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Data Protection Officer

Data Protection Officer Tomi Lindholm
Prime Minister’s Office, Government Administration Department
tietosuojavastaava(at)vnk.fi

Controller
Prime Minister’s Office
PO Box 23, 00023 Government
Registry: kirjaamo(at)vnk.fi and tel. +358 295 160 334

The Data Protection Ombudsman monitors compliance with the data protection legislation in Finland.
Further information about your right to data protection: tietosuoja.fi

 

Accreditation during Finland's Presidency of the Council of the European Union

The Prime Minister’s Office will produce together with CWT Finland the registration service for delegates and the media during Finland’s Presidency of the Council of the European Union. CWT Finland will collect personal data on delegates and media representatives and store it in the Lyyti registration system for the duration necessary for the provision of services and for meeting statutory requirements on duties such as financial reporting.

Personnel at the Prime Minister’s Office will process data on names and dates entered in the CWT Finland registration system (Lyyti) when their duties so require.

More information about the processing of personal data - CWT Finland

The names and email addresses of the delegates will be transferred from CWT Finland’s system (Lyyti) to the Presidency Portal for Informal Events, which is administered by the General Secretariat of the Council. Delegates can login on the Presidency Portal after completing their accreditation for a specific meeting.

Data on delegates and media representatives will be transferred from Lyyti to the system administered by the Prime Minister’s Office. This system is used to process and grant access passes to meetings held in Finland.

We process personal data in accordance with Article 6, paragraph 1, point (c) of the General Data Protection Regulation (GDPR). Such processing is necessary for the fulfilment of the statutory duties of the Prime Minister’s Office.

The data stored

Information entered in the Lyyti system upon registration include name, nationality, date and place of birth, phone number, name of country or organisation represented, photo, copy of identity card, and dietary requirements if any. Media representatives are also requested to provide the contact information of their employer.

Disclosure of data

Media accreditation also includes a security clearance. The main data controller for the security clearance register is the Finnish Security Intelligence Service. The Prime Minister’s Office will disclose the personal data of individuals whose consent has been obtained for the purposes of security clearance.

More information about security clearances

The Prime Minister’s Office will not disclose any data to entities outside the European Union and the European Economic Area.

Data storage period

Personal data will be retained for the duration necessary for the Prime Minister’s Office to implement agreements and provide services, respond to inquiries on events, and meet legal obligations and statutory requirements, including financial reporting.

Meetings

Informal meetings organised in Finland during its Presidency of the Council of the EU will be governed by the General Data Protection Regulation.  The Council will also organise 15 working party meetings, which will be governed by the Data Protection Regulation for EU Institutions.

Either the Prime Minister’s Office together with its service providers or other ministries and government agencies are in charge of the meetings organised during the Presidency.  This data protection information applies to meetings organised by the Prime Minister’s Office.  Ministries and government agencies are responsible for the data protection information in their events.

The organisation of the meetings requires that personal data is collected at registration. The grounds for processing personal data is compliance with a legal obligation of the Prime Minister’s Office, as laid down in Article 6, paragraph 1, point (c) of the data protection regulation.

Photographs may be taken at the events and these may be used for communications purposes related to the meetings.  Photographs will be processed in accordance with Article 6, paragraph 1, point (e) of the data protection regulation. This means that the processing is necessary for the performance of a task carried out in the public interest.  

So-called family photos may be taken in the meetings.  Meeting participants unwilling to appear in a family photo should notify the organisers at the photo shoot at the latest.

Meeting participants may be photographed to verify their identity and to guarantee the safety of the participants. 

Meetings may be recorded and broadcast in real time. 

Under the Act on the Openness of Government Activities, which is applied in Finland, everyone has the right to obtain information from official documents in the public domain.  Under the Act, official documents are in the public domain, unless specifically provided otherwise.

Meeting participants have the right to review their personal data and to request that their data is corrected or erased or that the processing of their data is restricted. Meeting participants also have the right to lodge an appeal or a complaint concerning the processing of personal data with the Data Protection Ombudsman.

More information on service users’ rights and review of personal data at the Prime Minister’s Office

Website visitor tracking and cookies

General statistical data are collected on the website visitor tracking of the site. The data are used for developing the website services. The data collected include, for example, the web pages viewed, time of visit, browser type and operating system. This tracking does not directly collect data that would enable individual visitors to be identified.

Third-party applications, such as social media feeds, videos or podcasts are embedded into some pages of this website. These applications use cookies that transmit data to third parties about the website addresses visited and pages viewed. More information on how cookies are used is available in the privacy statement of each service provider.

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