Data protection policy for case management system (Salama)

The data contained in the customer register is used in the preparation and decision-making of cases registered in the Salama case management system. The data is also used for statistical and research purposes.

Name of the register

Customer register for Salama

Controller

Arts Promotion Centre Finland (Taike) Hakaniemenranta 6, FI-00531 Helsinki, +358 295 330 900, kirjaamo@taike.fi, www.taike.fi

Contact information for data protection officer

Marko Pyy, e-mail: tietosuoja@taike.fi, tel. +358 295 330 900 (switchboard)

Purpose and legal basis of processing personal data

Taike processes personal data in order to perform its statutory duties. The data contained in the customer register is used in the preparation and decision-making of cases registered in the Salama case management system. The data is also used for statistical and research purposes. The processing criteria are the Act on the Arts Promotion Centre Finland (30.11.2012/657), the Artist Grants Act (28.11.1969/734), the Artist Grants Decree (30.12.1969/845) and the Farmers’ Pension Act (22.12.2006/1280).

Personal data in the customer register

Personal data (*mandatory).

  • Personal ID (mandatory for processing cases but not for Salama)
  • Last name*
  • First names*
  • Profession
  • Title
  • Education
  • Taxation municipality
  • Language for contacts with Taike*
  • Native language
  • Sector
  • Gender*
  • Country of residence (country where working)*
  • Address*
  • Postal code*
  • City*
  • Region
  • Address abroad
  • E-mail address (mandatory for processing cases)
  • Bank account* (mandatory for processing cases but not for Salama)
  • Sector (mandatory for processing cases but not for Salama)
  • Grants received (not compiled after 2015)

Disclosure of data

Data is disclosed regularly to the Finnish Tax Administration and the Farmers' Social Insurance Institution Mela. Data may be disclosed only to the extent required and permitted by applicable law. The basis for disclosing data may be, for example, the Act on the Openness of Government Activities (621/1999). Personal data is not transferred outside the EU or EEA countries or to international organisations.

Retention periods for personal data

Customer data is active in the electronic customer register for as long as it is necessary to process the customer’s cases. The retention period of the personal data contained in documents is the same as the retention period specified in Taike’s archiving plan. The archiving tasks of the authority are regulated separately by law (Archives Act 831/1994).

Regular sources of data

Data is obtained from customers themselves through online communications or on printed application forms. Data can also be obtained directly from other authorities, such as the Finnish Tax Administration and the National Enforcement Authority. In addition, information is obtained from the population information system maintained by the Digital and Population Data Services Agency.

Automated decision-making

Personal data is not used for automated decision-making.

Rights of the data subject

Right to inspect

You can send a request to inspect your data to the data protection officer (contact information above). Be prepared to prove your identity. You can check your contact information by logging on to Taike’s online services.

Right to rectification

You have the right to rectify inaccurate and incorrect personal data about yourself. You can send a request in writing to the data protection officer (contact information above). Indicate in the request for rectification the data to be corrected and the exact changes or additions. Be prepared to prove your identity. By logging on to Taike’s online services, you can update the following data: address (domestic or foreign), bank account, application-specific bank account, members of your working group.

Right to erasure

Under Article 17 of the General Data Protection Regulation (GDPR), the data subject has the right to request the erasure of personal data concerning him or her from the register. This right does not apply to personal data that Taike requires in order to perform its statutory duties. Most of Taike's services are based on compliance with a legal obligation or the performance of a task carried out in the public interest or the exercise of official authority. In these cases, you cannot request the erasure or transfer of your personal data to another system, nor, in principle, can you object to the processing of your personal data. You have the right to demand that Taike delete personal data about yourself that is processed on the basis of your consent. You can send a request to erase your data in writing to tietosuoja@taike.fi. Be prepared to prove your identity.

Right to appeal to the supervisory authority

If you believe that your personal data is being processed unlawfully, you can submit a complaint to the Office of the Data Protection Ombudsman.

Office of the Data Protection Ombudsman

Visiting address: Lintulahdenkuja 4, 00530 Helsinki
Postal address: P.O. Box 800, 00531 Helsinki
E-mail: tietosuoja(at)om.fi
Switchboard: +358 (0)29 566 6700
Registry: +358 (0)29 566 6768

Further information about submitting a complaint is available on the website of the Office of the Data Protection Ombudsman: https://tietosuoja.fi/en/home.