Processing of personal data

The Administrative Services Unit processes the personal data of jobseekers in accordance with article 6(1)(c) of the GDPR in order to fulfil the statutory rights and obligations of a State employer. The register stores and processes personal data necessary for the management of recruitments.

Personal data is processed in accordance with the Act on Public Officials in Central Government (750/1994) and its related Decree (971/1994) and the Act on the Protection of Privacy in Working Life (759/2004). As a public authority, the Administrative Services Unit complies with general administrative laws such as the Administrative Procedure Act (434/2003), the Data Protection Act (1050/2018) and the Act on the Openness of Government Activities (621/1999).

The group of data subjects consists of jobseekers who have submitted their job applications through the Valtiolle.fi system. If a jobseeker submits his/her application for the vacant post on paper or by e-mail directly to the Administrative Services Unit, the necessary data will be entered by the Administrative Services Unit into the Valtiolle.fi system for electronic processing.

The identifying data of the jobseeker includes name, address, telephone number, e-mail address, legal gender, date of birth, mother tongue and other possible identifying data.

In addition, information about the jobseeker is stored, such as education and work experience, language skills and other information relevant to the job search and the filling of the post, such as personal details or CV and the contact details of any referees.

Personal data is processed by officials in the Administrative Services Unit whose duties include the management of recruitment.

In addition, personal data is processed by the Finnish Government Shared Services Centre for Finance and HR Palkeet, with which the Administrative Services Unit acts as a joint controller in this respect. The responsibilities related to the maintenance of the joint register are defined in the Act on Government Shared Services Centre for Finance and HR (179/2019).

The Administrative Services Unit is responsible for the controller’s responsibilities, such as informing the jobseeker and acting as a contact point when the jobseeker wants to exercise the rights of a data subject (for example, to check what data has been stored about him/her). The service centre is responsible for the technical operation of the information systems necessary for the performance of its tasks and services, including the availability of information systems and the integrity, constancy, protection and storage of data.

The Administrative Services Unit exports all incoming applications to the HILDA case management system, which is provided by Fujitsu Finland Oy.

Visma Public Oy is responsible for providing support and maintenance services for the Valtiolle.fi system.

Information about the jobseeker and the documents he/she submits are in principle public, unless it is expressly provided for by law that they be kept secret. The information may be disclosed to the requesting party in accordance with the Act on the Openness of Government Activities (621/1999).

With the jobseeker’s consent, a personal security report may be carried out on the person selected for the post or function, in which case his/her personal data is disclosed to the Finnish Security and Intelligence Service for the purpose of the report.

The data is not disclosed or transferred to third countries or international organisations.

Applications recruitments are kept in the Valtiolle.fi system for two years after the recruitment process has been completed.

The Administrative Services Unit keeps documents related to the recruitment process in the HILDA case management system based on the joint information management plan of the special judicial administration authorities, and the archiving plan. Data necessary for the processing of a case is kept at least for the duration of the processing, whereas the period of retention after the end of the processing depends on the data and the purpose of use.

Material is archived in accordance with the Archives Act (831/1994) and the material is processed in accordance with the Act on Information Management in Public Administration (906/2019).

The protection of the data processed in the Valtiolle.fi and HILDA systems is based on access rights management and technical protection of the databases and servers. Access and processing rights are granted on the basis of job functions, and access to information systems is always based on personal user IDs.

Basic security clearances have been carried out for the staff of the Administrative Services Unit. Staff are given instructions and training on the proper protection and disposal of personal data processed in the course of their work. Every new official must complete an online course on information security and data protection.

The rights of a data subject are set out in articles 15–18 of the EU General Data Protection Regulation (679/2016).

Jobseekers have the right to be informed in a transparent manner about the data processed by the Administrative Services Unit. They have the right to access their data and to ask for inaccurate or incorrect data to be corrected. They have the right to get the Administrative Services Unit to restrict the processing of their data, in any of the situations referred to in article 18. They also have the right to lodge a complaint with a supervisory authority if they consider that their personal data is being processed in breach of data protection regulations. To the extent that the processing of a jobseeker’s personal data is based on compliance with a legal obligation of a State employer (article 6(1)(c)), article 17 on erasure will not apply.