Data protection

Contact information (in Finnish)

The processing of personal data in the municipality complies with the EU’s data protection regulation

The EU General Data Protection Regulation (GDPR) has been applied since 25 May 2018. The data protection regulation is directly applicable legislation, which is also followed in the municipality’s activities.

Key points in the new regulation

Proper handling of personal data reinforces the rights of the data subject and increases openness and transparency. Key aspects of the data protection regulation include, among other things,

• emphasis on the lawfulness of personal data processing
• minimization of the personal data to be collected and their accuracy
• increasing open communication

The municipality also has overall responsibility for the processing of personal data by its collaborative partners.

The rights of an individual

Individuals, that is, data subjects, have the right to information about how their data is processed and used for different purposes.

Data subjects also have, in certain situations, the right to correct their data, transfer data from one system to another, restrict the processing of their personal data, and have their data deleted. However, these rights are not absolute and include exceptions, as the legal basis for processing personal data affects which rights the data subject has.

Data Protection Regulation

European Union data protection regulation

Description of public access to documents of the municipality of Tervola

Act on the Management of Public Administration Information (906/219) Section 28

The information management unit must maintain a description of its data resources to implement the principle of publicity and to ensure document transparency. The municipality of Tervola is the information management unit referred to in the Information Management Act (906/2019). The document transparency description facilitates the targeting of information requests (Act on the Openness of Government Activities 621/199, Section 13).

The purpose of the document public description is to provide an overview of the management of information in the Tervola municipality’s registers and services, as well as to facilitate making information requests to the Tervola municipality. The document public description explains how information materials generated in the authority’s processing of matters and service provision are managed in the Tervola municipality. It is the authority’s duty to assist the requester in identifying the document. The document public description also explains the extent to which the authority processes information in the provision of services or handling of matters.

Information service and information requests

According to the Act on the Openness of Government Activities (621/1999), everyone has the right to access public documents of the authorities. In addition to traditional paper documents, a document also refers to an electronic file or a record in audiovisual form. A party involved also has the right to obtain information concerning themselves.

Requests for information should be submitted to the registry office of the Municipality of Tervola. The registry office will forward the request to the relevant department or the responsible party for handling.

Email:                                     tervolan.kunta@tervola.fi

Postal address:                                               Keskustie 81, 95300 Tervola

Request for information concerning a public document

A request for information that is as specific as possible makes it easier to locate the document. The request should indicate which document or documents it concerns. Additionally, it is helpful to provide, for example, the date or title of the document if known. A request for a public document does not need to be justified. A request regarding a public document can be made informally, for example via email, by phone, or by letter.

Request for information regarding a confidential document

The requester of the document must specify the purpose for which the information will be used and be able to verify their identity, as information from a confidential document or documents can only be disclosed under certain conditions. The municipality may also request additional information from the requester if it is needed to determine the conditions for disclosing the information. A request for access to confidential documents should be made in writing or through an informal request, which must include the requester’s handwritten signature. An electronic request should be submitted using encrypted communications.

Data Subject Access Request

According to the General Data Protection Regulation (EU 2016/679), the data subject has the right to obtain from the data controller confirmation as to whether or not personal data concerning them is being processed. This allows the data subject to assess and ensure the lawfulness of the processing. If the data subject requests to see their data, the data controller must provide them with a copy of the personal data being processed. The data request form can be found on the website of Tervola municipality. The form should be submitted via email, letter, or delivered to the municipal office.

Deadlines for information requests

Information about a public document must be provided as soon as possible, and no later than two weeks after the information request is made. Information about a public document must be provided no later than one month after the information request is made if handling and resolving the matter require special measures or an unusually large amount of work. The processing time for releasing confidential documents is also a maximum of one month.

A request for information made based on the Data Protection Regulation must be responded to within one month, or, if the request is very extensive, within two months. However, in this case, the data subject must be informed within one month about the status of the information request processing. Depending on the type of document, the municipality may provide the requested information either electronically, on paper, or for on-site inspection. A fee may be charged for paper copies. When personal data is released based on the Data Protection Regulation, the identity of the requester must be verified.

Data resources

A data resource is a collection of data or a compilation of data sets created for a specific purpose, consisting of logically or physically related information. A data resource may also include identifying registry information. A data resource can be processed using information systems or manually.

The data resources and registers of the municipality of Tervola collect information and documents needed for municipal services in accordance with laws and regulations, including data about service users, service providers, as well as personnel and financial administration.

The municipality of Tervola collects personal data to perform various official duties. Below you can find the privacy statements for the registers we use. The registers are in Finnish.

Registers of the Administration Department

• Henkilöstörekisteri
• Maatalousasiakasrekisteri
• Päätöksentekorekisteri
• Siivouspalveluiden asiakasrekisteri
• Talousrekisteri
• Työnhakijarekisteri
• Työpajatoiminnan asiakasrekisteri
• Westside toteutettavuusselvitys ja masterplan hankkeen asiakasrekisteri

Registers of the Department of Education

• Lapin kirjasto-yhteisjärjestelmän lainauksenvalvonnan asiakasrekisteri
• Lapin kirjasto kameravalvontarekisteri
• Lapin kirjasto kulunvalvontarekisteri
• Opetuksen asiakasrekisteri
• Oppilas- ja opiskelijahuoltorekisteri
• Vapaa-aikapalveluiden asiakasrekisteri
• Varhaiskasvatuksen asiakasrekisteri

Registers of the Technical Department

• Kameravalvontarekisteri
• Kiinteistö- ja maanomistusrekisteri
• Rakennusvalvontarekisteri
• Teknisten palvelujen rekisteri

Privacy statements are updated on the pages as soon as the statements are ready to be published.