Data protection and processing of personal data
On this website, we explain what kind of personal data we collect in our services (see “Processing of personal data in services of the Ministry of Agriculture and Forestry” below), what the processing is based on in each case and how you can exercise your data protection rights. We process your personal data for justified reasons only to comply with our legal obligations, to perform a task carried out in the public interest, or with your consent.
The data are processed by the persons maintaining the contents of the services at the Ministry, and by our cooperation partners and their subcontractors who produce the services. The Ministry has agreed on the processing of personal data with these bodies in accordance with the requirements of the General Data Protection Regulation.
As a user of services, you have the right to know what data we store about you and who processes your data. In addition, you can check the data we have collected about you and update it, if necessary.
Data Protection Officer
Jaana Merta
Ministry of Agriculture and Forestry
firstname.lastname(at)gov.fi
Controller
Ministry of Agriculture and Forestry, PO Box 23, FI-00023 Government, Finland
Registry: kirjaamo(at)gov.fi, tel. +358 295 162 200
The Ministry of Agriculture and Forestry and other ministries are joint controllers when they process personal data in the Government’s shared information systems.
The Data Protection Ombudsman monitors compliance with the data protection legislation in Finland. More information about your right to data protection is available on the website of the Data Protection Ombudsman at tietosuoja.fi.
Processing of personal data in services of the Ministry of Agriculture and Forestry
Functions, events and visits
We collect data on the participants of events organised by the Ministry or at the Ministry’s premises in advance. Personal data are collected to ensure appropriate organisation of the events and our common safety and security.
You must prove your identity when entering the Ministry’s premises. Advance collection of data and proof of identity are based on compliance with the statutory obligations of the Ministry.
Storage of data after the visit is based on the performance of a task carried out in the public interest vested in the Ministry of Agriculture and Forestry. If data concerning the visitor’s name and organisation must be included in the bookkeeping material, the processing and storage of this data are based on section 46 of the State Budget Decree.
Personal data stored
In connection with visits, the name, organisation, email and, possibly, telephone number and job title of the visitors are stored. Data on special diets are stored, if necessary.
Processing and processors of personal data
The data on participants and visitors are processed by persons who prepare functions and events at the Ministry of Agriculture and Forestry. We may also partly outsource data processing related to events to a third party, in which case we ensure by contractual arrangements that personal data are processed in accordance with the data protection legislation and in an appropriate manner. Third parties may be those responsible for the organisation or production of the event or premises, security or catering related to the event, for example.
Personal data attached to the bookings of the facilities are as a rule processed in the facility booking system Senaattila where, besides us, the personal data of the visitors are processed by Senate Properties and its subcontractor Avarn Security. Data on the visitors are erased from the Senaattila facility booking system daily.
The Prime Minister’s Office is responsible for closed circuit television (CCTV) surveillance in the premises of the Ministry of Agriculture and Forestry. The privacy policy related to this is available on the website of the Prime Minister’s Office.
Disclosure and transfer of personal data
Data on participants and visitors are not disclosed outside the Government unless the event venue needs the data for the purposes of its own security regulations. In certain training and education events, seminars and other similar events, the list of participants may, for the performance of a task of carried out in the public interest, be shared with other participants for networking and other cooperation purposes, unless the participant has specifically prohibited the sharing the data.
If the visitor data constitute a list of participants or another official document, it is as a rule public. Everyone has the right to access data in public official documents as provided in the Act on the Openness of Government Activities.
In the case of a visit or another event without international connections, data are not transferred outside the European Union or the European Economic Area or to international organisations.
Storage period of data
The personal data of visitors are stored for the time required for organising the event and carrying out follow-up activities, but for no longer than six months after the event, and on a case-by-case basis for the time required for financial administration, archiving, or the storage of technical backup copies. For visits including coffee or lunch, for example, personal data can be included in the Ministry’s bookkeeping material. The normal storage period for receipts in the bookkeeping is six years from the end of the year of the visit.
For regularly repeated events, the lists of participants and their contact details are stored until the next event is being organised. In accordance with the Government’s data management plan, for certain events data on participants can be stored for ten years or permanently. These include events hosted by a Minister that are recorded as government materials, or other events organised by the Ministry that are regarded as particularly important.