Privacy policy

Privacy policy

Combined file description and information document

Prepared on 1 December 2011, revised on 1 December 2011. Telephone numbers of contact people updated on 28 June 2016.

Personal Data Act (523/1999), sections 10 and 24

1. Controller

National Archives of Finland
P.O. Box 258, Rauhankatu 17
FI-00171 Helsinki
Business ID: 0245885-9

2. Person responsible for the register and/or contact person

Anitta Hämäläinen, administrative director, tel. +358 29 533 7025
Marko Natri, ICT manager, tel. +358 29 533 7067

3. Name of register

Customer register for the electronic order service of the National Archives of Finland

4. Purpose of handling personal data/purpose of using the register

Personal data will be handled in conjunction with the ordering and invoicing processes, requests of customers to obtain a right of use, the development of services, reporting and other activities related to customer accounts.

5. Data content of the register

Basic customer information:
First and last names, address, telephone number, email address, personal identity code and language code of customers

Information created on the basis of customer accounts:
Username and password, information about the rights of use and orders of customers, the date on which terms and conditions were approved, and home archive, i.e. information about the office of the National Archives Services selected by each customer.

6. Regular sources of information

Customer accounts and use of services:
National Archives of Finland

Updating contact information:
Self-service, Vetuma (online identification and payment service for the public administration), HAKA (trust network for institutions of higher education and research institutes) and Virtu (trust network for the identification of officials). In addition, customer data can be updated from public registers, such as the Population Information System.

7. Regular disclosure of information and transfer of information outside the EU or the EEA

The National Archives of Finland does not disclose any information contained by the customer register to third parties.

8. Register protection principles

The customer register for the electronic order service of the National Archives of Finland is confidential. The register is properly protected against unauthorised access using firewalls and other technical means of protection. The register is not maintained as paper printouts.

The register can only be used by persons whose work-related tasks require its use. Each user of the register has a personal username and password. Users are bound by a confidentiality obligation.

9. Right of inspection and fulfilling the right of inspection

On the basis of the Personal Data Act, customers have the right of inspection regarding information about them saved in the customer register for the electronic order service of the National Archives of Finland.

Inspection requests must be sent in writing to:

National Archives of Finland
Registry
P.O. Box 258, Rauhankatu 17
FI-00171 Helsinki
FINLAND

Inspection requests can be presented in person at:

National Archives of Finland
Registry
P.O. Box 258, Rauhankatu 17
FI-00171 Helsinki
FINLAND

When presenting an inspection request in person, the customer must present an official and valid photo ID.

The National Archives of Finland will respond to information inspection requests in person or in writing in the form of a registered letter within three (3) months after receiving the inspection request.

10. Correcting information

Self-service in the electronic order service of the National Archives of Finland:

Users can inspect and correct/edit the following information in the electronic order service of the National Archives of Finland: address, telephone number, email address, home archive, language code and password. In addition, users can inspect their names and rights of use in the electronic order service of the National Archives of Finland.

Written correction requests must be sent to:

National Archives of Finland
Registry
P.O. Box 258, Rauhankatu 17
FI-00171 Helsinki
FINLAND

Each registered person has the right to demand that any incorrect information be corrected. Correction requests must be made in writing and in sufficient detail.

11. Any other rights

No other rights.