Work in Finland International Recruitment Advice Service’s Privacy Statement

Privacy statement 16 August 2022

The purpose of this privacy statement is to provide information on the processing of personal data in accordance with the EU General Data Protection Regulation (EU) 2016/679. The statement will be updated if necessary.

1. Register Controller and the Controller’s Contact Details

Uusimaa Employment and Economic Development Office
PO Box 1003, 00521 Helsinki
Street address: Antinkatu 1, 00100 Helsinki

More information:
Harry Berg, Laura Pajari-Xiang and Roosa Tuominen
Tel. +358 295 016 770, tyonantajaneuvonta@workinfinland.fi

2. Data Protection Officers

Data Protection Officers’ contact information:
tietosuoja.keha@ely-keskus.fi

3. Names of the Registers

Work in Finland international recruitment service customer service systems’

telephone calls
e-mails

4. Purpose of Personal Data Processing

Article 6 of the EU General Data Protection Regulation (EU) 2016/679
Information is needed for the performance of statutory tasks, for the implementation of services and for communication, as regulated by the following laws:

Act on Public Employment and Business Services, 916/2012
EU Regulation on a Digital Gateway, EU 2018/1724

The information is used to verify the service event in case of a complaint and for the development of operations and the training of customer service personnel in order to improve the quality of the service.

Processing, such as technical maintenance, may be outsourced in accordance with and within the limits set by law. E-mails of Work in Finland international recruitment advice service are processed via organizational e-mail owned by Business Finland. The role of Business Finland is to be the technical owner of organizational e-mail. Business Finland does not have read access to organizational e-mail.

5. Register’s Data Content and Personal Data Groups

Data stored in the register includes data reported by the customer and the data generated in a customer service situation, such as:

Personal identification data:

Name
Telephone number
E-mail address
Personal information created in a counselling or guidance situation, brought up by the customer or the official.

Business information:

Name
Business ID
Address
Telephone number
E-mail address
Topics of the enquiries
Business operations related information created in a counselling or guidance situation, brought up by the customer or the official.

6. Data Retention Period

Call recordings are stored for six months. For quality development projects and complaints, individual recordings can be stored for a longer period, but no longer than 12 months. E-mails are stored for six months. The conversation is saved in the customer's e-mail.

7. Regular Sources of Information

Information provided by the customer and generated during conversations, the TE Services' customer data system, the joint customer data system for the administration of the Ministry of Economic Affairs and Employment and the Ministry for Foreign Affairs, the Trade Register, the Register of Foundations, and the Register of Associations.

8. Regular Disclosure of Information

No regular disclosure.

Work in Finland international recruitment advice service discloses customer information to other authorities only when disclosure is regulated by law.

9. Regular Disclosure of Personal Data or Transfer of Data Outside the EU or the EEA

The data shall not be disclosed or transferred outside of the EU or the EEA.

Personal data is stored on servers located in the EU. If any personal data are processed through our subcontractor from outside the European Economic Area, we will ensure that the transfer of personal data is lawful and that there is an adequate level of data protection.

10. Principles of Register Protection

Article 32 of the EU General Data Protection Regulation (EU) 2016/679

At Work in Finland international recruitment advice service, information security and personal data protection are systematically taken into account in the use and processing of all data. Work in Finland international recruitment advice service processes personal data in a secure manner and in accordance with legislation.

All processors of Work in Finland international recruitment advice service’s personal data sign a confidentiality commitment. Register data is only used by persons who need this data in their work tasks according to their access rights. The service provider of the storage system has a duty of professional secrecy.

11. Inspection Right and Requesting Data

Article 15 of the EU General Data Protection Regulation (EU) 2016/679

The data subject has the right to inspect the data in the register concerning them.

The inspection request must always be made in writing and must be signed. The inspection request must specify the time of the communications that the request concerns as well as the contact details used for the communications. The inspection request must be addressed to the Work in Finland international recruitment advice service and sent by post or e-mail to the Uusimaa Employment and Economic Development Office (contact details in section 1). The sender of the email must encrypt the email in order to ensure privacy.

Listening to a call recording takes place at the Uusimaa Employment and Economic Development Office, as agreed separately. The customer must be prepared to prove their identity.

12. Right to Rectify Data and Erase Data

Articles 16 and 17 of the EU General Data Protection Regulation (EU) 2016/679

The data subject has the right to demand the correction and erasure of incorrect personal data in the register.

A request for rectification must always be made in writing and must be signed. The written request must specify which personal data file the rectification request applies to. The request must be addressed to the Work in Finland international recruitment advice service and sent by post or e-mail to the Uusimaa Employment and Economic Development Office (contact details in section 1). The sender of the email must encrypt the email in order to ensure privacy.

The right to erase data does not apply to the personal data required by Work in Finland international recruitment advice service for the performance of a statutory task.

For any refusal to correct/erase data, a written report is sent to the customer indicating the reasons for the refusal.

13. Complaint or Appeal Concerning the Processing of Personal Data

Article 77 of the EU General Data Protection Regulation (EU) 2016/679

The data subject has the right to lodge a complaint with the Data Protection Ombudsman if he or she considers that the processing of personal data infringes the EU Data Protection Regulation.

Updated: 24.1.2023