Processing of personal data in the Prison and Probation Service of Finland

Contact details of the controller

Prison and Probation Service
Opastinsilta 12 C
FI-00520 Helsinki Finland

Telephone: +358 29 56 88500 (nationwide telephone exchange)
Fax: +358 29 56 65440
Email: kirjaamo.rise(at)om.fi

Contact details of the data protection officer

Opastinsilta 12 C
FI-00520 Helsinki Finland
Email: tietosuojavastaava_rise(at)om.fi

Legal basis and purpose of the processing of personal data

In accordance with Article 6(1)(c) of the EU General Data Protection Regulation, the Prison and Probation Service processes personal data for the purpose of carrying out its legal obligations. In accordance with the Decree on the Openness of Government Activities and on Good Practice in Information Management, the Prison and Probation Service has an obligation to maintain an index of any matters submitted and taken up for consideration.

Categories of data subjects and purpose of processing

Data on the initiator of the matter, the party concerned, the processor, and the category and type of the processed matter are stored in the document management system. Personal data are processed for the purpose of document management.

Categories of recipients of personal data

The personal data in the document management system are not generally disclosed. In individual cases, personal data are disclosed only within the limits of law.

Storage period of personal data

The personal data is stored for a period of time determined in the information management plan of the Prison and Probation Service, which is 20 years.

Obtaining personal data

The personal data is mainly collected from the data subject, private people, other authorities, organisations, and companies.

Right of access to personal data

The data subject has the right of access to the data concerning him or her, i.e., check the data concerning him or her.

The request has to be submitted to the registry of the Prison and Probation Service. The address is at the beginning of this data protection record.

Right to request rectification, erasure, or restriction of processing of personal data

The data subject has the right to demand the Prison and Probation Service to rectify inaccurate or incorrect personal data concerning the data subject without undue delay. The data subject may also request the controller to restrict the processing of inaccurate personal data until the accuracy of the data is confirmed. The person has the right to request the controller to erase the personal data or move it to another system.

The request has to be submitted in writing to the registry of the Prison and Probation Service. The address is at the beginning of this data protection record.

Right to lodge complaint with Data Protection Ombudsman

The data subject has the right to lodge a complaint with the Office of the Data Protection Ombudsman regarding the processing of personal data.

Office of the Data Protection Ombudsman
PO Box 800
00531 Helsinki
Email: tietosuoja(at)om.fi
Telephone exchange: +358 29 56 66700

Controller

Development and Guidance Department of the Prison and Probation Service

Opastinsilta 12 C
FI-00520 Helsinki Finland
Telephone: +358 29 56 88500 (nationwide telephone exchange)
Fax: +358 29 56 65440
Email: kirjaamo.rise(at)om.fi

Contact details of the data protection officer

Opastinsilta 12 C
FI-00520 Helsinki Finland
Email: tietosuojavastaava_rise(at)om.fi

Legal basis and purpose of the processing of personal data

The processing of personal data in the subscriber register of the newsletters of the Prison and Probation Service is based on the EU General Data Protection Regulation according to which personal data may be processed based on the consent of the data subject. The Prison and Probation Service processes personal data in the subscriber register of the newsletters in order to send the newsletters. The newsletter may be subscribed from the website of the Prison and Probation Service www.rikosseuraamus.fi.

After receiving each newsletter, the subscriber of the newsletter has the opportunity to cancel the subscription in accordance with the instructions given at the end of the email. The personal data of those who have unsubscribed the newsletter will be destroyed without delay.

Data content of the register

The data content of the subscriber register of the newsletters of the Prison and Probation Service consists of the email address stored in the subscriber register and the chosen language of the newsletter.

Regular sources of data

The personal data are collected from the data subjects themselves.
Regular recipients and categories of recipients of personal data
The personal data are processed by Liana Technologies on behalf and under the supervision of the Prison and Probation Service. With regard to processing, a contract has been concluded in accordance with Article 28 of the EU General Data Protection Regulation. Data is disclosed to the party requesting it only if the information has to be disclosed in accordance with the Act on the Openness of Government Activities. The data and documents are public unless they are expressly provided by law to be kept secret.

The data is not disclosed for the purposes of direct marketing or opinion and market surveys unless it is specifically provided by law to disclose data for that purpose.

The personal data is processed in the EU/EEA area. The personal data are not transferred to third countries or international organisations.

Storage period of personal data

Personal data are stored for as long as it is necessary to send a newsletter, i.e., until the newsletter is unsubscribed or the newsletter service is abolished.

Right of access to personal data

The data subject has the right of access to the data concerning him or her, i.e., check the data concerning him or her. The request has to be submitted to the registry of the Prison and Probation Service. The address is at the beginning of this document.

Right to rectification, erasure or restriction of processing of personal data or to data portability

The data subject has the right to demand the Prison and Probation Service to rectify inaccurate or incorrect personal data concerning the data subject without undue delay. The data subject may also request the controller to restrict the processing of inaccurate personal data until the accuracy of the data is confirmed. The person has the right to request the controller to erase the personal data or move it to another system. The request has to be submitted in writing to the registry of the Prison and Probation Service. The address is at the beginning of this document.

Right to lodge a complaint with the Data Protection Ombudsman

The data subject has the right to lodge a complaint with the Office of the Data Protection Ombudsman regarding the processing of personal data.

Office of the Data Protection Ombudsman
PO Box 800 00521 Helsinki
Email: tietosuoja(at)om.fi
Telephone exchange: +358 29 56 66700
Fax: +358 29 56 66735

Contact details of the controller

Development and Guidance Department of the Prison and Probation Service
Opastinsilta 12 C
00520 Helsinki
Telephone: +358 29 56 88500 (nationwide telephone exchange)
Fax: +358 29 56 65440
Email: kirjaamo.rise(at)om.fi

Contact details of the data protection officer

Opastinsilta 12 C
00520 Helsinki
Email: tietosuojavastaava_rise(at)om.fi

Legal basis and purpose of the processing of personal data

The processing of the personal data in the register of journalists and cooperation partners is based on the public interest referred to in Article 6(1)(e) of the General Data Protection Regulation, section 4 of the Act on Data Protection, and the duty of the authorities to communicate, produce, and disseminate information referred to in section 20 of the Act on the Openness of Government Activities. The Prison and Probation Service processes the personal data in the register of journalists and cooperation partners for the purpose of distributing press releases and invitations to events.

Data content of the register

The register includes representatives of the media and the cooperation partners of the Prison and Probation Service. The name and email address and possibly the workplace or employer of each data subject is collected in the register.

Regular sources of data

The personal data are generally collected from the data subjects themselves. Data may also be obtained from the association Oikeustoimittajat ry.

Regular recipients and categories of recipients of personal data

The data in the register are not disclosed.

Storage period of personal data

Personal data is stored in the register as long as it is necessary to carry out the statutory duty of the authority.

Right of access to personal data

The data subject has the right of access to the data concerning him or her, i.e., check the data concerning him or her. The request has to be submitted to the registry of the Prison and Probation Service. The address is at the beginning of this document. 

Right to request rectification, erasure, or restriction of processing of personal data

The data subject has the right to demand the Prison and Probation Service to rectify inaccurate or incorrect personal data concerning the data subject without undue delay. The data subject may also request the controller to restrict the processing of inaccurate personal data until the accuracy of the data is confirmed. The person has the right to request the controller to erase the personal data or move it to another system. 

The request has to be submitted in writing to the registry of the Prison and Probation Service. The address is at the beginning of this document.

Right to lodge a complaint with the Data Protection Ombudsman

The data subject has the right to lodge a complaint with the Office of the Data Protection Ombudsman regarding the processing of personal data. 

Office of the Data Protection Ombudsman
PO Box 800
00521 Helsinki
Email: tietosuoja(at)om.fi
Telephone exchange: +358 29 56 66700
Fax: +358 29 56 66735

Contact details of the controller

Development and Guidance Department of the Prison and Probation Service
Opastinsilta 12 C
00520 Helsinki
Telephone: +358 29 56 88500 (nationwide telephone exchange)
Fax: +358 29 56 65440
Email: kirjaamo.rise(at)om.fi

Contact details of the data protection officer

Opastinsilta 12 C
00520 Helsinki
Email: tietosuojavastaava_rise(at)om.fi

Legal basis and purpose of the processing of personal data

In accordance with Article 6(1)(a) of the General Data Protection Regulation, personal data are processed on the consent of the data subject to process his or her personal data. 

The personal data are processed for the purpose of surveys created by using the Webropol software, which include invitations and registrations to events, job satisfaction surveys, surveys based on public-service or contractual employment relationship, and surveys linked to projects, study projects, or scientific research.

Categories of data subjects

The categories of the data subjects are visitors, people employed by the Prison and Probation Service in a public-service or a contractual employment relationship, students specialising in prison and probation services, representatives of cooperation partners, and speakers.

Processed personal data

Data identifying a person: the person’s name, job title, date of birth, identification number, personal number, postal address, email address, telephone number, nationality, native language, gender, and special diets. 

Other data: access rights to systems, event participant and travel details.

Categories of recipients of personal data

Personal data are disclosed only within the limits of law. The personal data are processed by Webropol Oy on behalf of the Prison and Probation Service.

Obtaining personal data

The personal data are generally collected from the data subjects themselves.

Storage period of personal data

The period for which a survey is stored depends on the purpose of the survey. The storage period of each survey is stated separately when the personal data is collected. The collected data will be erased when the storage of the data is no longer necessary in relation to the purpose for which the data was originally collected.

Right of access to personal data

The data subject has the right of access to the data concerning him or her, i.e., check the data concerning him or her. The request has to be submitted to the registry of the Prison and Probation Service. The address is at the beginning of this document.

Right to request rectification, erasure, or restriction of processing of personal data

The data subject has the right to demand the Prison and Probation Service to rectify inaccurate or incorrect personal data concerning the data subject without undue delay. The data subject may also request the controller to restrict the processing of inaccurate personal data until the accuracy of the data is confirmed. 

The person has the right to request the controller to erase the personal data or move it to another system. 

The request has to be submitted in writing to the registry of the Prison and Probation Service. The address is at the beginning of this document.

Right to lodge a complaint with the Data Protection Ombudsman

The data subject has the right to lodge a complaint with the Office of the Data Protection Ombudsman regarding the processing of personal data. Office of the Data Protection Ombudsman

PO Box 800
00521 Helsinki
Telephone exchange: +358 29 56 66700
Fax: +358 29 56 66735
Email: tietosuoja(at)om.fi