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. User’s rights and checking personal data (in Finnish).

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 organisation or production of the event or the 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.

Data that you have provided yourself

Data that you have provided yourself
Service	Data stored
Subscription to press releases and other material on current issues	email address
Comments on blogs	email address name organisation
Use of media service	email address first and last name citizenship date of birth postal address ID card and its number mobile phone number job or title the medium and its contact information
Media passes to press conferences	email address first and last name date of birth mobile phone number job and/or job description the medium and its contact information contact person's name photo
Cloudia tendering service	Name of contact person Address of contact person Occupation or title of contact person name of user telephone number of user email address of user
M2 travel management service	name of passenger email address street address social security number bank account number cost pool
Security clearance and access rights management system	name date of birth position employer telephone number
Prettylib library system	name date of birth address email address statistical unit
Government online bookstore	name delivery address billing information (if any)
Information management systems	name
Government camera surveillance system	picture/image

When you are in contact with us, we also collect the following information

Data that you have given to us when you have participated in events.
Feedback and letters you have sent, requests for documents or information, and any other contacts you have made.

We do not collect data that would allow individual visitors to be identified. We only collect general statistical data on how the webpages are used. Such data includes pages viewed, time, IP address, web browser and operating system. This information is then used for developing our web services.