Processing personal data for recruiting purposes in Regional State Administrative Agencies

Personal data refers to any information that can be directly or indirectly linked to a natural person.

On this page, we will outline the instructions we follow, our methods for processing and storing your data, and what rights you have. These guidelines will never limit the rights granted to you by the General Data Protection Regulation or any other legally valid decision.

How we secure your personal data

The name of our register is the personal data file of the Valtiolle.fi recruiting system.

Your personal data is protected from unauthorised viewing, editing 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. The persons processing the data are bound by a confidentiality obligation.  We use administrative controls to monitor the appropriateness of our activities.

We can only disclose your details within the limits of the legislation in effect or with the consent of the controller. The application documents are public documents referred to in the Act on the Openness of Government Activities (621/1999), to which access can be granted on request. We can disclose public documents on request as specified in sections 13 and 16 of the Act on the Openness of Government Activities. We can only disclose secret documents 

  1. with the consent of the party concerned
  2. to the party concerned
  3. by law.

We archive the electronic files transferred from Valtiolle.fi to the agency’s electronic case management system.

We do not transfer your personal data outside the EU or the EEA or to international organisations.

We retain your personal data only as long as it is necessary for the purposes of processing personal data specified in this privacy statement. 

The applications that you have submitted in response to recruitments will be stored in the system for two years after the end of the recruitment process, after which your applications will be anonymised and the information contained in them will only be accessible as figures in the reporting data. You can specify the storage period of open applications (maximum of two years). Your username and the data stored in it as well as your open applications are automatically deleted after your username has been unused for one year. 

You will receive notification of the matter before your user account is deleted. As an applicant, you can also delete the user profile of your user account at any time. Deleting the user profile will also delete your open applications. The applications submitted in response to recruitments and the information contained in them will remain accessible in the system for recruitment purposes until they are anonymised in the manner described above.

The details of the person acting as a recruiter in Valtiolle.fi are deleted on the basis of the deletion request made by a supervisor or an employment check made by a professional user (human resources specialist) at the latest when the public service relationship of the recruiter ends.

We store the recruitment data in the USPA case management system, which is provided by the KEHA Centre. The processing of personal data is automatically restricted when the employment relationship ends. The storage times are based on the law and the information management plan of the Regional State Administrative Agencies. 

Purpose of processing your personal data

We process and archive the applications in connection with the recruitment process. We administer the access rights of the applicant and the recruiter in the Valtiolle.fi service. Processing of the applicant’s personal data is based on the data subject’s consent. The processing of the personal data related to the recruiter’s access rights is based on the law (such as the Act on Public Officials in Central Government (750/1994) and the Administrative Procedure Act (434/2003)).

We will not use your data for automated decision-making or profiling.

Legal basis for the processing of your personal data

The processing of your personal data is based on compliance with the legal obligation specified in Article 6(1)(c) of the General Data Protection Regulation (EU 2016/679).

Personal data in the register

The mandatory application identification details are as follows: 

  • first name and surname
  • legal gender
  • mobile phone
  • home address
  • postal code
  • city
  • email address
  • consent to electronic notification
  • education details (education institution, qualification/degree, field of education, level of education, studies completed/incomplete, date when studies were completed)
  • work experience (employer, job title, job description, work start date/end date). 

The information may also include the date of birth and mother tongue. Citizenship must be given when section 7 of the Act on Public Officials in Central Government applies to the recruitment. 
The non-mandatory information for the applications is as follows: 

  • additional personal details given by the applicant in the application (such as other education and work experience)
  • other information provided by the applicant in support of the application (such as personal files/CV)
  • school and study certificates
  • employment certificates
  • persons named as referees by the applicant
  • other necessary information concerning job applications and the conditions for filling a post.

Sources of information other than the data subject 

With the applicant’s specific consent, we can obtain information necessary for the job applications from other sources and store it in the Valtiolle.fi system.

The user information of the person using the recruitment system is generated in the system when the user registers in the system or another person creates the user account. The agency’s professional access rights are added on the basis of a separate request for access rights.

Your rights

The data subject (applicant) has the right to receive the controller’s confirmation that the data subject’s personal data is processed or not processed. If this personal data is processed, the data subject must be granted the right to access the personal data.

The data subject (applicant) has access to the application data through the Valtiolle.fi system. As the data subject, you can download the data contained in your user profile as a JSON file. If you have submitted your job application directly to the agency, you can submit a review request to the agency in question. The review request concerning open applications should be submitted to the Finnish Government Shared Services Centre for Finance and HR ([email protected]).

Right to access to your personal data

You can request and receive a copy the 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.

Request to access personal data

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.

Request for the correction of inaccurate personal data and to restrict the use of personal data

Restricting the use of your information

If you believe that the information on you that we have processed is incorrect or has been unlawfully processed and you have opposed the erasure of your personal data, you can ask us to restrict the processing of your information. You have the same right if we no longer need the personal data for the purposes of processing but you need the data to establish, exercise or defend a legal claim.

Request for the correction of inaccurate personal data and to restrict the use of personal data

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.

Data controller

The following bodies act as controllers: Regional State Administrative Agency for Southern Finland, Regional State Administrative Agency for Eastern Finland, Regional State Administrative Agency for Lapland, Regional State Administrative Agency for Southwestern Finland, Regional State Administrative Agency for Western and Inland Finland and the Regional State Administrative Agency for Northern Finland. 

The administrative and development services of the Regional State Administrative Agencies support the controllers in the safeguarding of the data subjects’ rights.

Contact the Regional State Administrative Agency's registry office, if you have any questions concerning the exercising of your rights in matters related to the processing of your personal data. The contact details for the registry office can be found below. If your matter concerns the processing of your personal data by an organisation other than the Regional State Administrative Agency, you must first contact the relevant organisation or its data protection officer.

Queries relating to exercising your rights as a data subject should be addressed to the registry of the Regional State Administrative Agency for Southern Finland:

Regional State Administrative Agency for Southern Finland
Wähäjärvenkatu 6, Hämeenlinna
PO Box 1, 13035 AVI
tel. +358 295 016 000
[email protected]

You can contact the Regional State Administrative Agencies' Data Protection Officer if you need more information on the processing of personal data by Regional State Administrative Agencies.

Data Protection Officer
tel. +358 295 018 015
[email protected]