1. CONTROLLER
Office of the Ombudsman for Children
Vapaudenkatu 58 A, 3rd floor
FI-40100 JYVÄSKYLÄ, FINLAND
Switchboard +358 (0)295 666 850
2. NAME OF THE FILE
Marketing register of the Office of the Ombudsman for Children
3. PERSON IN CHARGE OF THE FILE
Contact person:
Merike Helander
Office of the Ombudsman for Children
Vapaudenkatu 58 A, 3rd floor
FI-40100 JYVÄSKYLÄ, FINLAND
Tel. +358 (0)295 666 850
[email protected]
4. PURPOSE OF THE FILE
- Sending newsletters
- Managing competitions and campaigns and delivering prizes
- Implementing the marketing prohibitions referred to in the legislation
- Processing feedback and communication
- User analysis of the newsletter subscribers
The processing is based on managing customer relationships, consent of data subjects or pursuing the controller's legitimate interests.
5. DATA CONTENT OF THE FILE
Necessary information in accordance with the purpose of the register is processed in the register:
- Contact information: name, address, e-mail, telephone number
- Personal preferences on the website of the controller and in the controller’s services
- Information on the device used by the individual: such as the terminal device, IP address, operating system and browser
6. SOURCES OF DATA
Personal data are collected from the data subjects themselves in connection with campaigns, feedback and newsletter subscriptions.
7. TRANSFER AND DISCLOSURE OF DATA
Data are not disclosed without the permission of the data subject outside the limits permitted and required by law or the requirements of authorities.
Subcontractors can be used to carry out tasks in accordance with the purpose of the register, and data may be transferred outside the EU/EEA, if it is necessary to implement the service. In that case, the controller ensures through agreements that an adequate level of data protection is in place in the manner required by the legislation.
8. DATA STORAGE PERIOD
The controller only stores the data as long as necessary for the purpose of the register.
9. PROTECTION OF THE FILE
The databases, in which data are stored, are protected physically and technologically so that external parties cannot access them. Only those who need access in order to carry out their duties can access the data.
10. RIGHT OF ACCESS TO AS WELL AS RECTIFICATION AND ERASURE OF DATA
Data subjects have the right to unsubscribe from the newsletter at any time.
Data subjects have the right to access the data concerning them stored in the register, the right to request the rectification of inaccurate personal data and the right to have their data erased from the register.
A request for access, rectification or erasure must be signed and submitted in writing to the person in charge of the file.
11. RIGHT TO DATA PORTABILITY AND RESTRICTING THE PROCESSING OF DATA
Data subjects have the right to access the personal data concerning them that they have provided to the controller, in a structured, commonly used and machine-readable format, if the processing is based on consent or a contract and the processing is carried out by automated means.
Data subjects have the right to restriction of processing in accordance with Article 18 of the EU General Data Protection Regulation.
12. CHANGING THE PRIVACY STATEMENT
The controller reserves the right to update and change the privacy statement. We will notify the data subjects on the issue, if the legislation requires it.
1. CONTROLLER
Office of the Ombudsman for Children
Vapaudenkatu 58 A, 3rd floor
FI-40100 JYVÄSKYLÄ, FINLAND
Switchboard +358 (0)295 666 850
2. NAME OF THE FILE
Register of messages from citizens to the Office of the Ombudsman for Children in Finland
3. PERSON IN CHARGE OF THE FILE
Contact person:
Merike Helander
Office of the Ombudsman for Children
Vapaudenkatu 58 A, 3rd floor
FI-40100 JYVÄSKYLÄ, FINLAND
Tel. +358 (0)295 666 850
[email protected]
4. PURPOSE OF THE FILE
Responding to messages from citizens by e-mail, letter or telephone.
On a general level, issues related to the rights of children that arise from the messages are used in the advocacy work by the Ombudsman for Children.
A statistical summary of the messages from citizens during the year (numbers by type of case) is generated for the annual report of the Ombudsman for Children.
The processing is based on the statutory obligation of an authority to provide advice on dealing with administrative matters and respond to questions and enquiries concerning the use of its services (section 8, Administrative Procedure Act 434/2003), as well as the statutory task of the Ombudsman for Children to promote the realisation of the rights and best interest of children (sections 2 and 3, Act on the Ombudsman for Children 1221/2004).
5. DATA CONTENT OF THE FILE
Messages from citizens by e-mail, letter and telephone are processed in the register. The content is determined by the information that the citizens themselves provide for the register.
E-mail messages and letters are saved as such. Information on telephone calls is stored for statistics.
For statistics, the following information on all contacts is saved in the register: name of the sender of the message, if known; time; brief description of the issue and the response given; the Regional State Administrative Agency according to the place of residence, if known, role of the sender of the message (such as parent or an authority), if known; contact method, purpose of message, type of case.
6. DISCLOSURE OF DATA
There are no regular disclosures of data.
Data is disclosed to authorities that request it in accordance with the Act on the Openness of Government Activities (621/1999). The data and documents are public unless specifically decreed confidential by law.
7. DATA STORAGE PERIOD
The data are stored permanently.
8. PROTECTION OF THE FILE
The data are kept confidential.
Technical protection measures are used when storing electronic data so that external parties cannot access them. Public officials that process the messages at the Office of the Ombudsman for Children have access to the data. The protection is based on personal user IDs.
Messages that arrive by letter are archived and stored in a locked cabinet at the office.
All messages (e-mails, telephone calls, letters) are recorded in an annual Excel table in electronic format for statistics. The public officials that process messages at the Office of the Ombudsman for Children have access to the statistics table. The protection is based on personal user IDs.
9. RIGHT OF ACCESS TO AS WELL AS RECTIFICATION AND ERASURE OF DATA
Data subjects have the right to receive confirmation from the Office of the Ombudsman for Children that their data are or are not processed.
Data subjects have the right to access the data they have provided to the Office of the Ombudsman for Children themselves, as well as the right to receive information on how their data have been processed.
Data subjects have the right to request the rectification of inaccurate data on the data subject by submitting new, corrected information to the Office of the Ombudsman for Children and requesting the erasure of the inaccurate data.
Data subjects have the right to request the erasure of their data from the register by submitting a request to the Office of the Ombudsman for Children.
The request must be signed and made in writing.
10. CHANGING THE PRIVACY STATEMENT
The controller reserves the right to update and change the privacy statement. We will notify the data subjects on the issue, if the legislation requires it.
Regulation (EU) 2016/679 of the European Parliament and of the Council on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC, issued on 27 April 2016, entry into force on 25 May 2018.
1. CONTROLLER
Office of the Ombudsman for Children
Vapaudenkatu 58 A, 3rd floor
FI-40100 JYVÄSKYLÄ, FINLAND
Switchboard +358 (0)295 666 850
2. NAME OF THE FILE
Register of the Lasten sivut children’s website of the Office of the Ombudsman for Children
3. PERSON IN CHARGE OF THE FILE
Contact person:
Merike Helander
Office of the Ombudsman for Children
Vapaudenkatu 58 A, 3rd floor
FI-40100 JYVÄSKYLÄ, FINLAND
Tel. +358 (0)295 666 850
[email protected]
4. PURPOSE OF THE FILE
Receiving feedback from children.
Publishing the images and news sent by children on the Lasten sivut website.
The processing is based on the statutory task of the Ombudsman for Children to promote the realisation of the rights and best interest of children (sections 2 and 3, Act on the Ombudsman for Children 1221/2004).
5. DATA CONTENT OF THE FILE
Feedback, news and images coming from children are processed in the register.
When they send information, children can provide their name or a pseudonym, age, and an e-mail address, but providing information is not required.
6. DISCLOSURE OF DATA
Data are not disclosed to parties outside the authority.
7. DATA STORAGE PERIOD
The personal data given in connection with sending feedback (possible name and e-mail address) are stored until a response is given. Anonymised feedback is stored permanently. The images and news published on the website are stored permanently. The images and news that will not be published are removed from the register immediately after the decision not to publish them.
8. PROTECTION OF THE FILE
The data are kept confidential.
The personal data provided in connection with sending feedback are not published.
Other material sent to the Lasten sivut website (images and news) are not shown directly on the website; instead, the Office of the Ombudsman for Children reviews them before publication. Images, based on which a person could be identified, are not published on the Lasten sivut website. The sender’s whole name is not published in connection with the images, either. The contents of the news are reviewed before publication. The name of the sender of news can be published in connection with the news, if it is attached to the text of the news.
Technical protection measures are used when storing electronic data so that external parties cannot access them. Public officials that process the messages at the Office of the Ombudsman for Children have access to the data. The protection is based on personal user IDs.
9. RIGHT OF ACCESS TO AS WELL AS RECTIFICATION AND ERASURE OF DATA
Data subjects have the right to receive confirmation from the Office of the Ombudsman for Children that their data are or are not processed.
Data subjects have the right to access the data they have provided to the Office of the Ombudsman for Children themselves, as well as the right to receive information on how their data have been processed.
Data subjects have the right to request the rectification of inaccurate data on the data subject by submitting new, corrected information to the Office of the Ombudsman for Children and requesting the erasure of the inaccurate data.
Data subjects have the right to request the erasure of their data from the register by submitting a request to the Office of the Ombudsman for Children.
10. CHANGING THE PRIVACY STATEMENT
The controller reserves the right to update and change the privacy statement. We will notify the data subjects on the issue, if the legislation requires it.
Regulation (EU) 2016/679 of the European Parliament and of the Council on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC, issued on 27 April 2016, entry into force on 25 May 2018.
1. CONTROLLER
Office of the Ombudsman for Children
Vapaudenkatu 58 A, 3rd floor
FI-40100 JYVÄSKYLÄ, FINLAND
Switchboard +358 (0)295 666 850
2. NAME OF THE FILE
Register of the Lasten sivut children’s website of the Office of the Ombudsman for Children
3. PERSON IN CHARGE OF THE FILE
Contact person:
Merike Helander
Office of the Ombudsman for Children
Vapaudenkatu 58 A, 3rd floor
FI-40100 JYVÄSKYLÄ, FINLAND
Tel. +358 (0)295 666 850
[email protected]
4. PURPOSE OF THE FILE
Receiving feedback from children.
Publishing the images and news sent by children on the Lasten sivut website.
The processing is based on the statutory task of the Ombudsman for Children to promote the realisation of the rights and best interest of children (sections 2 and 3, Act on the Ombudsman for Children 1221/2004).
5. DATA CONTENT OF THE FILE
Feedback, news and images coming from children are processed in the register.
When they send information, children can provide their name or a pseudonym, age, and an e-mail address, but providing information is not required.
6. DISCLOSURE OF DATA
Data are not disclosed to parties outside the authority.
7. DATA STORAGE PERIOD
The personal data given in connection with sending feedback (possible name and e-mail address) are stored until a response is given. Anonymised feedback is stored permanently. The images and news published on the website are stored permanently. The images and news that will not be published are removed from the register immediately after the decision not to publish them.
8. PROTECTION OF THE FILE
The data are kept confidential.
The personal data provided in connection with sending feedback are not published.
Other material sent to the Lasten sivut website (images and news) are not shown directly on the website; instead, the Office of the Ombudsman for Children reviews them before publication. Images, based on which a person could be identified, are not published on the Lasten sivut website. The sender’s whole name is not published in connection with the images, either. The contents of the news are reviewed before publication. The name of the sender of news can be published in connection with the news, if it is attached to the text of the news.
Technical protection measures are used when storing electronic data so that external parties cannot access them. Public officials that process the messages at the Office of the Ombudsman for Children have access to the data. The protection is based on personal user IDs.
9. RIGHT OF ACCESS TO AS WELL AS RECTIFICATION AND ERASURE OF DATA
Data subjects have the right to receive confirmation from the Office of the Ombudsman for Children that their data are or are not processed.
Data subjects have the right to access the data they have provided to the Office of the Ombudsman for Children themselves, as well as the right to receive information on how their data have been processed.
Data subjects have the right to request the rectification of inaccurate data on the data subject by submitting new, corrected information to the Office of the Ombudsman for Children and requesting the erasure of the inaccurate data.
Data subjects have the right to request the erasure of their data from the register by submitting a request to the Office of the Ombudsman for Children.
10. CHANGING THE PRIVACY STATEMENT
The controller reserves the right to update and change the privacy statement. We will notify the data subjects on the issue, if the legislation requires it.
Regulation (EU) 2016/679 of the European Parliament and of the Council on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC, issued on 27 April 2016, entry into force on 25 May 2018.
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More information on the processing of personal data by the Ombudsman for Children