Electronic services

Making a complaint electronically

You can submit a complaint to the Parliamentary Ombudsman by using electronic forms, sent through the Secure Mail (Turvaviesti) service provided by the Government ICT Centre Valtori. The forms are filled in and sent securely to the Office of the Parliamentary Ombudsman.

You can use the forms to submit a complaint after having identified yourself or without identification. The Suomi.fi e-Identification service provided by the Digital and Population Data Services Agency is used in identification. Further information on the processing of personal data in connection with identification can be found in the privacy policy of Suomi.fi e-Identification.

The information collected with the form is directed to the email of the registry of the Office of the Parliamentary Ombudsman, from where the matter is recorded in our case management system. Read more about the processing of personal data related to consideration of matters within our competence. To improve the reliability of data transfer and the availability of the data, the data are also stored in Valtori's Secure Messaging Service for 90 days

A complaint can also be made by sending it to the registry of the Office of the Parliamentary Ombudsman as a confidential message through the Parliamentary Office’s secure mailbox. Valtori and Erillisverkot Oy, which participates in the provision of the Secure Mail (Turvaviesti) service, process personal data (email address, IP address and mobile phone number if a mobile phone certificate is used to send the message) only for the purposes of providing the service, identifying users and managing user rights and information security. Opened messages remain in the Turvaviesti service for 30 days and unopened messages for 60 days.

You can also complain to the Ombudsman by letter or email or bring your complaint to the Office of the Parliamentary Ombudsman in person.

Complaints and other matters received through different channels are recorded in our case management system (processing of matters within our competence).

Visiting the website

Our website is open to everyone, and you do not need to provide your personal data unless you make a complaint using the above-mentioned forms.

Information about page views by users of our website is saved for for the purpose of compiling summaries concerning the operation of the service and investigating of errors. We use the Matomo analytics tool on our website to collect anonymous data on visitors. Matomo does not set cookies and the data collected (such as an anonymised IP address and the estimated country/city based on it, pages viewed, time and date of the visit, as well as information about the web browser, device model and operating system) cannot be linked to an individual.

Media email distribution lists

The Office of the Parliamentary Ombudsman uses the email distribution list of legal journalists to forward press releases and other information related to media activities. The distribution list helps us to reach the media representatives interested in the Ombudsman's matters quickly in a targeted manner, and that way support the work of the media.

The person’s email address, name and employer are recorded in the distribution list. The email address is received from the data subject or the person who provided their name. Communications may also add addresses to distribution lists to ensure continued communication in situations such as when the personnel changes in the editorial teams.

The Office of the Parliamentary Ombudsman also uses the distribution lists of the Parliamentary Office. Read more about the processing of personal data on media email distribution lists on the Parliament’s website (in Finnish).

What our processing is based on

We process personal data in order to comply with the obligation laid down in section 5 of the Act on the Provision of Digital Services (306/2019) to provide everyone with the opportunity to send the electronic messages and documents they need to send in order to manage their matters using digital services or other means of electronic data transfer. The processing of personal data is based on Article 6(1)(c) of the GDPR.

We process special categories of personal data on the basis of public interest (Article 9(2)(g) of the GDPR (EU 2016/679) and section 6, subsection 1, paragraph 2 of the Data Protection Act (1050/2018)).

We process the personal data on the media email distribution list to perform a task in the public interest and to exercise official authority vested in the Office of the Parliamentary Ombudsman (Article 6(1)(e) of the GDPR (EU 2016/679)).

Disclosure of information

There are no regular disclosures of information.

The service providers of the information systems used by the Office of the Parliamentary Ombudsman have access to the information for the purposes of maintenance and development tasks. They process personal data on behalf of the Office of the Parliamentary Ombudsman and are not allowed to process the data for purposes other than the provision of the agreed service.

Information is disclosed to the person requesting it in accordance with the Act on the Openness of Government Activities. The information and documents are public unless specific provisions are laid down on their confidentiality.

Information is not disclosed for direct marketing, opinion polls or market research.

Information is not transferred outside the European Union (EU) or the European Economic Area (EEA).