Vahva case management system of the Office of the Chancellor of Justice

The Vahva case management system of the Office of the Chancellor of Justice is used to store the information required for the processing of matters, including relevant personal data, documents related to the processing of the matter submitted electronically to the Office of the Chancellor of Justice, information on documents that have been submitted on paper, and documents prepared by the Office of the Chancellor of Justice.

Controller

Office of the Chancellor of Justice

Visiting address: Snellmaninkatu 1, HELSINKI

Postal Address: P.O. Box 20, FI-00023 GOVERNMENT

Telephone: +358 (0)295 162 902 (registry)

Email: kirjaamo.okv(at)gov.fi

Data protection officer

Pekka Liesivuori

Postal Address: P.O. Box 20, FI-00023 GOVERNMENT

Email: tietosuojavastaava(at)okv.fi

The purposes of processing personal data and the legal basis for the processing

Personal data are processed in order to carry out the Chancellor of Justice’s statutory duty for the supervision of legality and to carry out the duties assigned to the Office of the Chancellor of Justice as an employer and a public authority.

The legal basis for the processing is Article 6(1)(c) of the GDPR and, for any special categories of personal data that may be included in documents Article 9(2)(g) of the GDPR.

Personal data subject to processing

The case management system processes the name and contact details of the matters and documents processed by the Chancellor of Justice as well as the identification and processing information of the matter and documents. Documents submitted to the Chancellor of Justice and stored in the case management system may contain any personal data.

Recipients or categories of recipients of personal data

The personnel of the Office of the Chancellor of Justice process personal data as part of their official duties. In addition, for the implementation of the Act on the Division of Duties between the Chancellor of Justice and the Parliamentary Ombudsman (1224/1990), the registry of the Office of the Parliamentary Ombudsman has access to the case management system data, with the exception of documents.

No data contained by the case management system are transferred to third countries or international organisations.

Period for storing personal data

The name and contact details of the initiator of the matter and the names and contact details of the parties added to the processing information of the matter are stored permanently.

Personal data related to documents and electronic documents stored in the case management system are stored for the period specified in the archives regulations of the Office of the Chancellor of Justice.

Rights of the data subject

The data subject has the right to be informed that personal data concerning them are or are not being processed and, if such personal data are being processed, to have access to said personal data.

The data subject has the right to obtain from the rectification of inaccurate personal data concerning them. Taking into account the purposes of the processing, the data subject has the right to have incomplete personal data completed.

The data subject has the right to obtain from the controller restriction of processing if the accuracy of the personal data is contested by the data subject. In such cases, the processing of personal data will be limited to a period enabling the controller to verify the accuracy of the personal data.

Any requests for information on personal data and requests for rectifying or completing of personal data and the restriction of processing must be addressed to the controller.