Processing of matters falling within our competence
Processing of personal data related to the processing of matters within our competence.
Matters filed with the Office at the Parliamentary Ombudsman are recorded in the case management system. Please note that you can find information on the processing of job applicants’ personal data in the section applying for a job and information on the processing of personal data related to filing matters in the section electronic services.
We process personal data related to pending and already processed matters in order to perform the task of overseeing legality laid down in the Parliamentary Ombudsman Act and to manage administrative matters that are the responsibility of the Office of the Parliamentary Ombudsman.
The information in the case management system is used to create statistics to describe the number of already processed and pending matters, their processing times and distribution in different sectors.
There are no connections from the system to other information systems.
Personal data is retained in accordance with the information management plan of the Office of the Parliamentary Ombudsman. The retention period is based on the Archives Act and special acts and the need to document and guarantee the legal protection of both the authorities and private individuals and organisations in the activities.
What our processing is based on
We process personal data in order to comply with the duty laid down in section 25 of the Act on Information Management in Public Administration (906/2019) to maintain a case register of matters that are being processed and have been processed. 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)).
The legal basis for the processing of personal data related to criminal convictions and offences is Article 10 of the GDPR and section 7, subsection 1, paragraph 2 of the Data Protection Act. When the Ombudsman exercises his right to prosecute, the processing of personal data is based on the Act on the Processing of Personal Data in Criminal Matters and in Maintaining National Security (1054/2018).
Personal data processed
Information necessary for the appropriate handling and monitoring of the matter is entered in the case management system. The extent of the information processed depends on the nature of the matter and on what information about the matter has been provided to us. It is also possible to complain to the Ombudsman anonymously and without providing contact information, although anonymous complaints are not usually investigated.
The case management system contains the metadata, processing stages and assignments and document files related to the processing of matters specified in the information management plan of the Office of the Parliamentary Ombudsman and documents related to them.
We usually process at least the following information:
- Case number assigned to the matter
- name of the person filing the matter
- contact details of the person filing the matter, e.g., telephone number, e-mail address and/or postal address
- description of the matter
- information on the processing stages
The information stored in the system on the users of the system includes identification data and log data, i.e., the user’s name, title, work unit, e-mail address, the change made, date and time.
The matters and documents registered in the system may contain information classified as sensitive or confidential.
Disclosure of information
There are no regular disclosures of information. 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.
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 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).