Job Market Finland's data protection statement

Regulation (EU) 2016/679 of the European Parliament and of the Council 

• Issue date 16 May 2018 
• Updated on 27 August 2019 – Modified in accordance with the new service package 
• Updated on 12 December 2019 – Added to section 5. "Analytics and feedback system" and supplemented to sections 7 and 11-13
• Updated 27 November 2020 – Changes to cookies after autumn updates in section 15
• Updated 19 November 2021 – Added information about EURES profile to section 5
• Updated 28 April 2022 - Automatic deletion after a year added to section 10.
• Updated 14 November 2022 – Added information about chatbot to section 5
• Updated 23 January 2023 – Added information about job alerts to section 5
• Updated 17 April 2023 – Added updated information about the feedback system to section 5.1
• Updated 22 June 2023 – Added "country of residence" to section 5
• Updated 11 October 2023 – Completed section 4 to match legislation, updated sections 7 and 8, and combined sections 8 and 9, so the ordinal numbers of the titles of later sections have been reduced by one

1. Controller 

KEHA-keskus 
P.O. Box 1000, FI-50101 Mikkeli, Finland 
+358 295 020 000, kirjaamo.keha@ely-keskus.fi 

2. Contact person for matters concerning the register 

Data Protection Officer:
tietosuoja.keha@ely-keskus.fi

Contacts on matters concerning the register:
P.O. Box 1000, FI-50101 Mikkeli, Finland 
tyomarkkinatori.keha@ely-keskus.fi

3. Name of the register 

Job Market Finland (the Service) 

4. Purpose of personal data processing 

The register data in the information system is used to promote employment and the functioning of the labour market and for statistics. With regard to job seeker profiles, the processing of personal data is based on the controller's statutory obligation. With regard to other data, the processing is based on a statutory obligation or public interest: the processing is necessary and proportionate for the performance of a public interest task by an authority. In addition, data may be processed for archiving, research and statistical purposes in accordance with the public interest and compatible with the aforestated purposes.

5. Register’s data content 

This privacy policy statement applies only to the functions and data of the 'My Job Path' section of the Job Market Finland online service. You can find more information about the processing of personal data related to the services of public employment and business services, i.e., the functions of the 'E-services' section of Job Market Finland, in the privacy policy statement for the E-services.

With regard to private customers, the data recorded in the Service register is based on the data retrieved from the Population Information System and the data provided by the customer. 

With regard to employer customers, the data is based on the Business Information System and partly on the data provided by the employer or the employer's representative. 

The following information concerning identified private customers will be stored: 

• personal identification data: personal identity code, name, email address, phone number 
• data concerning education, work experience and expertise 
• transaction data time stamps 
• country of residence

The following information concerning identified employer customers or their representatives will be stored: 

• personal identification data: personal identity code, name, email address, phone number 
• the information recorded in the job posting by the employer customer 
• basic information concerning the organisation and the customisable marketing data  

In both cases, the following is stored for the duration of the log in session: 

• authorisation data 

In addition, the following information is stored concerning users who publish their profile on the EURES portal:

• gender
• country of residence
• working languages
• citizenship

The job postings, including the information content, are transferred from the customer information system of the Employment and Economic Development Office to the Service.   

The Service user is responsible for the correctness of data they have supplied themselves. 

5.1 Analytics and feedback system

The Job Market Finland service uses the Matomo analytics tool to collect statistical data. Examples of such data include:

• the number of visitors on the services website
• terminal devices which have been used to access the service
• web addresses from which visitors to the services originate
• individual pages that visitors have viewed.

The data collected by the analytics tool never includes the person's name, social security number, or other similar identifying data. The IP address collected by Matomo is also encrypted so that the user cannot be identified. In addition, Job Market Finland does not use this data to attempt to identify individual website visitors. If the user has configured "Do Not Track" in the web browser, the analytics tool will not collect or monitor browsing data. 

In addition, the service may save contact details given by the user – usually email address – if the user leaves feedback. Feedback is used to improve the service, and non-mandatory contact information can be given if the user wishes to receive a response for their feedback. Feedback and contact data are removed from the feedback system every 12 months.

5.2 Chatbot

The chat history of the chatbot operating on the Job Market stores the keywords and phrases entered by the customer. No personal data is stored in conversations, the app anonymizes conversations automatically. Discussions will be kept in the system for 180 days.

5.3 Job alerts

The Job Alert functionality allows the user to subscribe to email notifications of new open jobs matching their chosen search criteria. The use of the functionality does not require logging in. For Job Alerts, the following user data is collected:

• the user's email address,
• information about confirming the subscription and accepting the terms of use, and
• job search information.

A Job Alert is valid for a maximum of 3 months at a time, after which email addresses are deleted from the service's database. The user can also cancel the subscription during its validity, and in such cases the above-mentioned stored data is deleted.

6. Regular sources of information 

With regard to private customers, the data recorded in the Service register is based on the data retrieved from the Population Information System and the data provided by the customer.

With regard to employer customers, the data is based on the Business Information System and partly on the data provided by the employer or the employer's representative.

As data sources, the register uses the data resources and services connected to the Service: 

• suomi.fi identification (Population Information System, requires the data subject’s consent) 
• suomi.fi e-Authorizations (Business Information System) 
• customer data system of the Employment and Economic Development Office  
• data provided by the User 

7. Regular disclosures of data 

Personal data or other information in the service will not be disclosed to an authority or other body without the consent of the user or a party authorised by the user or without the right to obtain information as defined in legislation.

However, the data recorded in the service can be utilised without the separate consent of the Service user in scientific studies, statistics or other official investigations. The KEHA-Centre grants a separate authorisation for the disclosure of data for these purposes. In the aforementioned contexts, the processing and publication of data is always carried out in such a way that individual users cannot be identified or individualised from statistics or research results.

8. Transferring data outside of the EU or the EEA 

The data is stored in the EU/EEA area on a cloud server that is protected by physical and software protection by, for example, encrypting the databases and data communication. We restrict access to systems and databases containing personal data to the appointed persons who have an essential work-related need and the right to process the personal data in question.

The Service uses secure connections, and the users are identified (using strong identification).

9. Data storage period  

The data will be stored for a year from the time the user last logged in or until the user deletes the account or requests the controller to delete the account. This retention period does not apply to the retention periods of personal data followed in the public employment and business services, i.e., in the 'E-services' section of Job Market Finland, which you can read more about in the privacy policy statement for the E-services.

10. Right to review 

The registered person has the right to check the data stored in the personal data file. You can check the data under “My information” in the “My own pages” section (the Account Manager tab). Preferably, you should inspect the data yourself. It is also possible to submit an inspection request by e-mail to: tyomarkkinatori.keha(at)ely-keskus.fi.

11. Right to demand rectification of data 

Data subjects shall be entitled to demand for rectification of erroneous data in the register. If you do not succeed in correcting the data on your own, a request for rectification should be sent by e-mail to: tyomarkkinatori.keha(at)ely-keskus.fi.

12. Right to erasure 

Data subjects shall be entitled to erase their personal data in the register or to demand for personal data in the register to be deleted. Primarily, the data subjects delete the information themselves under "My Data" in the "My Pages" section ("Manage My Account” window). This removes the data from the service immediately upon deletion. Users may also forward a request to delete data by e-mail to: tyomarkkinatori.keha(at)ely-keskus.fi. In this case, the data will be erased within 30 days of the request. No separate verification of the erasure will be provided.  

13. Other rights related to the processing of personal data 

Personal data are neither used nor disclosed for the purpose of direct advertising, distance marketing or other directing marketing, market and opinion research, registers of individuals, or genealogies. 

14. Cookies 

Cookies are used in the Service. A cookie is a small text file, sent to the user's computer and stored in the computer, that enables the service to identify frequent visitors to a website, facilitate the login process of visitors to a website, and enable the preparation of combined data on visitors. Cookies do not cause any damage to users’ computers or files. When cookies are used, customised information and services can be provided to the users of the Service depending on their needs. 

If you do not want to allow cookies, you may block cookies from the banner appearing at the bottom of the site or from your Internet browser settings. Some cookies are necessary for the functioning of the service and for this reason, the use of the service requires accepting them. However, the user can block the use of cookies related to analytics.

Read more about the use of cookies in Job Market Finland:

15. Log data 

Log files are compiled on the use of the Service that contain event rows related to data security and the operation of the service. Data stored in the log file does not contain information saved by the user; the only stored user data are the user ID and IP address. Data in the log file are only used for investigating any disruptions in the Service and possible data security threats and violations. Access to the log data is only permitted to persons who participate in the resolving of the above-mentioned issues. 

16. Notifications and complaints concerning the processing of personal data 

If necessary, a user can lodge a complaint or appeal with the Data Protection Ombudsman concerning the processing of their personal data.