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Telephone services at the Office of the Data Protection Ombudsman

Data processed in connection with the use of telephone services

Switchboard

The switchboard of the Office of the Data Protection Ombudsman connects calls to the public officials working at the Office of the Data Protection Ombudsman. We save the following information on calls made to the switchboard: the time of the call, the caller's number, the number to which the call was connected and the duration of the call.

The switchboard of the Office of the Data Protection Ombudsman is managed by an external service provider. The switchboard service is provided by the Government ICT Centre Valtori and the technical implementation by Elisa Plc.

The Office of the Data Protection Ombudsman does not process data concerning the calls made to the switchboard, unless the switchboard forwards a call request made by the caller to the Office of the Data Protection Ombudsman. In this case, the Office of the Data Protection Ombudsman processes the data only for the time it takes to clarify the matter that the call request concerns. Data is erased after this.

No calls made to the switchboard are recorded.

Telephone guidance

The telephone guidance provided by the Office of the Data Protection Ombudsman offers general guidance related to data protection. The Office of the Data Protection Ombudsman does not collect personal data concerning the calls to the telephone guidance service, unless it is agreed during the call that the matter will be investigated at the Office of the Data Protection Ombudsman. In this case, the personal data that is collected includes the name and phone number of the caller and, if necessary, any other information required for investigating the matter. When the Office of the Data Protection Ombudsman returns a call, the Office of the Data Protection Ombudsman processes the personal data of the caller (phone number) in the same way as when calling a party who filed a matter (Services provided by public officials working at the Office of the Data Protection Ombudsman). Call requests can be forwarded further to individual public officials if necessary.

The call system service at the Office of the Data Protection Ombudsman is provided by the Government ICT Centre Valtori and Elisa Plc, an external service provider.

The call system has a statistics feature. It is used only for collecting information on the number of calls. Personal data is not combined with this data.

Calls made to the telephone guidance service are not recorded.

Services provided by public officials working at the Office of the Data Protection Ombudsman

The Office of the Data Protection Ombudsman processes personal data on calls that were made, answered and unanswered (the phone numbers of the caller and recipient, date and time of day) in the service provider Elisa Plc’s system. The call system service at the Office of the Data Protection Ombudsman is provided by the Government ICT Centre Valtori and Elisa Plc, an external service provider. The data is retained in the system for no longer than 12 months.

If you call the Office of the Data Protection Ombudsman in connection with a pending case, the call will be logged into the case management system of the Office of the Data Protection Ombudsman.

The telephone calls of individual public officials are not recorded.

Our processing is based on

We process personal data for the performance of a task carried out in the public interest and in the exercise of official authority vested in the Office of the Data Protection Ombudsman:

  • General Data Protection Regulation (EU 2016/679), Article 6(1), point e

The position, tasks and competence of the Office of the Data Protection Ombudsman are provided for in:

Disclosure of data

There are no regular disclosures of data.

Data is disclosed in accordance with the Act on the Openness of Government Activities. The data and documents are public unless specifically decreed confidential by law.

Data may be disclosed also to other supervisory authorities in the EU or EEA in circumstances where we must handle complaints and investigations in cooperation with other supervisory authorities in the EU/EEA.

No data will be disclosed for direct marketing, survey or market research purposes, unless there are separate provisions regarding disclosure for such purposes.

Your data-protection rights with regard to the processing of personal data

Right to obtain information on the processing of personal data

  • You have the right to know for what purposes and by which methods we process your personal data.
  • The aim of this description of our data protection policies is to provide a comprehensive picture of the processing of personal data in our operations. If some aspect of our processing of personal data remains unclear, however, the description has failed in its purpose. If this is the case, you are welcome to send your questions to the Office of the Data Protection Ombudsman (see contact details below).
  • Additional information on the right to be informed of the processing of personal data.

Right of access

Right to rectification

  • If the personal data we are processing is inaccurate, you can request us to rectify such data that concerns you.
  • If we rectify data on the basis of your request, we are obligated to notify all parties to whom we have previously disclosed your data of the rectification where viable.
  • Additional information on the right to rectification.

Right to restriction of processing

  • If you consider the data that we are processing to be inaccurate or the processing to be unlawful, or you have objected to the processing of your data, you can request us to restrict the processing of your data.
  • In such cases, we are only allowed to process your data
    • with your consent
    • if we need the data for the establishment, exercise or defence of legal claims
    • for the public interest or
    • in order to safeguard the rights of another person.
  • If we restrict the processing of data on the basis of your request, we are obligated to notify all parties to whom we have previously disclosed your data of the restriction where viable.
  • Additional information on the right to restriction of processing.

You have the right to object to the processing of your personal data by us. You can exercise this right at any time on grounds relating to your particular situation. After this, we may not continue processing your personal data except for compelling legitimate grounds which override your interests, rights and freedoms, or if the processing is necessary for the establishment, exercise or defence of legal claims. Additional information on the right to object.

The Office of the Data Protection Ombudsman does not make decisions based on automated processing. Neither does the Office create profiles on the basis of the personal data it processes.

You can send requests concerning your data-protection rights to the Office of the Data Protection Ombudsman by e-mail ([email protected]) or post (PL 800, 00531 HELSINKI).

The decisions of the Office of the Data Protection Ombudsman can be appealed in the competent Administrative Court according to the instructions for appeal provided by the Office of the Data Protection Ombudsman. The legality of the Office of the Data Protection Ombudsman's actions is supervised by the supreme guardians of the law, i.e. the Parliamentary Ombudsman and Chancellor of Justice.

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