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Privacy statement for International House Helsinki’s International Recruitment Employer Services

Privacy statement for International House Helsinki’s International Recruitment Employer Services

Privacy statement 8 September 2022

The purpose of this privacy statement is to provide information on the processing of personal data in accordance with the EU General Data Protection Regulation (EU) 2016/679. The statement will be updated if necessary.

1. Register controller and the controller’s contact details

Uusimaa TE-office

Änisa Jansson

PL 1003, 00521 Helsinki

Street address: Antinkatu 1, 00100 Helsinki

kirjaamo.uusimaa@te-toimisto.fi

2. Data protection officer

Contact details:
tietosuoja.keha@ely-keskus.fi

3. Names of the registers

International House Helsinki’s International Recruitment Employer Services’ customer service systems’

  • telephone calls

4. Purpose of personal data processing

Article 6 of the EU General Data Protection Regulation (EU) 2016/679

Information is needed for the performance of statutory tasks, for the implementation of services and for communication, as regulated by the following laws:

  • Act on Public Employment and Business Services, 916/2012
  • EU Regulation on a digital gateway, EU 2018/1724

The information is used to verify the service event in case of a complaint and for the development of operations.

5. Register’s data content and personal data groups

Data stored in the register includes data reported by the customer and the data generated in a customer service situation, such as:

Business information:

  • Name and business ID
  • Address and e-mail information and telephone number
  • Name and title of contact person
  • Topics of the enquiries
  • Business operations-related information created in a counselling or guidance situation, brought up by the customer or the official.

Personal identification data:

  • Name and personal identity code
  • Telephone number
  • E-mail information
  • Personal information that has been created in a counselling or guidance situation, brought up by the customer or the official

6. Data retention period

Call recordings are stored for 6 months. For quality development projects and complaints, individual recordings can be stored for a longer period, but no longer than 12 months.

7. Regular sources of information

Information provided by the customer and generated during conversations; the TE Services’ customer data system, the Trade Register, the Register of Foundations, and the Register of Associations.

8. Regular disclosure of information

No regular disclosure.

International House Helsinki’s International Recruitment Employer Services discloses customer information to other authorities only when disclosure is regulated by law.

9. Regular disclosure of personal data or transfer of data outside the EU or the EEA

The data shall not be disclosed or transferred outside of the EU or the EEA.

10. Principles of register protection

Article 32 of the EU General Data Protection Regulation (EU) 2016/679

At International House Helsinki’s International Recruitment Services, information security and personal data protection are systematically taken into account in all use and processing of data. International House Helsinki’s International Recruitment Employer Services processes personal data in a secure manner and in accordance with legislation.

All processors of International House Helsinki’s International Recruitment Services’ personal data sign a confidentiality commitment. Register data is only used by persons who need this data in their work tasks according to their access rights. The service provider of the storage system has a duty of professional secrecy.

11. Inspection right and requesting data

Article 15 of the EU General Data Protection Regulation (EU) 2016/679

The data subject has the right to inspect the data in the register concerning him or her.

The inspection request must always be made in writing and must be signed. The inspection request must specify the time of the communications that the request concerns as well as the contact details used for the communications. The inspection request must be addressed to the International House Helsinki’s International Recruitment Employer Services and sent by post or e-mail to the registry of the Uusimaa TE-office (contact details in section 1). The sender of the email must encrypt the email in order to ensure privacy.

Listening to a call recording takes place at a Uusimaa TE-services’ office, agreed separately. The customer must be prepared to prove their identity

12. Right to rectify data and erase data

Articles 16 and 17 of the EU General Data Protection Regulation (EU) 2016/679

The data subject has the right to demand the correction and erasure of incorrect personal data in the register.

A request for rectification must always be made in writing and must be signed. The written request must specify which personal data file the rectification request applies to. The request is addressed to the International House Helsinki’s International Recruitment Employer Services sent by post or e-mail to the registry of the Uusimaa TE-office (contact details in section 1). The sender of the email must encrypt the email in order to ensure privacy.

The right to erase data does not apply to the personal data required by International House Helsinki’s International Recruitment Employer Services for the performance of a statutory task.

For any refusal to correct/erase data, a written report is sent to the customer indicating the reasons for the refusal.

13. Complaint or appeal concerning the processing of personal data

Article 77 of the EU General Data Protection Regulation (EU) 2016/679

The data subject has the right to lodge a complaint with the Data Protection Ombudsman if he or she considers that the processing of personal data infringes the EU Data Protection Regulation.