Name: State Treasury, Services for Citizens
Address: Sörnäisten rantatie 13, P.O. Box 50, FI-00054 State Treasury
Other contact details: tel. +358 (0)295 50 2000, firstname.lastname@example.org
2. Contact person for filing system-related matters
Name: Services for Citizens / Päivi Kaukinen
Address: Services for citizens, P.O. Box 14, FI-00054 State Treasury
Other contact details: email@example.com
3. Contact information for the data protection officer
4. Purpose for processing of personal data
The processing is based on the Workers’ Compensation Act (459/2015) and other accident insurance legislation.
The purpose of the processing is the handling of compensations for occupational accidents and occupational diseases suffered by civil servants as well as other injuries and occupational diseases for which the State is liable.
The data in the register is used to issue decisions on the aforementioned matters, send letters of enquiry and pay compensations. They are used to harmonise the compensation policy and compensation practice. The register data is used to compile a variety of statistics. These statistics do not contain information that can be used to identify individual applicants.
5. Information content of the register
Details stored in the system:
- injured person’s name, personal identity code, address, profession, employer, annual income, possible date of death, information on family members, if necessary
- date and municipality of the incident, incident description and circumstances, method of injury, work task, cause and repercussions of the accident
- investigation location, damaged body part, type of injury, diagnosis, period of inability to work, incident repercussions, information on rehabilitation and aid equipment
- information on compensations to be paid, rejected claims for compensation and information on appeals
- participating persons in the processing
The decisions indicate the facts and details of the incident, statutes and legal practice applied, compensations granted and rejected, and the processor.
The saved documents are the accident report, medical certificates and records, payment commitment requests, clarifications provided by the injured party and employer, clarifications for the assessment of lost earnings, expense claims and relevant clarifications, clarification and recovery claim from Kela, pension institution, unemployment fund or insurance company, study certificate, rehabilitation reports, payment ban report, State Treasury decision, collection decision, appeal, State Treasury’s rejoinder including the appeal and the ruling of the appeal authority.
6. Normal data sources
The State Treasury receives information from the agency’s accident ombudsmen and the injured persons themselves. Additionally the State Treasury is entitled to receive the following (Workers’ Compensation Act, Section 252):
- information from the employer on the incident as well as its conditions, causes and repercussions, the employee’s job, the remunerations paid to them by the employer as well as the relevant grounds, and the information necessary to resolve the matter
- information from the insurance and pension institution and authority on the injured person’s employment relationship, possible entrepreneurship and income, benefits received and other matters necessary to resolve the compensation matter
- statement of a health care professional, health care operating unit and social services provider or care facility as well as other necessary information regarding patient documents, health, capacity to work, treatment and rehabilitation
- necessary information from the pension institution and Central Pension Security Institution on the insurance specified in the Self-Employed Persons’ Pensions Act and the entrepreneur income referred to in Section 112 of the Act
Information on the employee’s earnings and withholding tax from the tax administration.
The Population Information System provides the injured person’s address, personal identity code and details regarding changes to circumstances.
7. Regular disclosures of data
Data contained by the register is disclosed to the interested party.
The necessary details are disclosed to data sources to identify the information being requested.
Information on any paid daily allowance or accident insurance, funeral allowance and death benefits is disclosed to the tax authority. The disclosure is based on Section 15 of the Act on Assessment Procedure (1558/1995) and Section 28(a) of the Act on Inheritance and Gift Tax (507/1998).
The local register office is notified of any survivor’s pension paid to a minor.
The Population Register Centre is notified of new persons (personal identity code) who are receiving continuous compensation once a month. Based on the reported personal identity codes, the Population Register Centre discloses the relevant changes to personal data (name change, address information, date of death, marriage, child birth, child’s personal identity code, death of spouse, spouse’s personal identity code). The changed information is updated once a week.
Kela is notified once a month of any compensations paid to the health insurance fund over the past month (name, accident number, compensation amount, date of payment). The information disclosure is based on Section 27(a) of the Health Insurance Act (364/1963).
The Central Pension Security Institution is notified electronically once a month of benefit information for unpaid periods through the Finnish Workers’ Compensation Centre. The disclosure is based on Section 257 of the Worker’s Compensation Act (459/2015) and Section 64 of the Employment Accidents Insurance Act (608/1948).
On request, the employer is provided with the information necessary for its financial and HR administration and the checking of the insurance premium on any compensations granted under the Workers’ Compensation Act, as well as any information necessary to identify accidents that have been compensated (Workers’ Compensation Act, Section 251).
The employer is informed of either paid or rejected income loss compensation, if the employer has paid salary/wages to the injured person.
8. Regular disclosures of personal data or transfer of data outside the EU or the EEA
Information is not disclosed or transferred to recipients outside the EU or EEA.
9. Principles for filing system protection
The register contains confidential materials. The information must be kept secret pursuant to Section 24(1)(23) and (25) of the Act on the Openness of Government Activities (621/1999).
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
If the archives service has not specified the documents for permanent storage, they will be retained for 100 years. The storage period for documents is calculated from the date on which the proceedings were initiated.
Provisions on data storage are laid down in Section 275 of the Worker’s Compensation Act. Furthermore, the stipulations of the Archives Act 831/1994 on the storage of documents are observed.
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, 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.