Privacy statement to inform the data subject in Ostrobothnia Employment Services
Description of personal data processing activities and the rights of the data subject.
EU's General Data Protection Regulation (679/2016)
Created/updated: 19 Dec. 2024 / 28 Jan. 2025
Name of the register
Personal data register of the Ostrobothnia Employment Area
Data controller
Employment Committee of Ostrobothnia
The City of Vaasa business ID (Y-tunnus) 0209602-6
Central Administration/Ostrobothnia Employment Area
Information on the joint controllers:
KEHA Centre, business ID (Y-tunnus) 2296962-1
Contact persons for the register and their contact details
Director of Employment Services
e-mail firstname.lastname@vaasa.fi
tel. +358 6325 1111 (exchange)
Inquiries regarding the register:
PL 1000, 50101 Mikkeli
tyomarkkinatori.keha@ely-keskus.fi
Data Protection Officer
e-mail: tietosuojavastaava@vaasa.fi
tel. +358 6325 1111 (exchange)
Purpose of processing personal data
The purpose of processing personal data is the organisation, implementation, and monitoring of employment services, as well as communication with clients and stakeholders.
Personal data processed
The register processes, among other data, the following personal information.
Clients:
- name and contact information
- client ID code
- information related to the client relationship and interactions with the Employment Services
- information related to education, work history, and occupational competencies
- information related to service needs and plans
- information related to job offers and employer introductions
- labour policy statements
Employees:
- name and contact information
- log data
The main systems used are: Job Market Finland client information system (A-TMT), URA system, TYPPI, YA, KOPO, ARVI M365 and Telia VIP
Are special categories of personal data processed?
The Employment Services client relationship is considered confidential in its entirety. In addition, personal identification numbers and data belonging to special categories of personal data, such as health information, are processed. Health information is processed when necessary for the provision of employment services.
Grounds for processing
Grounds for processing data.
Statutory duty
The information is required for the performance of statutory duties, the provision of services, and communication, as regulated by the following laws (finlex.fi):
- Act on Public Employment and Business Services
- Unemployment Security Act
- Act on the Promotion of Immigrant Integration
- Act on Multisectoral Promotion of Employment
- Act on Rehabilitative Work
- Act on the Openness of Government Activities
- Municipalities Act
Consent
The provision of personal data is voluntary. Consent can be withdrawn at any time. The right to withdraw consent does not apply to the statutory retention of data.
Based on consent, social and healthcare data is processed for the purpose of assessing and promoting work capacity.
Data sources
Information is obtained from:
- the data subject themselves
- the Population Information System
- from external partners of the Employment Services, with the client’s consent
- social and healthcare service providers
- employers
- the Social Insurance Institution of Finland (Kela)
- unemployment funds.
Data transfers and disclosure
Based on law, data may be disclosed to authorities (e.g., Kela, unemployment funds, social and healthcare services).
Data may be disclosed to an employer only with the client’s consent.
An employer has the right to know if a former employee is a job seeker in the Ostrobothnia Employment Area when fulfilling their re-employment obligation under the Employment Contracts Act.
Regular data transfers outside the EU/EEA
Personal data is not disclosed outside the EU or the European Economic Area.
Data retention periods
Retention is carried out in accordance with the city’s information management plan.
Automated decision-making
Automated decision-making is not used.
Rights of the data subject
The right to be informed about the processing of personal data
The data subject has the right to receive information about the processing of their personal data, for example, through this privacy policy. You may also contact the data controller or the Data Protection Officer.
The right to gain access to one’s personal data
The data subject or the guardian of a minor data subject has the right to know whether their/the minor’s personal data is being processed and to receive copies of the data concerning them.
A request for access can be made by filling out the form available on the City of Vaasa’s website and submitting it to the City of Vaasa Registry Office either in person or by mail:
Vaasan kaupunki
Kirjaamo
PL 3
65101 Vaasa
More information (tietosuoja.fi)
The right to rectification
The data subject has the right to request the controller to rectify any inaccurate, incorrect, or missing personal data concerning the data subject without undue delay. The request must include the grounds for the data rectification request, as well as the exact replacement text, word for word.
The request for rectification is made either in person or with a handwritten, signed informal request for rectification. The request should be submitted completed and signed to the City of Vaasa Registry Office.
More information (tietosuoja.fi)
The right to erasure, or the right to be forgotten
The data subject has the right to request the erasure of their personal data. The data controller is obligated to erase personal data without undue delay unless erasure is impossible under the law.
The request for erasure should be submitted in writing to the City of Vaasa Registry Office.
More information (tietosuoja.fi)
The right to restriction of processing
The data subject has the right to request the data controller to restrict the processing of their data in certain cases. The request for restriction of processing should be submitted in writing to the City of Vaasa Registry Office.
More information (tietosuoja.fi)
The right to data portability
The data subject has the right to transfer their personal data from one system to another when the processing is based on consent or a contract, and the transfer is carried out automatically. The data subject has the right to have their data transferred from one controller to another, if technically feasible.
The right to data portability does not apply to statutory registers.
More information (tietosuoja.fi)
The right to object to processing
The data subject has the right to object to the processing of their data based on personal, specific circumstances when the processing is based on the performance of a task in the public interest or the exercise of public authority vested in the city. In such a case, the data may only be processed further if there are compelling and legitimate grounds.
More information (tietosuoja.fi)
The right not to be subject to a decision based solely on automated processing
With certain exceptions, data subjects have the right not to be subject to a decision based solely on automated processing, which produces legal effects concerning them or similarly significantly affects them.
More information (tietosuoja.fi)
The right to file a complaint with the Data Protection Ombudsman
The data subject has the right to file a complaint with the supervisory authority, in Finland with the Office of the Data Protection Ombudsman, if they believe their rights have been violated.