Outreach youth work contact system

This privacy statement contains information for the data subject (natural person) in accordance with Articles 13 and 14 of the EU Data Protection Regulation (EU) 679/2016. This statement shall be made to the data subject when personal data are collected.

Contact system Etsivä. The register is part of the personal data registers of the Division of Education and Culture.

Implementation of an outreach youth work task as defined in the Youth Act (1285/2016). Communicating contact requests and known name and contact details of the young person to the young person's municipality of residence and its employees responsible for outreach youth work.

Youth Act (1285/2016)

Website users

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• IP address information
• Language selection
• Data retrieved in connection with Suomi.fi e-Identification

Person reporting contact and identification information for the young person

• name (first name, last name)

• unique identifier (personal identity code; Suomi.fi identification)
• contact information (telephone number, email address, possible other contact information)
• authority reporting: professional title
• authority reporting: employer (employer's name, employer's organisation classification)
• relationship with the young person
• role (authority, working with young people, young person)
• contact requests made by a person
• log information (log-ins and notification processing)
• information about messages sent from the system to a person

Young person

• name (first name, last name)

• unique identifier (personal identity code) or, in the absence thereof, date or year of birth
• contact information (phone number, email address, home address)
• municipality of residence
• service language
• contact requests made for a person

Any contact information subject to a non-disclosure order is not disclosed for outreach youth work.

Worker performing outreach youth work tasks

• name (first name, last name)
• contact information (work email address, work phone number, employer)
• unique identifier (personal identity code; Suomi.fi identification)
• municipality or municipalities on whose behalf a person processes the notifications
• role information (person performing outreach youth work tasks/processing statistics on outreach youth work)
• role-based access and its status (active / deactivated)
• communication settings (sending e-mail and SMS messages)
• information about messages sent from the system to a person
• log information on log-ins to the system and processing notifications

Personnel of the Regional State Administrative Agency for Southern Finland

• name (first name, last name)
• contact information (work email address)
• unique identifier (personal identity code; Suomi.fi identification)
• role information (AVI administrator)
• role-based access and its status (active / deactivated)
• information about messages sent to the person
• log information on log-ins to the system and processing of user data

The sources of personal data may be:

• Registered persons themselves
• Family member, guardian or close relative of the data subject
• Authorities
• Other actors mentioned in the Youth Act
• Population Information System

Information on contact requests is submitted to youth work in the young person's municipality of residence. Contact requests are transferred to the customer management systems used by the municipality. The municipality is responsible for the processing of data in its own customer management systems as the controller.

Log data is collected on the monitoring of the disclosure of data.

The Regional State Administrative Agency for Western and Inland Finland, as the controller of the contact system, regularly processes statistical data obtained from the system.

Personal data are not transferred outside the EU or the EEA.

The young person's personal data is stored from the time of notification until the time of receipt of the information, no more than two months.

The personal data of the person submitting the young person's contact and identification information is stored for 1 year after the last notification has been made.

Personal data of those performing outreach youth work tasks are stored while they work in their role.

The retention period for all logs is five years.

As the controller of the register, the Regional State Administrative Agency for Western and Inland Finland has implemented the necessary technical and organisational measures and also requires that the processors of personal data do so.

Personal data shall not be used for automated decision-making or profiling that would affect the rights or freedoms of data subjects.

Regional State Administrative Agency for Western and Inland Finland
Visiting address: Wolffintie 35, Vaasa
Postal address: PO Box 5, 13035 AVI, Finland
Telephone: 029 501 6000
Registry: kirjaamo.lansi(at)avi.fi

Personal data processors include:

• Regional State Administrative Agency for Western and Inland Finland
• CSC - IT Center for Science Ltd and its subcontractors, which are responsible for the system maintenance, development, data storage and data transfer based on an agreement with the Regional State Administrative Agency for Western and Inland Finland.

Recipients of personal data include:

• Youth outreach work services in municipalities

Regional State Administrative Agency for Western and Inland Finland
Visiting address: Wolffintie 35, Vaasa
Postal address: PO Box 5, 13035 AVI, Finland
Telephone: 029 501 6000
Registry: kirjaamo.lansi(at)avi.fi

Right to be informed of the processing of personal data 

You have the right to know what we use your information for and how. 

The aim of this notification is to give you an overall idea of the processing of personal data that is the subject of this notification at the Regional State Administrative Agency. If you feel that this notification does not give you the overall idea we are aiming to provide, we have failed in our goal. In this case and whenever you have questions about the processing of personal data by Regional State Administrative Agencies, you can contact the Data Protection Officer for the Regional State Administrative Agencies (see contact details below).

Right to access to your personal data 

You can request and receive a copy to your personal data that we have in our register by sending a signed information request form by letter or email to the Regional State Administrative Agency's registry. We will implement your request unless we have a legitimate reason to refuse realising your rights.

You have the right to receive information about whether we process your personal data in our activities. If we do not process your personal data, you have the right to be informed about this as well.

Form: Request to access personal data (in Finnish)

Send a written request to the Regional State Administrative Agency’s registry.

Right to request that inaccuracies be corrected and missing information be added 

If you notice any omissions or inaccuracies in your personal data, you have the right to request that we update these. In such a case, we ask that you indicate which information is incorrect and how the information should be changed or which information should be supplemented and how. 

Form: Request for the correction of inaccurate personal data and to restrict the use of personal data (in Finnish)

Send a written request to the Regional State Administrative Agency’s registry.

Restricting the use of your information 

If you believe that the information we are processing that concerns you is incorrect, that it is being processed unlawfully, or you oppose the processing of your information, you may ask us to restrict the processing of your information.  

Form: Request for the correction of inaccurate personal data and to restrict the use of personal data (in Finnish)

In that case, we can only process your data 

• with your consent 
• if we need the data for the purpose of establishing, submitting or defending a legal claim 
• in the public interest 
• to protect the rights of another person. 

If we limit the processing of your data on the basis of your request, we are obligated, as far as possible, to notify all those to whom the data was previously disclosed. 

Send a written data restriction request to the Regional State Administrative Agency’s registry. 

Right to object to the processing of personal data 

You have the right to object to us processing your personal data. You can do so at any time giving reasons related to your specific personal situation.

In that case, we will no longer be allowed to process your personal data unless there is a significant and substantiated reason that supersedes your interests, rights and freedoms, or if the processing of the data is necessary to establish, present or defend a legal claim. 

Send your written and justified request to the Regional State Administrative Agency's registry. 

If you believe that your personal data has been processed in a manner that is violated to the law, you can file a complaint or complain to the Office of the Data Protection Ombudsman about the processing of your data. However, we recommend that you first contact the Regional State Administrative Agencies' Data Protection Officer (see contact details below).

Contact information for the Data Protection Officer and further information on data protection
Office of the Data Protection Ombudsman