Processing of personal data related to discretionary government grants in the Division of Education and Culture

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.

Regional State Administrative Agencies process personal data in connection with the processing of discretionary government grants to library, sports and youth services. Personal data collected in this context constitutes a functional entity for the processing of personal data. The data is collected in connection with the processing of applications for discretionary government grants when applicants report relevant persons and contact persons in applications. The processing of applications requires the processing of personal data by the Regional State Administrative Agencies.

Personal data register for the processing of discretionary government grant applications by the Regional State Administrative Agencies’ Divisions of Education and Culture.

Personal data is processed when discretionary government applications are processed by the Regional State Administrative Agencies’ Divisions of Education and Culture. Applicants submit their application to the regional state administration’s e-service (SPAv2).

Purposes for processing personal data:

• monitoring and evaluation of the activities, finances and impacts of projects funded by Regional State Administrative Agencies from the budget of the Ministry of Education and Culture
• research and statistical processing
• production of information to support the management of projects
• development and promotion of project activities
• provision of information to projects related to discretionary government grants
• training events related to the content of discretionary government grants.

Legal basis for the processing of personal data:

Compliance with the controller’s statutory obligations as provided in Article 6 (1)(c) of the General Data Protection Regulation (Act on Discretionary Government Transfers 688/2001, Public Libraries Act 1492/2016, Act on the promotion of sports and physical activity 390/2015, Youth Act 1285/2016).

Personal data related to discretionary government grants is entered in the regional state administration’s e-service in connection with applications for discretionary government grants. The recipient of a discretionary government grant can later edit the contact information.

Processed data includes the person’s first name and surname, the organisation represented by the person, their work/office telephone number, email address, city and authority in the organisation.

Data is stored for a period of 10 years according to the provisions laid down in section 29 of the Act on Discretionary Government Transfers (688/2001). The data will be destroyed securely after the end of the retention period.

Electronically processed data

The data in the register has been protected from inappropriate viewing, modification and destruction. The protection is based on user authorisation management, the technical protection of databases and servers, the physical protection of facilities, access control, the protection of data communication and the backup of data. The right to access and process data is granted based on tasks. Access to the system is based on personal user IDs. Administrative controls are used to monitor the appropriateness of the operations.

Manual material

No manual material is created during processing.

Name: Administration and Development, registry
Adress: Wähäjärvenkatu 6, 13035 Hämeenlinna
Other contact information: tel. 0295 016 000, [email protected]

In the case of government grants for sports services and the Finnish model, the Regional State Administrative Agencies are not the only recipients of personal data. The Ministry of Education and Culture is also a recipient and it receives application data regularly.

An authority may disclose data to a party at their request in accordance with the Act on the

Openness of Government Activities (621/1999).
Data will not be disclosed for commercial purposes, direct marketing, telemarketing, address services or market and opinion polls.

Data shall not be transferred outside of the EU or the EEA or to international organisations

KEHA and its subcontractors.

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