, the address information is confirmed from the Population Information System (Population Information Act 661/2009, Section 29).

7. Regular disclosures of data

Data contained by the register is disclosed to interested parties.

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, the following storage periods will be observed:

  • 10 years for documents
  • at least 50 years for documents related to appeals

The storage period for documents regarding compensation is calculated from the date on which the proceedings were initiated.

Data 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 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 controller 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, 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.

19. Use of cookies

The data system does not use cookies.

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