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Tietosuojaseloste sivustojen Mediapalvelu en

Privacy statement; media service on the website

POL-2022-52112, ID-22504907, 29.7.2022

  1. Controller

    National Police Board
    Postal address: PO Box 1000, FI-02151 ESPOO
    Visiting address: Vuorimiehentie 3, 02150 ESPOO 
    Telephone: +358 (0)295 480 181 (general inquiries)

  2. Contact person in matters related to data protection
    National Police Board
    Aija Tiainen-Broms, Senior Adviser
    For contact details, see Section 1.
  3. National Police Board’s Data Protection Officer
    National Police Board
    Harri Kukkola, Senior Adviser
    For contact details, see Section 1.
  4. Purposes of the processing of personal data and the lawfulness of processing
    The media service is aimed at media representatives and its purpose is to support and contribute to the development of the media services of the Police of Finland communications. 

    By creating a user account, media representatives can

    - subscribe to the news of the police units and topics of their choice to be delivered via email.
    - subscribe only to invitations to media events of the Police.
    - receive other messages from the Police communications sent only to media representatives.
    - receive invitations to questionnaires used to measure the quality of and/or customer satisfaction on the service.

    Personal data is only processed to maintain customer relationships, to send the abovementioned news pieces and invites, and to carry out customer surveys of the agencies under the Ministry of the Interior to measure and improve customer satisfaction.

    The legal basis for the processing of personal data is Article 6(1)(b) of the GDPR.
  5. Processed personal data and categories of personal data

    To provide the service, it is necessary to process the following data collected directly from data subjects:

    - First name *
    - Last name*
    - Email address*
    - Telephone number (only used when it is necessary to contact the data subject due to an incident or for research purposes)
    - Country *
    - Media organisation *
    - Duty *

    The data subject’s consent is also requested for the following:

    - Other members of the my organisation are authorized to register me to events (defined by email address).
    - I wish to receive invitations to press conferences.

     Data marked with * are mandatory.

  6. Regular disclosure of personal data and recipients
    Personal data is not disclosed regularly. 

    The data is processed by persons participating in the provision of the Police of Finland communications services and by service providers responsible for the administration of information systems or carrying out surveys. 

    Backup systems are in place to ensure the provision of the media service in all situations, such as during information system outages. Only email addresses are saved in the backup systems.

    Personal data required to carry out customer satisfaction surveys (first name, last name, email address and phone number) may be disclosed to service providers carrying out such surveys commissioned by parties under the Police of Finland or the administrative branch of the Ministry of the Interior. 

    The personal data is protected by appropriate technical protection measures when it is transferred to the service providers. The contracts on data processing required by data protection legislation have been concluded with the service providers. 
  7. Transfer of data to third countries
    No personal data is disclosed or transferred outside the EU or EEA.
  8. Retention and erasure of data
    Registered data and subscriptions will be erased when the data subject so requests or ends their membership with the media service. The controller erases any non-functional email addresses and their related personal data on its own initiative, at which time the data subject’s membership with the media service also ends.
  9. Protection of personal data 
    Personal data is processed by persons participating in the provision of the Police of Finland communications services and by partners under contract, e.g., service providers, who process the data for the controller.

    Access to the Police’s data systems is controlled by means of identity and access management. The individuals authorised to process personal data log in to data systems by using a certificate linked to their e-service card. Access rights to systems are only granted to the extent required in official and work-related tasks.

    The partners process the personal data in accordance with the contracts made. The representatives of the Police of Finland partners agree to non-disclosure provisions and to being subjected to a security clearance when necessary for data processing.

    All electronic data is protected against third-party access by technical and organisational means. Personal data is processed in a non-electronic format only when necessary. In this case, the data is kept in a locked space and appropriately disposed of when it is no longer needed. 
  10. Rights of data subjects
    Right of access by the data subject (Article 15)

    Data subjects have the right to obtain information as to whether or not their personal data is processed.

    Requests for exercising the right of access must be addressed to the controller (using the contact details provided in Section 2 above). To exercise their right of access, data subjects must provide the information required by the controller to honour the request, such as their name or other information based on which they can be identified.

    If required, the controller has the right to request additional information from data subjects to verify their identity.

    Right to rectification and right to erasure (‘right to be forgotten’) (Articles 16 and 17)

    Data subjects have the right to request their data to be rectified or erased. Requests for exercising the right of rectification or the right of erasure must be addressed to the controller in writing (see Section 2). Such requests must indicate how the data is inaccurate or on what grounds the data must be erased.

    Right to restriction of processing (Article 18)

    Data subjects have the right to request the processing of their data to be restricted in certain circumstances.

    Circumstances in which a data subject can request the processing of their data to be restricted include, but are not limited to, the following:

    - The data subject contests the accuracy of their personal data.
    - Processing is unlawful and the data subject objects to the erasure of their personal data and requests the use of the data to be restricted instead.
    - The controller no longer needs the personal data for the purposes of processing, but the data subject requires it for the establishment, exercise or defence of a legal claim. 

    Requests for the restriction of processing must be addressed to the controller.

    Right to data portability (Article 20)

    Data subjects have the right to receive their personal data provided for the controller in a structured, commonly used and machine-readable format, and the right to transmit their data to another controller.

    Data subjects have the right to have their data transferred directly from one controller to another, if this is technically possible.

    Requests for having data transferred must be addressed to the person defined in Section 2.
  11. Right to refer cases to the Data Protection Ombudsman 
    Any data subject who feels that their personal data is being processed in breach of the law governing personal data may request the Data Protection Ombudsman to investigate the matter.

    Office of the Data Protection Ombudsman
    Visiting address: Lintulahdenkuja 4, 00530 HELSINKI
    Postal address: PO Box 800, FI-00521 HELSINKI
    Telephone: +358 (0)295 666 700
  12. Access to the privacy statement
    This privacy statement is publicly available at or by request from the controller. 

    This privacy statement is stored in the Police’s administrative case management, decision-making and archiving system (Acta).