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Privacy statement; Distribution of the Police newsletter

Information to data subjects ID-18175972 (Privacy policy)
15 May 2018 POL-2018-17138

Regulation (EU) 2016/679 of the European Parliament and of the Council, Article 12 and Article 13 ( data collected from data subject)

Regulation (EU) 2016/679 of the European Parliament and of the Council, Article 12 and Article 14 ( data not obtained from data subject)

Section 33 of the Data Protection Act contains restrictions concerning the controller's obligation to provide information to data subjects.

  1. Name of filing system/register
    Distribution of the Police newsletter
     
  2. Controller
    The National Police Board of Finland
    Postal address: PO Box 1000, 02151 Espoo
    Street address: Vuorimiehentie 3, 02150 Espoo
    Tel: 0295 480 181 (exchange)
    Email: kirjaamo.poliisihallitus@poliisi.fi 
     
  3. Representative of controller and data protection officer or filing system/register
    Controller: Superintendent Aija Tiainen-Broms
    Email: aija.tiainen-broms@poliisi.fi 
    Data protection officer (DPO): Superintendent Anna Lind
    Email: anna.lind@poliisi.fi 
    The National Police Board of Finland
    Postal address: PO Box 1000, 02151 Espoo
    Street address: Vuorimiehentie 3, 02150 Espoo
    Tel: 0295 480 181 (exchange)
    Email:  kirjaamo.poliisihallitus@poliisi.fi 
     
  4. Purpose of personal data processing and legal grounds for processing
    With the help of the information, the stakeholder or the Media representative receives the Police newsletter to their email. The data is also processed for purposes customer relationship management, such as changing or deleting subscriptions. Anyone in the Police newsletter distribution cycle can remove their name from the distribution list by going to the “Cancel the newsletter subscription” link.
     
  5. Legitimate interests of the controller
    None.
     
  6. Personal data groups processed and other data groups
    To provide the service, we need to process the following information:

    - First name
    - Surname
    - E-mail

    The information is collected from the data subject in person. 

    The Police can also add organisations to the distribution list in which case the data consists of the name and email address of the organisation. Moreover, the National Police Board can add stakeholder groups - such as members of Parliament, municipal organisations etc. - to the distribution list. The information is obtained from public sources. All those added to the list have received information of being added to the distribution list, with the possibility to either continue or cancel the subscription.
     
  7. Statutory or contractual obligation to provide persona data
    None.
     
  8. Recipients of personal data
    The Communications of the National Police Board processes the data for service provision purposes.

    The information is uploaded in the Police publication system whereby the information can also be technically processed by the information system provider.

    The service provider and data processors are under the obligation to protect the information in the service.

    The IT provider is not entitled to forward or distribute the information or use them to purposes other than the provision of Police Communications services in line with the contracts.
     
  9. Transfer of data to third countries and information on protections in use
    The personal data in the register will not be ceded or transferred outside the European Union or European Economic Area. Should there be a change in this situation, the data subject will be informed.
     
  10. Retention time of data or the determination criteria
    The data or orders of the data subjects will be deleted or changed at the request of the data subject.

    The controller can also delete inactive email addresses and related data from the service. 
     
  11. The right of inspection of data subject and its implementation (right of access to data)
    Everyone has the right to inspect their personal data stored in the subscriber register. The written and signed request for control access must be sent to
    The National Police Board of Finland
    Postal address PO Box 22, 00521 Helsinki
    Street address: Asemapäällikönkatu 14, 00520 Helsinki
    Email: kirjaamo.poliisihallitus@poliisi.fi 

    The request of inspection must contain information on the filing system/register in question.
     
  12. Restrictions of the inspection right (indirect right of inspection)
    At the request of the data subject, the Data Protection Ombudsman can inspect the legality of the information of the data subject.
     
  13. Rectification of information and respective means (right to rectification and erasure of information)
    The data subject has the right to demand that the controller rectify the erroneous information related to the data subject. Each register subscriber has the opportunity to cancel their newsletter subscription through the link in the letter, or request to be removed from the subscriber list by sending an email to viestinta.poliisihallitus@poliisi.fi. 

    In necessary, further advice is available at the Communications of the National Police Board during office hours.
     
  14. Right to restrict processing
    None.
     
  15. Right to object
    Not necessary.
     
  16. Right to data portability
    Not relevant to this register.
     
  17. If the processing is based on a consent (Article 6.1(a)) or an explicit consent (Article 8.2(a)), information on the right to withdraw the consent at any time.
    The processing is based on a subscription or consent given. All subscribers have received a message based on which they have been able to continue or cancel their subscription in line with the General Data Protection regulation. If the person in question has not actively continued the subscription, it has been cancelled.
     
  18. Right to subject the case to the Data Protection Ombudsman (request for action by Data Protection Ombudsman)
    If the data subject finds that the data protection legislation is violated in the processing of their personal data, the data subject has the right to submit the case to the Data Protection Ombudsman.

    Contact details of the Data Protection Ombudsman’s office
    Postal address PO Box 800, 00521 Helsinki
    Visiting address Ratapihantie 9, 6th floor, 00520 HELSINKI
    Telephone: 0295 666 700
    Email: tietosuoja@om.fi  
     
  19. Automated decision making of profiling
    -
     
  20. Public availability of the Privacy Policy
    The Privacy Policies are stored in a manner providing the data subjects with easy access to them.

    The national Privacy Policies are kept publicly accessible in an electronic format in the national Police information network (www.poliisi.fi) and in the Police internal network (intranet).

    The Privacy Policies are stored in the Police administrative case processing system (ACTA) for case management, decision-making and filing.