Privacy policy

Registrar

The data controller is the Regional Employment Department of the City of Riihimäki.

Its postal address is PL 125, 11101 Riihimäki, telephone number 019 758 4000 (switchboard) and email address kirjaamo@riihimaki.fi.

Official responsible for the register

The official responsible for the register is Pekka Voutilainen, Employment Director of the South Häme employment area. His email address is pekka.voutilainen@riihimaki.fi and his telephone number is 040 592 9069.

Register contact information

If you have any questions about the processing of personal data by the South Häme employment area, please send your message to the email address asiakaspalvelu@ehtapalvelut.fi or call 019 758 4010. If you represent a company or employer, please send your message to the email address yrityspalvelut@ehtapalvelut.fi or call 019 758 4020. The postal address of the South Häme employment area is Temppelikatu 2, 11100 Riihimäki.

The email address of the data protection officer of the City of Riihimäki is tietosuoja@riihimaki.fi.

Purpose and legal basis for processing personal data

The basis for processing personal data is the controller's statutory obligation. Personal data is processed for the purpose of organizing and implementing public employment services and performing the tasks prescribed by law for the employment authority.

Depending on the situation or service, your personal data will be processed on one of the following grounds:

• Article 6(1a) of the EU General Data Protection Regulation: the data subject has given consent to the processing of his or her personal data for one or more specific purposes.
• Article 6(1)(c) of the EU General Data Protection Regulation: processing is necessary for compliance with a legal obligation to which the controller is subject
• Article 6(1)(e) of the EU General Data Protection Regulation: processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.
• Article 9(2)(a) of the EU General Data Protection Regulation: the data subject has given his or her explicit consent to the processing of the personal data in question for one or more specific purposes.

Anonymized data can also be used for the controller's own planning, development and statistical needs.

The activities of the Employment Authority are guided by the following laws and regulations:

• Act on the Organization of Employment Services (23.3.2023/380),
• Unemployment Security Act (1290/2002),
• Act on the Promotion of Integration (14.4.2023/681),
• Act on Rehabilitative Work Activities (189/2001),
• Social Welfare Act (1301/2014),
• Act on the Multi-Sectoral Promotion of Employment (23.3.2023/381),
• Act on Young Workers (19.11.1993/998),
• Act on the Application of European Union Legislation on the Coordination of Social Security Systems (352/2010),
• EU General Data Protection Regulation (EU 679/2016),
• Act on the Openness of Government Activities (621/1999),
• Data Protection Act (1050/2018),
• Act on Information Management in Public Administration (906/2019).

Information content of the register

The customer register of the South Häme employment area contains the customer's identification and contact information, information regarding advice and service, and other information included in the register.

The customer register contains the following customer identification and contact information:

• personal identification number, name, nickname, gender, address, telephone numbers, municipality of residence, native language, language of business, possible security ban on the address, email, pseudonymous customer ID and other necessary contact information,
• service need,
• information related to work and functional capacity,
• customer service-related documents and transaction information,
• plans,
• service and payment decisions and their notification,
• information produced or provided by the customer himself,
• consents and other choices,
• education, work history and professional information,
• information about training and job offers and presentations for employers.

The customer register contains the following information regarding advice and service:

• appointment and visit information,
• information related to the organization of the service,
• announcements, invitations and newsletters sent to the customer,
• pleadings,
• certificates provided by the customer.

The customer register includes the following other information that is included in the register:

• customer relationship statistics,
• service billing information,
• information regarding the payer of the service and the determination of the fee,
• log data generated from system usage.

Registry data maintenance systems

Asiantuntijan Työmarkkinatori

Asiantuntijan Työmarkkinatori (A-TMT) is a customer information system for employment services maintained by the KEHA Centre. The following register information is maintained there:

personal identification number, name, gender, address, telephone number, municipality of residence, native language, language of communication, nationality, security ban, email, pseudonymous customer ID, service need, information related to work and functional capacity, customer service-related documents and transaction information, plans, information produced or provided by the customer himself, consents and other choices, education, work history and professional information, labor policy statements, press releases and requests for clarification, customer meetings, communication with the customer and other necessary contact information.

Yleinen avustusjärjestelmä (general assistance system)

The general assistance system, or YA-TE, is maintained by the KEHA Center. The following register information is maintained there:

Personal identification number, name, address, telephone number, municipality of residence, decision and payment information and other necessary contact information.

Appointment booking system Remote

The appointment booking system Remote maintains a pseudonymous customer ID. Remote is maintained by Vireum Oy. Information from Asiantuntijan Työmarkkinatori is transferred to Remote. Personal data provided for in the Organization Act may be stored in Remote. Regarding this personal data, the South Häme employment region is responsible for the obligations of the controller in accordance with Chapter 13 of the Organization Act.

Vireum Oy's registration and privacy policy. (Vireum.fi.)

Typpi

Typpi is a system of employment service centres maintained by the KEHA Centre. The following register information is maintained there:

personal identification number, name, nickname, gender, address, telephone numbers, municipality of residence, native language, language of business, marital status, possible security ban on the address, email, pseudonymous customer ID, service need, information related to work and functional capacity, customer service-related documents and business information, plans, information produced or provided by the customer himself, consents and other choices and educational, work history and professional information, as well as other necessary contact information.

Koulutusportti (Education portal)

Koulutusportti is maintained by the KEHA Centre. The following register information is maintained in Koulutusportti:

personal identification number, name, nickname, gender, address, telephone numbers, municipality of residence, native language, language of business, educational, work history and professional information, and other necessary contact information

Manual material

The South Häme employment area stores documents in its operational units in monitored premises or in lockable cabinets. The employment area transfers the archived documents to the sector's electronic archive. After archiving, the employment area destroys the paper documents.

Sources of personal data

The employment area receives personal data from the customer himself or from documents provided by him. Based on the law or with the customer's specific consent, the South Häme employment area may, if necessary, collect and receive information and documents from, among other things, the following sources of information:

• wellbeing services county,
• Digital and Population Data Services Agency's population information system (VTJ),
• Kela,
• private individuals designated by the customer,
• employer,
• work and training trial place,
• a place for rehabilitative work activities,
• job coach,
• purchasing service provider,
• rehabilitation facility,
• pension institution,
• the employment register of Finnish Centre for Pensions,
• educational organizations,
• The Business Information System (YTJ),
• unemployment funds.

Regular data transfers

The South Häme employment area discloses information to partners who are involved in the planning or implementation of the service provided to the data subject. The service provided to the data subject is always based on an agreement concluded with the provider. If the service provider is the controller of personal data, the privacy policy can be found on the service's own website.

The South Häme employment area may disclose information to various authorities if there is a legal basis for this. The employment area may disclose information about the customer to perform tasks referred to in the law, if confidentiality provisions or other restrictions on access to information do not prevent this. If there is no separate legal basis for the disclosure of information, the employment area will only disclose information with the customer's consent.

The employment area discloses information on wage-subsidized employment relationships to the KEHA Centre to the extent required by the KEHA Centre. The employment area discloses customer information on fixed-term employment projects to project funders to the extent required by the project funders.

Anonymized information is used for statistics and research.

Transfer of data in the register outside the EU or EEA

Personal data is not transferred outside the EU and EEA.

Principles of register protection and maintenance system

The storage, archiving, destruction and other processing of data is guided by the information management plan and information security and data protection guidelines of the City of Riihimäki. The data is processed by the personnel of the municipalities and cities of the South Häme employment area, who have a reason to do so for their work. The information stored electronically in the register is protected so that only authorized persons can view it. The personnel are bound by a duty of confidentiality. The use of information systems is monitored and the systems can only be accessed with a username and password.

Personal data retention period

The City of Riihimäki and the South Häme employment area retain personal data for the duration of the customer relationship and for four (4) years after its termination, excluding exceptional cases, such as obligations related to accounting obligations and needs related to debt collection. If documents containing personal data must be included in the accounting or are the basis for payment transactions, the City of Riihimäki and the South Häme employment area retain the data for at least six (6) years after the end of the accounting period. If documents are needed for debt collection, the retention period may be up to 20 years.

General rights of the data subject

You have the right to receive information about the processing of your personal data and to check what information about you is stored in the registers. If there are errors in your data, you have the right to demand that it be corrected or supplemented. You also have the right to demand that your unnecessary personal data be deleted.

Instructions for checking your personal information. (Työmarkkinatori.fi.)

Other possible rights of the data subject

In certain situations, you have the right to request restriction of the processing of your personal data and the right to object to the processing of your personal data.

If you suspect that the processing of your data has violated applicable legislation, you can refer the matter to a supervisory authority.

Contact information of the supervisory authority

The Office of the Data Protection Ombudsman
Visiting address: Lintulahdenkuja 4, 00530 Helsinki.
Postal address: PL 800, 00531 Helsinki.
Email: tietosuoja@om.fi.
Switchboard: 029 566 6700.
Registry: 029 566 6768.