Processing of the personal data you provide joint property management associations in contact information notifications 

Personal data refers to any information that can be directly or indirectly linked to a natural person.
The Regional State Administrative Agency for Western and Inland Finland is the controller for your data, which you have provided to us or which we have received from other sources. Privacy protection is always an important aspect when we process personal data.
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 process contact information notifications from joint property management associations

We process your personal data in the contact information register. When we receive contact information, we store it and disclose it on request under the Act on the Openness of Government Activities. 

We process the following data:

  • Joint property management association chairperson, deputy chairperson, trustee or deputy trustee:
    • name 
    • position in the joint property management association
    • address
    • telephone number
    • e-mail address
  • and details of the joint property management association

The processing of your personal data is based on Article 6 (1)(c) of the EU General Data Protection Regulation (EU 2016/679), i.e. processing required compliance with the legal obligation of the controller. We do not need the consent of the data subject for this processing.

According to section 33 of the Joint Property Act, a joint property management association must send the National Land Survey of Finland and the Regional State Administrative Agency information on the committee chairperson and deputy chairperson or the trustee and deputy trustee and their addresses. 

The regular data sources for personal data are the notifications sent by the associations. Personal data received by the Regional State Administrative Agency can also be entered into the contact information register. For example, fisheries may occasionally provide information on their area, such as a list of organised joint property management associations and contact persons and their contact information. 

We store personal data for as long as the association is organised or reports new personal data.  Personal data will be deleted from the contact information register if the joint property management association is dissolved or decides to become non-organised and reports it to the Regional State Administrative Agency.

Personal data is not regularly transferred from the contact information register nor is personal data transferred outside the EU/EEA. On request, we can disclose the contact information in the register in accordance with sections 13 and 16(3) of the Act on the Openness of Government Activities (621/1999). The data in the register is not disclosed for commercial purposes. The processing of your personal data also does not involve automatic decision-making or profiling.

The data in the contact information 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 usernames. We use administrative controls to monitor the appropriateness of our activities.

You have the right to know which of your personal data we are processing and to request a copy. 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. You also have the right to rectify incorrect information about you, supplement your personal data, and ask us to delete your personal data or limit its use. You also have the right to receive personal data concerning you in a machine-readable format and to transfer the data to another party responsible for processing the data.

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

Contact details
Data controller:
The tasks of the Regional State Administrative Agencies referred to in this notification have been centralised nationally to one Regional State Administrative Agency, which is responsible for the processing of your personal data as the controller.

Regional State Administrative Agency for Western and Inland Finland
Visiting address: Wolffintie 35, Vaasa
Postal address: PL 5, 13035 AVI
Switchboard: +358 295 018 450
Registry office: kirjaamo.lansi(at)avi.fi

Data Protection Officer for the Regional State Administrative Agencies:
tel. +358 295 016 708
tietosuoja(at)avi.fi

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. 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 above. 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.

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