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Data protection

The privacy statement for the unemployment insurance contribution service includes unemployment insurance contributions, employer’s liability components, and coordination in accordance with the Employment Contracts Act. Data protection for adult student benefits includes the processing of applications for adult education allowances and scholarships for qualified employees.

Unemployment insurance contributions data protection

Unemployment insurance contributions, employer’s liability component, compensation pursuant to the Employment Contracts Act

1. Controller

Employment Fund
P.O. Box 191
00121 Helsinki

2. Contact information regarding the data file

If you have any questions about data security matters, please contact the Employment Fund's data protection officer.

Data protection officer's contact information:
Email: tietosuoja@tyollisyysrahasto.fi
Tel.: +358 (0)9 6803 7380 (switchboard)
Postal address: Employment Fund, Data protection officer, P.O. Box 191, 00121 HELSINKI
Street address: Kansakoulukuja 1, 00100 Helsinki

3. Purpose and legal basis of personal data processing

The operation of the Employment Fund is based on the Act (No. 555 of 1998) to finance unemployment benefits. Our duty is to impose and collect unemployment insurance contributions and employers' liability components, and to supervise that the above obligations are fulfilled. Our further duty is, pursuant to chapter 12, section 3 of the Employment Contracts Act, to supervise contributions, and collect any related amount deductible from compensations that is payable to the Fund. Personal data processing is necessary in order to perform the Employment Fund's statutory duties and customer relationships (EU's General Data Protection Regulation, article 6, paragraph 1, subparagraph c).

In addition, recorded phone call data is used to verify service events. Recorded phone calls may also be used to improve customer service during training for customer service personnel and in service level studies for customer relationships based on legitimate interest (European Union General Data Protection Legislation, Article 6, Section 1, Subsection f).

4. Personal data categories to be processed

  • Identifying information: name and personal identity code
  • Contact information: telephone number and addresses
  • Financial information: pay and income information, employment relationship information, information about unemployment periods and benefits, and any other information on financial and social conditions
  • Phone conversations: the start and end time of the phone call, the caller’s phone number, the service number that was called, the name of the service specialist who answered the call, the content of the call
  • Information about special categories of personal data known as sensitive data: When dealing with employer's liability components and compensation issues pursuant to the Employment Contracts Act, for example, TVR may have access to, among other things, a person's health or trade union membership information

5. Regular sources of data

In order to deal with unemployment insurance contributions, employers' liability components and compensations pursuant to the Employments Contract Act, we will have access to documents and any other information submitted to the Fund by yourself, your representative or agent. To impose, collect and supervise unemployment insurance contributions and to impose and collect employers' liability components, the Fund is able to access the national Incomes Register (KATRE). Information is also obtained from the Population Register and the Business Information System. The Fund also has access to information necessary for the performance of its duties from employers, the Tax Administration, the Finnish Centre for Pensions, pension and insurance institutions, Kela, employment funds and law courts.

We only request information that is necessary for us to do your work.

6. Storage period of personal data

We store your data for as long as necessary to fulfil our statutory duties, or as long as the law and regulations require.

The Employment Fund will keep an unemployment insurance register, containing personal data, in order to fulfil its statutory duties. Personal data in the unemployment insurance register will, as a rule, be stored for 5 years. However, in certain cases, documents must be stored for 10 years.

Documents and other information related to an employer’s liability component matters will be stored until the end of the year when the dismissed person in question turned 75. Appeal documents must be stored for a minimum of 10 years, and longer in the cases stated above.

Documents and other information related to compensation pursuant to the Employment Contract Act will be stored for 10 years from the final solution to the matter.

We retain recorded phone calls for two years.

7. Disclosure of personal data

We will disclose your data when another authority has the legal right to your data. We will disclose your personal data to, for example, the Tax Administration, Finnish Centre for Pensions, the Finnish Workers' Compensation Center, the Grey Economy Information Unit, appeal authorities and law courts. Moreover, to determine the amount of employer's liability components and compensation pursuant to the Employments Contract Act, the necessary personal data will be submitted to the employer in question. Personal data will also be disclosed to unemployment funds.

Before disclosing any information, we will always check that the intended recipient is entitled to receive such information.

The Employment Fund also has external service providers to whom we disclose personal data. We only use service providers that fulfil the requirements of the EU General Data Protection Regulation and the national legislation concerning personal data processing. A GDPR-compliant agreement will be made with external service providers on personal data processing.

No data will be disclosed to a party outside the EU or EEA.

8. Automatic decisions

Provided certain conditions are met, the Employment Fund will issue automatic decisions on unemployment insurance contributions.

The Employment Fund will not engage in profiling.

9. Protection of personal data

The data security of the Employment Fund's personal data files and the confidentiality, integrity and usability of personal data is ensured with the appropriate technical and administrative measures. Data and the service is protected by means of, for example, firewalls, physical protection of data rooms, access control, user rights and encryption techniques, in addition to the above-mentioned active supervision. Personal data is protected from unauthorised access or illegally or accidentally occurring data processing. Manual material is stored in locked storage areas.

Personal data will only be processed by persons whose work duties authorise them to process such data and who work for the Employment Fund, and by third parties assigned by the Employment Fund to maintain or develop the services. Anyone processing personal data will log in to the systems with a personal user ID and password. The right to access the data file is restricted in the manner required by the job role. All of the people who use data on the file are bound by a non-disclosure agreement.

10. Rights of the data subject

a) Right to access personal data
You have the right to access your personal data stored by the Employment Fund. However, your right to access your data may be restricted on the basis of legislation and other practices concerning privacy protection.

b) Right to have data corrected
You have the right to have your data corrected if it contains errors or is incomplete. Legislation may in some cases restrict your right to have corrections made.

c) Right to have data removed
You do not have the right to have your data removed inasmuch as your personal data is processed to fulfil the Fund's statutory obligations.

We also have a statutory obligation to store your data for a certain period.

d) Right to demand restricted processing
You do not have the right to restrict data processing inasmuch as your personal data is processed to fulfil the Fund's statutory obligations.

e) Right to transfer data from one system to another
You do not have the right to demand your data to be transferred from one system to another inasmuch as your personal data is processed to fulfil the Fund's statutory obligations.

f) Right to object to personal data processing
You do not have the right to object to processing of your data inasmuch as your personal data is processed to fulfil the Fund's statutory obligations.

11. Right to make an appeal to supervisory authority

You have the right to make an appeal to the Data Protection Ombudsman if you consider that the processing of your personal data is in breach of the EU's General Data Protection Regulation.

Contact information of the data protection officer's office:
Email: tietosuoja@om.fi
Postal address: P.O. BOX 800, 00521 HELSINKI
Street address: Ratapihantie 9, 6th floor, 00520 Helsinki

Benefit Services data protection

Processing of applications concerning adult education benefits and scholarships for qualified employees

1. Controller

Employment Fund
P.O. Box 191
00121 Helsinki

2. Contact information regarding the data file

If you have any questions about data security matters, please contact the Employment Fund's data protection officer.

Data protection officer's contact information:
Email: tietosuoja@tyollisyysrahasto.fi
Tel.: +358 (0)9 6803 7380 (switchboard)
Postal address: Employment Fund, Data protection officer, P.O. Box 191, 00121 Helsinki
Street address: Kansakoulukuja 1, 00100 Helsinki

3. Purpose and legal basis of personal data processing

The operation of the Employment Fund is based on the Adult Education Assistance Act (Act 1276 of 2000). Personal data processing is necessary as part of the benefit service in order for the Employment Fund to perform its statutory obligations (EU's General Data Protection Regulation, article 6, paragraph 1, subparagraph c).  

The benefit service processes personal data in the following situations:

  • when processing applications concerning adult education benefits and scholarships for qualified employees and when making benefit decisions
  • when an applicant applies for a decision made by the Employment Fund
  • when a benefit that has already been paid is collected back
  • when checking a lowering of business earnings related to an entrepreneur's adult education allowance
  • when checking completed courses by benefit recipients
  • when testing the benefits processing system in the system's test environment

4. Personal data categories to be processed

  • Identifying information: name and personal identity code
  • Contact information: telephone number and addresses
  • Education details: information related to educational institution and studies
  • Financial information: pay and income information, employment relationship information, bank details and any other information on financial and social conditions

5. Regular sources of data

The Employment Fund request the necessary information for applications concerning adult education allowance and scholarships for qualified employees primarily from the applicants themselves. The Fund also has the right to access information needed for benefit processing from the Finnish Centre for Pensions, Kela, insurance institutions, the Tax Administration, and the applicant's employer and educational institution. The Fund will only request information that is necessary for benefit processing. If the applicant fails to submit the necessary information, the application cannot be processed.

For benefit processing purposes, the Employment Fund will begin to obtain information from the national Incomes Register from 1 January 2020 onwards.

6. Storage period of personal data

Pursuant to section 14 of the Adult Education Assistance Act, recipients of adult education allowance have the right to the maximum duration of the allowance once during their working career. The Employment Fund must, in making benefit decisions, whether the applicant has previously received adult education allowance and how much of any allowance period still remains. This is why the Fund keeps a permanent record of allowance recipients and granted allowance rights.

Pursuant to section 2 of the Adult Education Assistance Act, a scholarship for qualified employees may be granted in the form of a lump sum for someone who has completed a degree specified in the Vocational Education and Training Act (Act 531 of 2017). In making a decision, the Employment Fund must ensure that a person has not previously been granted a scholarship on the basis of a degree that is the subject of the application. This is why the Fund keeps a permanent record of scholarship recipients and completed degrees.

7. Disclosure of personal data

 The Employment Fund will disclose data related to benefits to the Finnish Centre for Pensions, Kela and the Tax Administration and in situations when another authority has the legal right to your data. The Fund also discloses information about benefit recipients to Statistics Finland for statistical purposes. If a benefit applicant is appealing against a decision, the Fund will also disclose information to the social security appeal committee (samu.fi) or Insurance Court, whichever is acting as the appeal authority.

Before disclosing any information, the Fund will always check that the party requesting the information is actually entitled to receive it.

The Employment Fund also has external service providers to whom we disclose personal data. We only use service providers that fulfil the requirements of the EU General Data Protection Regulation and the national legislation concerning personal data processing. A GDPR-compliant agreement will be made with external service providers on personal data processing.

No data will be disclosed to a party outside the EU or EEA.

For benefit processing purposes, the Employment Fund will begin to disclose information into the national Incomes Register from 1 January 2020 onwards.

8. Automatic decisions

The Employment Fund issues automatic decisions only in terms of some positive decisions concerning entrepreneurs' adult education benefits.

The Employment Fund will not engage in profiling.

9. Protection of personal data

The data file containing personal data can only be accessed by Employment Fund staff or a third party assigned by the Fund to maintain or develop the services, having a personal user ID and password and individually defined user rights. Any viewing or modification of data file content will result in a log entry. Data is stored in databases and storage systems separated with a firewall from the public network. Entry into the systems from the public network is arranged in a secure manner. Databases and their backups are stored in locked premises that can only be accessed by designated administrators.

Any confidential information sent through the public network is encrypted in a way that fulfils data security requirements. The risk on the rights and freedoms of Employment Fund customers is small. 

10. Rights of the data subject

a) Right to access personal data
Employment Fund customers have the right to access their personal data stored by the Employment Fund. The Fund will send a customer a copy of their personal data processed by the Fund upon request.

b) Right to have data corrected
Employment Fund customers can demand any incorrect or insufficient personal data concerning themselves to be corrected.

c) Right to have data removed
The Employment Fund processes personal data as part of its statutory obligations.

Benefit service:

1. Adult education allowance
The Employment Fund must store the data to determine right to allowance. The Employment Fund must, in making decisions, whether the applicant has previously received adult education allowance and how much of any allowance period still remains. This is why customers cannot demand that their personal data be deleted.

2. Scholarships for qualified employees
In making a decision, the Employment Fund must ensure that a person has not previously been granted a scholarship on the basis of a degree that is the subject of the application. This is why customers cannot demand that their personal data be deleted.

d) Right to demand restricted processing
Employment Fund customers cannot demand restricted processing of their personal data inasmuch as the Fund performs its statutory obligations.

e) Right to transfer data from one system to another
The Employment Fund processes personal data as part of its statutory obligations in the capacity of a controller. This is why customers cannot demand that their personal data be transferred to another system.

f) Right to object to personal data processing
Employment Fund customers cannot object to their personal data from being processed inasmuch as the Fund performs its statutory obligations.

11. Right to make an appeal to the Data Protection Ombudsman

You have the right to make an appeal to the Data Protection Ombudsman if you consider that the processing of your personal data is in breach of the EU's General Data Protection Regulation.

Contact information of the data protection officer's office:
Email: tietosuoja@om.fi
Postal address: P.O. BOX 800, 00521 HELSINKI
Street address: Ratapihantie 9, 6th floor, 00520 Helsinki

Privacy Statement Applying to Applicants for Positions at The Employment Fund

1. Data controller

Employment Fund
PO Box 191
00121 Helsinki, Finland

2. Contact details for matters concerning the register

If you have any questions about data protection, please contact the Employment Fund’s Data Protection Officer.

Contact details for the Data Protection Officer:
Email: tietosuoja@tyollisyysrahasto.fi
Tel: +358 9 6803 7380 (switchboard)
Postal address: Employment Fund, Data Protection Officer, PO Box 191, 00121 HELSINKI, Finland.
Visiting address: Kansakoulukuja 1, 00100 HELSINKI, Finland

3. Purpose of processing personal data and legal basis

Information on job applicants is collected in conjunction with recruitment when employees are hired for positions at the Employment Fund. Information on job applicants is received during targeted and open recruitment processes.

4. Categories of personal data processed

  • Identifying data: name and date of birth
  • Contact details: phone number and addresses
  • Data related to the job application and curriculum vitae, such as work experience, education and competences
  • Information from the recruitment interview as required to make a recruitment decision, as well as any information that may be received from personal evaluations
  • Any other information provided by the applicant

5. Regular data sources

The primary source of the data stored on the file is the job applicant himself/herself. In addition, data is compiled from information saved during the hiring process. Other data sources are used within the limits provided by law.

6. Retention period for personal data

Personal data is retained for six months after the end of the recruitment process, taking into consideration the period for bringing legal action as defined in the law and the maximum retention period for applications.

7. Disclosure of personal data

Data may be disclosed to parties involved in the recruitment process if necessary for purposes such as preparing aptitude tests. Personal data is not disclosed or transferred outside the EU or EEA.

8. Automatic decisions

The processing of your personal data does not include automatic decision-making.

9. Protection of personal data

The information security of the Employment Fund’s personal data file and the confidentiality, integrity and accessibility of personal data are assured using appropriate technical and administrative measures. The service and data are protected by means such as firewalls, protection of the physical hardware rooms, access management, user access rights and encryption, as well as via active monitoring of the foregoing. Personal data is protected from unauthorised access and unlawful or accidental data processing. Manual material is stored in locked storage areas.

Personal data is only processed by people who are authorised to process it in the course of their working duties and who are employed by the Employment Fund, as well as third parties commissioned by the Employment Fund to maintain or develop services. The people who process personal data are required to sign in to systems using personal user IDs and passwords. The right to access the data file is restricted in the manner required by the job role. All of the people who use data on the file are bound by a non-disclosure agreement.

10. Rights of data subjects

You are entitled to receive information about the data that the Employment Fund is holding on you, request that your data be corrected if data on you is incorrect or incomplete, and demand that your data be deleted.

You are also entitled to transfer data from one system to another. In other words, you are entitled to receive the personal data on you and transfer it to a different controller. In addition, you are entitled to request restrictions on the processing of personal data and object to the processing of personal data.

Requests to exercise the foregoing rights should be sent to the Data Protection Officer.

11. Right to file a complaint with the supervising authority

You are entitled to file a complaint with the supervising authority if you consider the EU General Data Protection Regulation to have been breached when personal data was processed.

Contact details for the Office of the Data Protection Ombudsman:
Email: tietosuoja@om.fi
Postal address: PO Box 800, 00521 Helsinki, Finland
Visiting address: Ratapihantie 9, Floor 6, 00520 Helsinki, Finland

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If you notice any deficiencies in accessibility, please notify the Communications Department of the Employment Fund at viestinta@tyollisyysrahasto.fi.

Accessibility refers to the same concept in digital services as it does in the physical world. In the Web Accessibility Directive, accessibility refers to the concept of websites, mobile applications and their content being usable by and understandable to everyone.

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Page updated: 5/2/2019