The Prime Minister’s Office has a case management system, which is an electronic case register and a document management system. We receive feedback, inquiries and information requests from private individuals, representatives of interest groups, and journalists. All communication containing contact information are registered in the case management system, which creates a register number for the material to indicate processing.

We process personal data in accordance with Article 6, paragraph 1, point (e) of the General Data Protection Regulation. The processing is necessary for the performance of a task carried out in the public interest.

Registration indicates the arrival of a document, enables the different processing phases of cases to be monitored, contributes to the fulfilment of the publicity principle of documents, and generates case directories, reports and statistics.

The data stored

The names of people are needed to identify the initiator of a case (if a private individual), the public official handling the case and possibly the case itself.

Disclosure of data

Clients can request an extract from the register.

The data is not transferred outside the European Union or the European Economic Area. The data is retained in accordance with regulations concerning the authorities and the decisions on retention periods made by the National Archives of Finland.

Data retention period

We retain the data in accordance with the data control plan of the Prime Minister’s Office. What this means in practice is that any forms of communication from citizens that we answer are retained permanently. Instead, forms of communication that do not lead to any measures being taken are retained for two (2) years after the end of the government’s term of office. Information requests and document requests are retained for ten (10) years. Brief information requests from journalists and other interest groups, which have been answered directly by email, are retained for one (1) year.

We collect the personal data needed to conduct surveys and register participants for events.

We process personal data in accordance with Article 6, paragraph 1, point (e) of the General Data Protection Regulation. The processing is necessary for the performance of a task carried out in the public interest.

The data stored

The data collected varies depending on the case. When registering for an event, participants are typically requested to provide their name and email address. Depending on the event, other personal data may also be requested.

Disclosure of data

We may disclose data on a case-by-case basis to parties involved with the surveys, such as the security control personnel of ministries. Our subcontractors process personal data in their role as service providers.

Data retention period

For surveys, the appropriate retention period varies depending on the case.

In the case of registrations, the retention period is the time required for arranging the event and carrying out follow-up activities, but no longer than 6 months after the event; except in certain cases where more time is required for financial administration, archiving, or the retention of technical backup copies.

Newsletters and other material on current issues can be ordered via the tietokayttoon.fi website. Personal data given when ordering are processed by the Government Strategy Department staff and our service provider Emaileri, with whom we have agreed on how personal data is to be processed.

We process your personal data to comply with the statutory obligation of the Prime Minister’s Office (Article 6(1)(c) of the Data Protection Regulation and section 20 of the Act on the Openness of Government Activities) and based on your consent.

The data stored

At the subscription service for newsletters and material on current issues we store the email address provided when ordering.

Disclosure of data

We transfer no personal data outside the EU or the EEA except for the email addresses of subscribers to the internal Presidency newsletter. We also do not disclose personal data for purposes such as direct marketing, market surveys and opinion polls, yearbooks or genealogical studies.

Data retention period

Data are stored in the subscription service for material on current issues and subscription system for the newsletter until the subscriber terminates the subscription.

Feedback to the officials of the Government Strategy Department responsible for coordinating the Government’s analysis, assessment and research activities may be given using the feedback form available at the tietokayttoon.fi website https://tietokayttoon.fi/en/contact-us. Visitors can also comment on our blogs.

We process personal data in accordance with Article 6, paragraph 1, point (e) of the General Data Protection Regulation. The processing is necessary for the performance of a task carried out in the public interest.

The data stored

When submitting feedback via the feedback form, users are requested to provide their name. If the person submitting the feedback wishes to receive an answer to their question, we will require an email address. Users have the option to provide the name of their organisation, if they wish.

For comments on blogs, users are requested to provide both their email address and a name that will be shown on the website next to the comment.

Disclosure of data

We do not transfer personal data outside the European Union or the European Economic Area. We also do not disclose personal data for purposes such as direct marketing, market surveys and opinion polls, yearbooks or genealogical studies.

Data retention period

Data submitted via a feedback form are removed one year after the feedback was submitted. Comments on blogs are stored throughout the life cycle of the blog text.

Technical log data is collected on the use of the online service and the telecommunications connections used to access it. This data is necessary for the provision of the service and for ensuring information security. The log data includes information relating to an identified or identifiable natural person, such as their IP address and timestamp. This log data is used only to enable the provision of the service via the telecommunications network and to investigate any disruptions and information security incidents.

Third-party applications, such as social media feeds, videos or podcasts are embedded into some pages of a website. These applications use cookies that transmit data to third parties about the pages viewed.

Read more about cookies on the website of the Prime Minister’s Office (in Finnish)

General statistical data are collected on the use of the site. The data are then used for developing the on-line services. The data collected includes details of the pages viewed, time of visit, web browser and operating system. We do not collect data that would make it possible to identify individual persons. Visitors’ IP addresses are anonymised to a general level before they are processed. 

Third-party applications, such as social media feeds, videos or podcasts are embedded into some pages of a website. These applications use cookies that transmit data to third parties about the pages viewed.

Read more about cookies on the website of the Prime Minister’s Office (in Finnish)